How to Build a Positive Tenant Relationship From Day One

You want to ensure your tenant takes care of your unit. Building a strong relationship with renters keeps them happy, encourages them to maintain your property and increases the likelihood of lease renewal. Discover strategies to improve renewal rates even before new occupants move in.

Why a Proactive Start Matters for Tenant Retention

In the real estate industry, it’s important that both parties feel like they’re getting a fair deal throughout the rental agreement. Here’s why building a positive relationship with your tenant matters.

It Establishes a Baseline of Respect

Offering a clean, safe and fully functioning unit communicates that you care about the property and respect your new tenant. This initial act of diligence encourages the occupant to reciprocate the same respect. They may demonstrate this by treating the unit with care and adhering to the lease terms.

It Fosters Open Communication

Transparency is key to avoiding misunderstandings. It’s in your best interest to promote open communication from the beginning. This makes tenants more comfortable approaching you with concerns in a collaborative manner. 

It Influences Lease Renewals

A study revealed that a one-point increase in tenant satisfaction on a five-point scale correlates with an 8.6% increase in their willingness to renew their lease and an 11.5% greater likelihood of recommending the property to prospective occupants. A smooth, positive start eliminates the initial stress that can sour a relationship.

4 Ways to Build a Positive Relationship With Your Tenant Before They Move In

Here are actionable steps you should take after the lease is signed but before your tenant gets the keys.

1. Solidify the Paperwork 

Provide documentation detailing the lease, move-in date and viable payment methods. Transparency in these areas sets the stage for cooperation. Create and send a welcome packet that includes your contact information, emergency procedures, utility setup details and instructions for submitting maintenance requests.

2. Conduct a Meticulous Property Inspection

A property inspection ensures the unit is safe and functional. Be sure these key items are on your checklist:

• HVAC system

• Water heater

• Smoke and carbon monoxide detectors

• Plumbing

• Locks on windows and exterior doors

A roof inspection is also a must. Minor leaks can cause extensive structural damage, which may result in higher utility bills and health hazards, such as mold. Check the attic for early signs of a leak, such as dampness or water dripping.

3. Communicate Your Findings

After your inspection, send the new tenant an email to inform them that the property is ready for occupancy. If you found and fixed an issue, mention it. This transparency demonstrates your honesty and commitment to providing them with the best possible home, even before they step inside.

4. Schedule a Quick Check-In

Send a text or email a few days after move-in to ask if everything is OK and if they have any concerns. Avoid visiting the property without prior notice. You must notify your tenant at least 24 to 48 hours before you check in on them in person. Ask if they prefer to be contacted via text message, email or phone call for nonemergency updates to show your respect for their personal time and communication style. 

Secure a Lasting Partnership

The pre-move-in period offers a golden opportunity for you to set a positive and professional tone. Make sure to establish clear communication, inspect your property before handover and keep your lines of communication open to address concerns, ensuring a happy tenant.

Evelyn Long is a writer that specializes in housing market trends. She is also the editor-in-chief of Renovated Magazine, where she writes essential resources for renters and homeowners. She has contributed to several other publications like the National Association of Realtors and Realty Executives.