Vacancy cycles are a given in the property management industry. All properties experience seasonal tenant turnover at different parts of the year. For instance, some properties may host college students or people who live in a given area for the summertime. But there are also instances in which people, out of dissatisfaction, may depart for new rental locations.

Those are trends which can definitely be minimized. Strong property manager-tenant relationships are what’s key, and establishing these personal relationships starts at the beginning: when someone first moves into a rental property. To set the foundation for strong relationships with your tenants, it’s advisable to set expectations immediately. Below are a few quick tips which you can adapt to not only make guidelines clear to your new renters, but also establish rapport with them from the start.
Strategies for Communicating Guidelines to New Renters

When the tenant moves in or signs the lease, be clear about the types of repairs they’ll be responsible for and what repairs you’ll be handling. Clear communication is the foundation to any successful business relationship. Property management is no exception. Being clear about what’s expected of your tenants will do a few things. It will make them aware of what they need to handle right at the beginning of their rental period. They will also know the repair concerns which they should contact you about. Repair responsibilities are often one of the most uncertain processes for new renters. Therefore, clearly spelling out repair and maintenance guidelines at the get-go will help eliminate any confusion, and will likely also foster trust and respect in your new tenants. After all, they will appreciate the immediate, initial efforts you’ve taken to ensure they know what’s needed of them.

Be clear about rent policy, starting on day one. Like repair responsibilities, rent policy should be another thing you address on your new renters’ first day. Make sure they understand the following:

• When their rental payment is due
• The details of how to make rental payment
• The times at which you consider rental payment late
• How to get any questions they have about rental payment answered
• The consequences of late payment
• What happens in the case of non-payment

Just like with repair responsibilities, being clear about rent policy from the start will eliminate confusion and any unnecessary complications later on.

Conduct a thorough walkthrough with your new renters. Everyone appreciates personalized treatment. Conducting a thorough walkthrough of the rental property with new tenants will be beneficial for not only starting a positive relationship, but making sure they understand where everything is. Be sure they understand where everything is and, if applicable, how it works—including light switches for each room, stove, microwave, dishwasher, thermostat, and any other appliances or similar things. Your tenants will appreciate the good-will measures you’ve taken early to ensure their comfort and expedite their readjustment to their new location.

Consider having a new tenant handbook. Much of what makes up effective property management hinges upon personal relationships and face-to-face communication. But having required guidelines in writing isn’t a bad idea, either. With this resource, new tenants can consult their guidebook whenever you or your staff members aren’t available to answer their inquiries.

Conclusion
Making sure your new tenants feel comfortable, secure, and knowledgeable about what’s expected of them is a key part of keeping your tenant turnover low. Be clear and straightforward about guidelines and policy to new tenants, invest time in making sure they’re feeling comfortable and secure, and make ongoing efforts to do so, and you’ll position yourself for success and long-standing, solid tenant relationships.