Mastering Rental Property Maintenance

The Benefits of Consistent Property Maintenance

As a property owner, it's easy to fall into the trap of overlooking property maintenance. However, neglecting maintenance can lead to significant issues and costly repairs down the road. By implementing a property maintenance system, you can prevent these problems and enjoy a range of benefits that will keep your property in top condition. In this section, we'll delve into the six key themes of consistent property maintenance and their benefits.

Cost Savings

As a property owner, it's easy to overlook property maintenance. However, neglecting maintenance can lead to significant issues and costly repairs down the road. By implementing a property maintenance system, you can prevent these problems and enjoy a range of benefits that will keep your property in top condition. In this section, we'll delve into the six key themes of consistent property maintenance and their benefits.

Increased Property Value

Another benefit of regular property maintenance is increased property value. A well-maintained property is more attractive to buyers, and it can increase your home's resale value. Keeping your property in top condition can also help you avoid the cost of major renovations when it's time to sell.

Health and Safety of Tenants

Ensuring the health and safety of your tenants should be a top priority as a landlord. Regular maintenance can help you identify potential hazards before they become dangerous. Faulty wiring and leaking pipes can pose serious risks to your tenants if left unchecked. But it's not just about addressing the obvious risks - for example, routine maintenance can also improve indoor air quality. Tenants who spend a lot of time indoors are especially vulnerable to respiratory problems caused by dust, mold, and other allergens. By performing regular maintenance on your HVAC system and ensuring proper ventilation, you can promote a healthier living environment for your tenants and reduce the risk of health issues.

Compliance with Local Regulations and Codes

Regular maintenance can help you stay compliant with local regulations and codes. Many cities and towns have regulations that require landlords to maintain their properties to certain standards, such as ensuring the safety of electrical systems, plumbing, and other key components. By performing routine maintenance, you can ensure that your property meets these standards, avoid fines and penalties, and provide a safe and comfortable living environment for your tenants.

Increased Tenant Satisfaction

Consistent maintenance will also lead to increased tenant satisfaction. Tenants want to feel comfortable and safe in their living space, and a well-maintained property can help achieve that. By prioritizing regular maintenance, you can show your tenants that you care about their well-being and are committed to providing them with a high-quality living experience.

Maintaining your property regularly is a critical responsibility of property ownership. It offers an array of advantages that can save you money, boost your property's value, ensure health and safety, keep you compliant, and make your tenants happy. By devising a maintenance schedule, conducting regular inspections, and promptly addressing any issues, you can keep your property in optimal condition and enjoy the benefits of regular maintenance.

Common Maintenance Tasks and Issues

Maintaining a rental property requires attention to a variety of different maintenance tasks and issues. From routine maintenance to emergency repairs, landlords must be prepared to handle a range of situations to keep their property in top condition. Let’s explore the most common maintenance tasks and issues that landlords encounter.

Routine and Preventative Maintenance

Routine and preventative maintenance is a proactive, ongoing set of tasks that need to be performed regularly to keep your rental property in top condition. Ideally, every system and component of the property is tested for proper functionality. This process will help ensure tenant safety and satisfaction as well as provide the property owner with a snapshot of the state of the property. Common tasks include inspecting your property for potential hazards, testing smoke detectors and carbon monoxide detectors, servicing HVAC systems, and much more.

Ad Hoc Maintenance

Ad hoc maintenance is your run-of-the-mill repair requests landlords receive from a tenant. These are the most common types of maintenance tasks that will come up - they are also some of the most important. Why are they so important? For one, resolving these requests quickly helps build trust with tenants. Also, if these repairs are neglected for a period of time, the problem can mushroom and turn into a much larger and much more expensive project. An example of this would be a leaking kitchen sink. In the near-term this won’t present a health hazard to the tenants, but if left unaddressed, mold will creep in, and water damage may ensue in cabinets and flooring.

Emergency Maintenance

Emergency maintenance is focused on addressing unexpected and urgent issues that need to be fixed immediately. Common issues include burst pipes, power outages, and heating loss. As a property owner or manager, it's important to have a plan in place for emergency maintenance to minimize disruption to your tenants. Common issues that may arise with emergency maintenance include the cost of hiring contractors or repair services on short notice and the challenge of balancing tenant safety with the need for quick repairs.

Seasonal Maintenance

Seasonal maintenance is focused on preparing your rental property for different weather conditions throughout the year. Common tasks include cleaning gutters, servicing HVAC systems, and sealing windows and doors. By performing seasonal maintenance, you can help prevent potential issues that can arise due to weather-related damage. It’s best to loop in seasonal maintenance items into a preventative maintenance plan.

Turnover Maintenance

Turnover maintenance is focused on preparing your rental property for new tenants between leases. Common tasks include cleaning, painting, and repairing any damage caused by the previous tenants. Turnovers will also help keep your property looking fresh and attractive to prospective tenants. This is a great opportunity for the property owner to take a comprehensive look at the property and plan for larger projects and improvements down the road.

Cosmetic Maintenance

Cosmetic maintenance is focused on the visual appearance of your rental property. This type of maintenance is often done to keep the property looking attractive to prospective tenants. Common tasks include painting, landscaping, and cleaning. Cosmetic maintenance can also include updating fixtures and fittings to keep the property looking modern and fresh. Common issues that may arise with cosmetic maintenance include the cost of performing regular updates and the challenge of maintaining consistency across multiple properties.

Adapting to the different types of properties can also play a significant role in maintaining a successful rental property. Multifamily properties will require a different maintenance approach than a single-family home. For example, apartment buildings may need more frequent cosmetic maintenance to keep common areas looking clean and inviting, while single family homes may need more seasonal maintenance to prepare for changing weather conditions. It's important to understand the unique maintenance needs of your specific property and adapt your maintenance plan accordingly to ensure the property remains in top condition.

Additionally, considering the needs and preferences of your specific tenants or clients can help tailor your maintenance plan. By adapting to the different types of properties and the needs of the people who occupy them, you can maintain a successful rental property and build a positive reputation in your area.

The Importance of Creating a Maintenance Schedule

Maintaining a rental property can be overwhelming, especially for new property owners. To help ensure that nothing is missed, we have compiled a comprehensive checklist of the Complete Property Maintenance Checklist: 60 Tasks to Keep Your Property in Top Condition that should be performed regularly. This checklist covers a wide range of maintenance areas, including routine, preventative, cosmetic, emergency, seasonal, and turnover maintenance. By using this checklist as a guide, you can create a maintenance schedule and ensure that all necessary tasks are performed promptly.

Some of the tasks included in the Top 60 Maintenance Checklist are:

• Checking and replacing air filters

• Inspecting and repairing the roof

• Cleaning gutters and downspouts

• Testing smoke and carbon monoxide detectors

• Sealing windows and doors

• Repairing plumbing leaks

• Inspecting and servicing HVAC systems

• Cleaning and repairing flooring and walls

• Maintaining landscaping and outdoor areas

• Cleaning and inspecting appliances

• Checking for pests and treating as necessary

We recommend creating a maintenance schedule that includes these tasks and assigning specific dates for when they should be completed. This can help you stay on top of your maintenance needs and avoid the stress of unexpected repairs or emergencies.

It's also important to create a system for tracking maintenance and repairs. This can include keeping detailed records of all completed tasks, documenting any issues or repairs, and creating a budget for maintenance expenses. By maintaining a detailed record of your property's maintenance history, you can demonstrate to potential tenants or buyers that the property has been well-maintained and cared for over time.

Seasonal Maintenance Checklist and Guide

As a property owner, it's your job to keep your property in top shape and prevent any potential issues from popping up. And what's a great way to do that? Seasonal maintenance, of course! This guide provides you with a handy checklist of essential seasonal maintenance tasks to make sure your property is always safe, functional, and enjoyable for your tenants.

Spring Maintenance:

Get ready for Spring! Winter has passed and it's time to check your property for any damage.

• Look for any cracks in the foundation, damage to the roof, and other winter-related wear and tear.

• Get your HVAC system inspected: Make sure your heating and cooling systems are working efficiently.

• Clear your gutters and downspouts: Remove any debris accumulated during the winter months.

• Sprinkler system check: Verify that your sprinkler system is in proper working condition.

• Clean and inspect the exterior of the property, including siding, screen doors, and windows.

• Check and replace any damaged or worn weather stripping around doors and windows.

• Clean and repair the property's deck, patio, or porch.

• Remove exterior piping insulation and check the plumbing system for any leaks or damage.

• Test and inspect all electrical outlets and switches.

Summer Maintenance:

Let’s get ready for the warmer months!

• Clean and maintain outdoor spaces: Summer is the perfect time to spruce up your outdoor areas. Clean your deck, patio, and other outdoor furniture, and check your grill for any necessary repairs.

• Inspect your roof: Summer storms can cause damage to your roof. Check for any signs of wear and tear and make any necessary repairs.

• Check for pest infestations: Summer is prime time for pests, so look for any signs of infestations and take appropriate measures to eliminate them.

• Test your smoke detectors: Test your smoke detectors to make sure they're functioning properly and replace batteries if needed.

• Check your HVAC system: Make sure your air conditioning system is running smoothly before the hottest days of summer hit.

• Inspect and repair any damage to the property’s fencing or gates.

• Check and clean the property's outdoor lighting fixtures.

• Check and replace any damaged or worn weather stripping around doors and windows.

• Trim trees and shrubs to prevent damage during summer storms. Make sure vegetation is at least 3 feet away from the building structure (to prevent pest infestation).

Fall Maintenance:

Start preparing your property for the colder months.

• Insulate any exterior plumbing or interior plumbing with exposure to cold temperatures.

• Clear gutters and downspouts: Remove any leaves or debris that may have accumulated in the gutters and downspouts.

• Inspect and clean your chimney: Ensure your chimney is clean and remove any soot or debris that may have built up.

• Check your heating system: Get your heating system checked to ensure it's ready for the colder months ahead.

• Store outdoor furniture and equipment: Store any outdoor furniture and equipment that won't be used during the winter months.

• Inspect and repair any damage to the property's driveway or sidewalks.

• Check and replace any damaged or worn weather stripping around doors and windows.

• Clean and repair the property's gutters and downspouts.

• Test and inspect all smoke and carbon monoxide detectors.

• Seal any cracks or gaps in the property's exterior to prevent drafts and pests.

Winter Maintenance:

Winter brings its own set of challenges. Make sure you're ready for them.

• Inspect windows and doors: Check for any drafts or leaks in the windows and doors and make any necessary repairs.

• Make sure interior temperature stays at or above 55 degrees all winter (even when traveling) to prevent frozen pipes.

• Check for ice dams: Look for any ice dams that may have formed on the roof and remove them promptly to prevent damage.

• Maintain heating systems: Regularly check and maintain your heating systems to ensure they are running efficiently and effectively.

• Shovel and salt walkways and driveways: Keep walkways and driveways clear of snow and ice to prevent slips and falls.

• Inspect and maintain the property's generator or backup power source.

• Check and replace any damaged or worn weather stripping around doors and windows.

• Check and repair any damage to the property's roof caused by winter weather.

• Test and inspect all smoke and carbon monoxide detectors.

• Inspect and repair any damage to the property's insulation.

Don't forget to create a seasonal maintenance checklist and schedule to help you stay on top of these seasonal maintenance tasks throughout the year. And, for a comprehensive guide to maintaining your rental property, don't forget to download our Complete Property Maintenance Checklist: 60 Tasks to Keep Your Property in Top Condition. With these tips and tools, you'll be able to keep your property in great shape and your tenants happy.

Helpful Tech to Streamline Property Maintenance

Property maintenance might feel like a chore. But, with the aid of innovative technologies, it can be transformed into a smooth, efficient process that ensures your rentals remain in top shape and your tenants are happy.

Digital Property Management and Maintenance Solutions

Consider these as your "Swiss Army Knives" for all things property management and maintenance.

LawnGuru / Plowz & Mowz:

Ensure your properties always impress with these landscaping software tools, handling everything from lawn mowing to snow removal.

RentalRiff:

RentalRiff will assign a dedicated property specialist (licensed/insured general contractor or maintenance pro) to be on-point for your property. Tenants reach out directly to their property specialist with any property-level needs, who will head over to the property and fix the issue. Emergency coverage, preventative maintenance plans, turnovers, and tenant support are all included with the service.

RentSavvy:

RentSavvy provides an end-to-end tenant placement service. They will help determine the rent you should charge, list the property across all relevant listing sites, organize showings, and provide lease creation assistance.

Apartments.com (Cozy) / Avail / TurboTenant / Zillow Rental Manager:

These are all landlord software tools that will help you list your property, screen tenants, collect rent, access legal documents, and more. Most of these tools are free to landlords!

Angi (Angie’s List):

Marketplace to find pros of all types, from plumbers, electricians, or HVAC technicians to landscapers and gutter cleaning services.

TaskRabbit:

Marketplace to help find folks to complete everything from one-off simple tasks to light handyman work.

The Weather Channel / Weather Underground:

Set up alerts from a mobile app for your rental locations, letting you anticipate and address weather-related maintenance needs. Subscribe to RentalRiff’s Seasonal Maintenance Calendar.

RentMoola:

Rentmoola is a rent payment platform that simplifies the process of paying rent for tenants. It provides secure rent collection, which can be directly linked to bank accounts. This is a valuable tool for property managers who do not want to invest in a more comprehensive property management system.

EZLandlordForms / Avail / TurboTenant:

Best resources for creating leases and accessing other rental legal forms.

The Future is Now: Smart Home Technologies

Stay ahead of tomorrow - today - with these smart home solutions.

Moen:

Moen is a company known for faucets and showerheads. Some of their newer offerings are "smart" and can be controlled remotely including a sump pump monitor, smart faucets and shower, leak detectors, smart irrigation, Flo smart water shutoff, and wireless smart soil sensors. For landlords, this could help in preventing water damage and managing water usage.

Ring:

Owned by Amazon, Ring offers products like video doorbells, cameras, and alarm systems. These can provide security for landlords' properties and could be particularly useful for landlords who rent out their properties on short-term rental platforms like Airbnb.

Nest:

Nest, a product line owned by Google, offers smart home products like thermostats, cameras, doorbells, and alarms. These devices can help landlords manage energy usage (through smart thermostats), provide security (through smart locks, cameras, and doorbells), and protect against hazards like fire and carbon monoxide (through alarms).

Ecobee:

Like Nest, Ecobee offers smart thermostats that can help landlords manage energy usage in their properties. Some models come with remote sensors that can be placed in different rooms, providing more granular control over heating and cooling.

Showcase Your Property: Virtual Staging and Showings

Dazzle potential tenants with these innovative services:

ShowDigs:

This tool organizes and conducts efficient property showings, particularly useful for multi-family properties and property managers.

BoxBrownie / PadStyler / Styldod:

Transform your listing by turning vacant rooms into beautiful, stylish, virtually staged spaces.In this fast-paced, tech-driven world, property management efficiency is more than just a desire - it's a necessity. An array of tools, platforms, and technologies stand ready to assist you in everything from lawn care to secure rent collection, from smart home devices to virtual staging services.

In today's tech-centric world, the key to property management efficiency lies not just in using tools to simplify processes but in effectively combining technology with diligent record-keeping. This strategy not only boosts your property's market appeal but also ensures its peak performance. Harness these approaches to stay ahead of the curve, provide an excellent experience for your tenants, and enhance the success of your rental properties.

Resources for Landlords

Being a landlord involves more than just property upkeep and rent collection. It also requires a thorough understanding of federal, state, and local tenant laws. Navigating these laws can be challenging, and any missteps can lead to significant legal repercussions. However, there are numerous resources available to guide you through this process and help you avoid potential pitfalls.

Landlord Associations

Landlord associations at the local, state, or national level can provide a wealth of information on various topics, including fair housing laws, tenant screening procedures, and security deposit policies. They also offer networking opportunities with other landlords and real estate professionals. Consider joining associations such as the National Landlord Association, the American Apartment Owners Association, or a local chapter of the Rental Housing Association:

Washington

• Rental Housing Association of Washington

• Washington Landlord Association

• Washington Multi-Family Housing Association

Oregon

• Multifamily NW

• Rental Housing Alliance Oregon

• Central Oregon Rental Owners Association

Colorado

• Apartment Association of Metro Denver

• Investment Community of the Rockies

Legal Seminars and Workshops

Local bar associations or universities often conduct seminars and workshops that provide insights into local tenant laws. Attending these events gives you the opportunity to ask legal professionals questions specific to your situation.

Real Estate Attorneys

Engaging a local real estate attorney who specializes in local tenant laws can be extremely beneficial. They can guide you on current legal requirements and provide advice tailored to your unique circumstances.

Government Websites

State and local government agency websites are often reliable sources of information on landlord-tenant laws, providing an authoritative source of information.

• WA Landlord/Tenant Law

• Oregon Landlord/Tenant Law

• CO Division of Housing

Websites, Blogs, and Books

Books and guides, like the "Landlord's Legal Guide," provide detailed advice and information on a wide range of legal issues landlords might face, including discrimination, tenant screening, and security deposits.

• NOLO - state by state landlord tenant laws

• DoorLoop - state by state landlord tenant laws

Understanding fair housing laws, screening tenants effectively, and properly handling security deposits are critical aspects of being a successful landlord. It's also crucial to maintain habitable living conditions, address safety issues, disclose potential environmental hazards, and protect tenants from criminal activity. Furthermore, you need to respect a tenant's right to quiet enjoyment of their rental unit and know how to deal with co-tenants, sublets, and contract assignments. These resources can help you navigate these obligations and avoid legal complications, allowing you to manage your properties successfully and maintain a positive relationship with your tenants.

Remember, laws are subject to change, and situations vary, so staying updated with these resources is key to remaining compliant with the latest regulations, protecting both your interests and those of your tenants.

Pros of DIY Maintenance

Cost Savings

One of the biggest advantages of DIY maintenance is cost savings. Hiring a professional can be expensive, especially if you have multiple properties to maintain. By doing the work yourself, you can save a significant amount of money.

Flexibility

Another advantage of DIY maintenance is flexibility. You can work on your schedule and address issues as they arise. This can be especially helpful if you have tenants with varying schedules or if you're juggling multiple properties.

Control Over the Process

When you handle the maintenance yourself, you have complete control over the process. You can choose the products and materials you use and ensure that the work is done to your standards. This can give you peace of mind knowing that the work is done the way you want it.

Cons of DIY Maintenance

Lack of Expertise

One of the biggest disadvantages of DIY maintenance is a lack of expertise. As a landlord, you may not have the knowledge or experience to handle many of the frequent maintenance issues that come up. This can lead to mistakes or incomplete repairs, which can cost you more money in the long run.

Time-Consuming

DIY maintenance can also be very time-consuming. As a landlord, you likely have many responsibilities to manage, and tackling maintenance tasks can interfere with your personal life and free time. And if you already have a full-time job, maintenance can quickly become the part-time job you were (or weren't) looking for!

Safety Risks

Certain maintenance tasks, such as electrical or plumbing work, can be dangerous. If you don't have the proper training or equipment, you could put yourself and your tenants at risk of injury. This is not only dangerous but can also lead to legal liabilities if a tenant or visitor is injured on your property.

Limited Availability of Tools and Equipment

Another disadvantage of DIY maintenance is that you may not have access to all the necessary tools and equipment. Some maintenance tasks require specialized equipment that you may not own or have access to. This can make it difficult, or downright impossible, to complete certain repairs.

While DIY maintenance can be a cost-effective and flexible solution for landlords, it's important to consider the potential risks and drawbacks. Lack of expertise, time constraints, safety risks, and limited availability of tools and equipment are all important factors to consider when deciding whether to handle maintenance tasks yourself. Ultimately, it's up to each landlord to choose what approach works best for them and their properties. Consider your level of expertise, available time, and safety concerns before taking on any maintenance tasks yourself. If you feel uncomfortable or unsure about a task, it's always best to hire a professional to ensure that the job is done correctly and safely.

Maintenance Tips for DIY Landlords

As a landlord, maintaining your rental property can save you time and money in the long run. However, it can also be a daunting task, especially if you're not familiar with property maintenance - there's always something new! The information below will outline the top maintenance tips for landlords brave enough to tackle maintenance themselves.

Create a Maintenance Schedule

One of the best ways to stay on top of property maintenance is to create a routine maintenance schedule. This should include regular tasks such as changing air filters, inspecting the property for damage, and cleaning gutters. Set reminders on your phone or calendar to ensure that you don't forget any critical tasks - here’s a link to our Calendar for Seasonal Reminders.

Address Issues Promptly

When issues arise, a big part of the equation is addressing them quickly. This can help prevent minor issues from evolving into major repairs. Regularly inspect the property for common issues such as leaks, damaged fixtures, or faulty appliances, and address them as soon as possible.

Know Your Limits

As with most everything, it's important to know your limits. While some repairs may be easy to handle on your own, others may require the expertise of a professional. Don't hesitate to hire a pro for repairs that are beyond your expertise or require specialized equipment.

Keep a Well-Stocked Toolbox

Having a well-stocked toolbox is essential for DIY landlords. While this may seem elementary, it is often overlooked. On top of the basics, such as a screwdriver set, hammer, pliers, measuring tape, and power drill, you should also keep spare parts such as light bulbs, air filters, and batteries to make quick repairs when necessary. It's also helpful to have appliance model numbers accessible.

Regularly Inspect the Property

Regular property inspections can help you identify issues before they become major repairs. Inspect the property at least once a year and address any issues that you find. Seasonal inspections are even better, especially if you're dealing with more extreme weather. Side bonus, you can also gauge how the tenants are treating the property!

Focus on Preventative Maintenance

Preventative maintenance is key to keeping your rental property in good shape. This includes tasks such as regular cleaning, changing air filters, and maintaining appliances. Preventative maintenance can help fend off major repairs and your tenants will appreciate this!

Keep Good Records

Keeping good records of maintenance tasks and repairs can help you stay organized and ensure that you don't miss any important tasks. This can also help you track expenses and provide documentation in case of a dispute with a tenant.

Maintaining a rental property can be a lot of work, but it's essential for the safety and comfort of your tenants (not to mention taking care of your investment). By following these maintenance tips, you can keep your rental property in top shape and save money in the long run. Remember to prioritize safety and seek professional help when necessary to ensure that repairs are done correctly.

Advantages of Hiring a Property Management Company

Time-Saving

Probably the biggest benefit of working with a property management company is the amount of time it can save you. Managing a rental property is not for the faint of heart and it often can feel like a full-time job. Property management companies can handle tasks like finding tenants, collecting rent, and handling maintenance requests, leaving you with more time to focus on other aspects of life.

Professionalism

Property management companies are experts in the field of property management, and they can bring a level of professionalism and expertise to your business that you may not be able to achieve on your own. This can lead to happier tenants, fewer vacancies, and consistent revenue.

Legal Expertise

Property managers are well-versed in landlord-tenant laws and regulations and can ensure that you're always in compliance with these laws. This can help prevent legal issues down the road and give you peace of mind that your business is operating legally and ethically.

24/7 Availability

Many property management companies offer 24/7 availability for emergencies, so if something goes wrong with one of your properties in the middle of the night, you don't have to worry about handling it yourself. Check to see if the property manager has an in-house maintenance team or not - this is important for emergencies.

Disadvantages of Hiring a Property Management Company

Cost

One of the biggest drawbacks to working with a property manager is - the cost! Property management companies typically charge a large percentage of the rent collected, which will eat into your profits. Flat-rate property management companies are popping up but be wary of what they set the rent at - their incentives and goals may not be aligned with yours!

Lack of Control

When you work with a property management company, you're entrusting someone else with your business and investment. If you like to have control over your property and its operations, working with a property manager is not the solution for you.

Communication

Some landlords find that communication with their property management company is lacking, this can be very frustrating. It's important to find a property management company that communicates well and is responsive to your needs as a landlord and that of your tenants.

Conflicting Financial Incentives

Finally, the business model used by property management companies has conflicting financial incentives with property owners. Because they charge a large fee to place tenants, property managers are motivated to find new tenants every year - as a property owner you want to keep tenants.

Ultimately, whether to work with a property management company is a decision that depends on your individual needs and preferences as a landlord. It's important to weigh the pros and cons carefully and determine what path is right for you. And of course, there are other options available outside of hiring a property manager.

Property Management Fees and Contract Considerations

When it comes to working with a property management company, there are many costs and contract considerations that landlords should keep in mind. Here are some key factors to consider when working with a property management company.

How Much Do Property Managers Charge?

Management Fee

Most property management companies charge a management fee, which is typically a percentage of the monthly rent. The percentage can vary depending on the company, the location of the property, and the property type, but it is typically between 8-12% for a single-family home and small multifamily properties. Larger multifamily properties will pay a slightly lower % the more units are managed.

Leasing Fee

If the property management company is responsible for filling vacancies (most require this), they will likely charge a leasing fee. This fee is typically equal to one month's rent and covers the cost of advertising, showing the property, screening tenants, and preparing the lease agreement. In high-rent areas, this can mean a very large fee.

Maintenance Costs

Maintenance costs are not included in the management fee property managers charge. Depending on the contract, property management companies may either handle maintenance and repair requests with their in-house team or outsource them to third-party vendors. Either way, the cost of maintenance and repairs will be passed on to the landlord on top of the management fee.

Property Management Contract Considerations

Length of Contract

Most property management companies require a contract for a specific length of time, typically between one and three years. It's important to carefully review the contract and understand the terms before signing. Some contracts may have a clause that allows you to terminate early, but there may be penalties for doing so.

Termination Clause

It's critical to understand the termination clause in the contract. Some contracts may require a certain amount of notice before terminating, while others may have penalties for breaking the contract early. If things don't go well, you need to know what your options are.

Communication

Communication is crucial when working with a property management company. Make sure the contract specifies how often the property management company will communicate with you, and through what channels (phone, email, etc.).

Services Provided

Be sure the contract specifies what services the property management company will provide, including tenant screening, rent collection, maintenance, and emergency response. If there are specific services you require, ask for them to be included in the contract.

Fees

Property management companies often will charge an array of fees. Confirm the contract clearly outlines all fees associated with working with the property management company, including management fees, leasing fees, and maintenance costs.

Working with a property management company can help you save time and hassle as a landlord, but it's important to consider the costs and contract specifics before signing on. With some due diligence and knowledge, you can ensure the right decision is made for your property, your tenants, and of course, you!

The RentalRiff Approach to Property Maintenance

Here at RentalRiff, we provide an ongoing property maintenance and tenant support service. Many of our customers work with us in lieu of hiring a property manager or as a support function to their self-management, DIY approach. We truly believe that our services provide a wonderful (and cost-effective) experience for property owners as well as their tenants.
In this section, we’ll introduce you to RentalRiff, a hassle and stress-free alternative to traditional approaches to managing property maintenance. We’ll discuss the benefits of using RentalRiff, how it works, the services it provides, and how it compares to DIY and traditional property management.

What is RentalRiff?

It’s your property maintenance solution for preventative and on-call maintenance! A rental owner or manager can hire one of our "property specialists", a licensed/insured general contractor or maintenance pro, to be on-call for their property. So how does it work? Tenants simply reach out directly to their property specialist for any property-level need - this could be to fix the leaking sink, program the thermostat, or head over because the basement is flooding. The dedicated RentalRiff property specialist will receive that communication, head over to the property, and fix the issue.

Not only do we help with ad hoc maintenance and repairs, but we also set a preventative maintenance plan, complete turnovers, help with showings, and more.

Benefits of Using RentalRiff

Cost Savings with Fewer Headaches

Compared to hiring a property management company, RentalRiff is a more cost-effective solution. We have multiple monthly plans to choose from and most include maintenance. For a single-family home, for example, the monthly cost will range from $100 - $165.

Property management companies will typically charge between 8% - 12% of the monthly rent - and this does not include any maintenance on the property. If a property rents for $3,000 per month, you’re looking at ~$300 per month. Again, this is before any maintenance or repairs so if the kitchen sink is leaking, you’ll still have to pay several hundred dollars for a plumber or handyman to head over and make the fix.

On top of this, property management companies will require at least a 12-month commitment (RentalRiff does not) along with many ancillary fees (tenant placement fee, move-out fee, early termination fee, etc.).

All of this said, RentalRiff does not do everything a property management company does. We don’t provide tenant placement services, we don’t evict tenants, and we don’t collect rent (although there are services available for these tasks, many of them are free).

Efficient, Streamlined Process

Another benefit of our service is that it is simple and efficient. Here’s an example of how a property issue is handled with RentalRiff vs. a Property Management Company or Owner:

• RentalRiff: Tenant Request (leaking sink) -> Property Specialist -> Property Specialist schedules a visit and makes the repair (cost of the repair is included with the monthly fee)

• Property Manager: Tenant Request (leaking sink) -> Property Manager -> Property Manager searches for a pro to make the repair -> Property Manager coordinates a time with tenant and pro (time-consuming) -> Pro completes repair (property owner is charged for the work on top of the monthly fee)

As you can see, not only is the actual process of completing this tenant request considerably more efficient with RentalRiff, but it is also significantly less expensive.

Trust

A trusting relationship is an important element of our service. We are very focused on finding phenomenal people to join our team because the relationships we have with our customers and their tenants is crucial.

Because property specialists work with properties, tenants, and owners on a continuous basis, a strong relationship and trust is developed. Property specialists get to know the property very well (which is helpful from a maintenance standpoint) and they also get to know the tenants and owners very well. Tenants appreciate this because they know who is coming over to fix the kitchen sink - it’s not a stranger from the internet. Owners benefit from this because they too know who is taking care of their investment and interacting with the tenants.

Communication is a cornerstone of our service and has a big impact on the trust and success of the relationships we have with our customers. More on this a little later…

Tenant Experience

In the section above we outlined how tenants’ benefit from our service - let’s dive into that a bit deeper. The trust element is important, but another critical component of the tenant experience is addressing property issues quickly. A tenant will not feel supported if it takes 3 weeks to start working on the broken shower head. Our business structure allows us to not overload property specialists with too many properties which enables work to be done quickly.

On top of the positive effect this has on tenants’ everyday lives, tenant support also affects turnover. One of the pillars of running a successful rental property is keeping tenants and reducing vacancy. If tenants feel supported, they are more likely to stay put than find a new rental. A recent JTurner study showed that 35% of tenants who did not resign a lease did so because there wasn’t a sufficient support system in place.

Flexibility

Communication preferences, preventative maintenance plans, mid-lease walkthroughs - there are many ways to customize your service with RentalRiff.

We have customers who prefer to be alerted on every tenant request and we have customers who want to be completely hands-off. However, you’d like to engage with RentalRiff and your specialist, we can accommodate.

How your property specialist maintains your property is also something that can be customized. While we have a baseline preventative maintenance template we often use, this can be adjusted to fit the needs of your property. If you’d like your specialist to check on the property once a month to make sure the tenants are mowing the yard, we can do that. If you’d like your specialist to focus on larger maintenance as opposed to smaller tenant requests, we can do that.

No two properties are the same and no two owners are the same - we’re here to make it work for you.

How RentalRiff Works: The Dedicated Property Specialist Model

What is a “Property Specialist”?

A property specialist is a rare breed - one part maintenance guru, one part customer service pro, and many parts good human being. Property specialists are also owners of RentalRiff (we have a shared ownership structure) so suffice it to say, we are very selective in who we bring on board.

First and foremost, property specialists need to have a jack-of-all-trades skill set - we look for folks who come from a general contracting or professional maintenance background. These professions are required to work on a variety of systems and components of a residential property and therefore translate well to being a property specialist.

Equally important, is a property specialist's communication skills. Effective communication is fundamental to what we do and a large part of the service we provide. Without good interpersonal skills and punctual, organized communication, our service does not work. It’s that simple.

Before joining the RentalRiff team, each property specialist goes through an extensive evaluation of their maintenance capabilities as well as their communication. While this process does take time, it is critical to maintaining our standards and creating an effective team.

Finally, we look for people who are genuine and kind. We work closely together and the culture we’ve developed at RentalRiff is very intentional.

How Does It Work?

When a property owner or manager signs up with RentalRiff, there are a few steps we take to properly onboard a new customer. The first is to assign a property specialist - we assign based on the location of the property, the capacity of the property specialist, and the specific needs of the new customer/property.

Once a property specialist has been assigned to the property, we then schedule an initial property walkthrough with your new property specialist. These usually take about an hour and allow our new customers to meet their specialist and allow the specialist to inspect and learn the property. Not only is this helpful from a relationship standpoint, but the property information the specialist gathers is also very helpful for effectively working with the property in an ongoing fashion.

Most customers will set up a custom property plan. This typically includes routine preventative maintenance visits throughout the year, as well as any other specific requests an owner may have.

Another customizable element of our service is communication flow with the property owner/manager. We have some customers who like to be alerted on all tenant requests and some customers who want to be hands-off. That said, emergencies and scenarios where we recommend bringing in an outside vendor, we will always alert the customer immediately.
After the walkthrough, we collect tenant names and phone numbers to put into our communication system. We communicate with tenants primarily through text messages and all communication goes directly to the assigned property specialist as well as our support team (to ensure nothing is missed).

Once the onboarding process has been completed, we are off to the races! Your specialist will be on-call for your property and ready to communicate punctually with tenants and fix any issues that come up. Not only do our customers have direct access to their assigned property specialist, but we can tap into a specific skill set that another specialist has in the area. Also, if your specialist is sick or on vacation, we will have another local specialist cover your property (one of the benefits of RentalRiff having a network of property specialists).

What Can a Property Specialist Do Exactly?

RentalRiff property specialists have wide-ranging skill sets. Repairs and maintenance work are obviously in their wheelhouse, but there are other tasks and projects a specialist can help with. On top of effectively and punctually communicating with tenants, specialists can perform improvement projects, turnovers, and assist with showings. Light plumbing and light electrical work are a capability of all property specialists.

Of course, not every property specialist is created equal, so skill sets do differ slightly. When situations arise that require a specific license or expertise, we can also call in an outside vendor (with the property owner’s approval first). We have large vendor networks in all of the regional markets we operate in.

Here is a general list of tasks/projects a RentalRiff Property Specialist can complete (this is not comprehensive and can differ slightly from specialist to specialist):

• General Maintenance

• Carpentry

• Light Electrical

• Light Plumbing

• Heating and Cooling

• Appliance Repair

• Concrete Work

• Home Inspections

• Home Security Systems

• Smart Home Technology

• Door Installation and Repair

• Lockset Adjustment

• Dryer Vents

• Drywall

• Pest Control

• Painting

• Fence Work

• Kitchen Work

• Bathroom Work

• Flooring

• Window Repair

• And much, much more

Benefits of a Local Property Specialist

One of the benefits of our business structure is the fact that we have many property specialists operating in the markets we’re active in. There are many value-adds our customers experience because of this including:

Backup coverage

If your assigned property specialist is not available, we can easily send another specialist over to the property for a repair or provide coverage for longer periods of time.

Diverse skill sets

If a particular property need is not something that your assigned specialist can take care of, there’s a good chance another specialist in the area will have the required expertise. Teamwork makes the dream work!

Location-centric

One of the main things we look at when assigning a property specialist to a new property is location. We want to assign a property specialist to a property that is close to where their home base is. This is beneficial to all parties as it’s quick and easy for the specialist to visit the property. We bring on specialists in different locations around a metropolitan area so we can effectively serve every corner of the markets we’re in.

Rental Property Services RentalRiff Provides

Ad Hoc Maintenance

Ad hoc maintenance and repair requests are what make up the bulk of our property visits. This can be virtually anything: replace a deck stair, fix the leaking kitchen sink, patch a hole in the drywall, and the list goes on. Ad hoc maintenance requests are repairs and fixes that should take place soon but are not a “drop everything” emergency - the health of the tenants and the viability of the property are not at stake here.

Tenant Support

We define “tenant support” as effectively communicating with tenants and making them feel supported, as well as helping tenants with various elements of the property. This can take place in person at the property or via a phone call or text message. The overarching theme here is simply taking care of the tenants when they need help. Some examples may be a tenant who can’t program their thermostat, they have a question about the dishwasher, or they need help finding the GFCI. These tenant requests don’t require a repair but rather the brain and help of someone who knows the property well.

Preventative / Routine Maintenance

Most of our customers will implement a property plan (which is our way of describing a preventative maintenance plan). This is included in our service and is a very effective way to ensure your property stays in good shape.

Preventative maintenance plans can be customized to the property and the owner/manager’s needs. That said, we start with a baseline plan that includes the following:

• Change the Furnace Filters

• Change the Smoke and CO2 Detector Batteries

• Test all Appliances

• Clean out Dryer Vents

• Check/Clear Drains

• Check/Clean the Gutters

• Switch GFCIs

• Check the Roof and Siding

• Inspect the Crawl Space

• Emergency Coverage

One of the more difficult situations to manage as a landlord is emergency maintenance. A burst pipe overnight, a gas leak, the furnace going out in the middle of winter - many scenarios require immediate attention and action. We have processes in place for various emergencies and that those situations very seriously. Not only will your property specialist be able to help but we also have a support team to assist tenants and make sure the correct course of action is taken.

The goal for all emergencies is to mitigate damage and get the property back to a safe living environment as soon as possible.

Turnovers

Here at RentalRiff, we do a lot of turnovers. These can range from some touch-up painting to much larger projects. If a customer is interested in having RentalRiff conduct a turnover, we can go over to the property and assess what work needs to be done. We’ll then align on a plan with the property owner and get to work!

Showings

Another important element of being a landlord is tenant placement. While we don’t help property owners find tenants here at RentalRiff (tenant placement resources are in the “Helpful Tech” section above), we can help with showings. While your property specialist won’t sell the granite countertops or how great the location is, they can head over to the property and be a friendly face associated with the property (having a property specialist is also a selling point, in and of itself).

Record Keeping

We keep records of all tenant requests, materials costs, and work completed at the property. Our customers can request this information at any time - we also have customers who like to receive a real-time summary of all work completed sent via email. Either way, the information necessary to stay organized and maintain accurate records is available to our customers.

The Cost & Time Comparison Chart

Let's take a closer look at the costs of using RentalRiff versus hiring a property manager. For this comparison, we'll assume a single-family home that rents for $3,000 per month and requires eight maintenance requests over 12 months.

Property Management vs. RentalRiff

DIY vs. RentalRiff

In terms of time commitment, RentalRiff and traditional property management services are quite similar. However, when you combine RentalRiff with a solution like RentSavvy, nearly every aspect of managing a rental is covered at a fraction of the cost.

Moreover, when you work with a RentalRiff property specialist, you're partnering with a maintenance expert with years of hands-on experience.

As you can see, choosing the right maintenance solution involves a careful assessment of your needs, priorities, and resources. Whether you opt for DIY, a property management company, or a service like RentalRiff, the most important thing is to choose a solution that aligns with your goals and provides the best value for your investment.

A Personal Note from Phil, CEO and Founder of RentalRiff

Dear Property Owner,

I wanted to personally thank you and share a little bit about myself and the vision behind RentalRiff. My name is Phil Schaller, and I am the founder and CEO of RentalRiff. As a fellow rental property owner, I understand the unique challenges and responsibilities that come with managing rental properties, and I am truly passionate about making this journey easier and more rewarding for owners like you.

The inspiration for RentalRiff stems from my own experiences as a landlord. I've encountered the frustrations and time-consuming nature of property maintenance firsthand. I realized that many owners, just like me, prefer the hands-on approach of DIY maintenance but often struggle to find the time and resources to handle everything efficiently. That's why I set out to create a solution that would alleviate these challenges and provide a stress-free alternative to traditional property management companies.

My ultimate goal is to empower property owners like yourself to confidently manage your rental properties, knowing that you have a reliable partner in RentalRiff. I believe in the value of personalized service and building strong relationships with our clients. Our dedicated on-call maintenance service is designed to cater to your specific needs, ensuring that you have the support and expertise you require, precisely when you need it.

At RentalRiff, we strive to foster a sense of trust, transparency, and affordability. We want you to feel comfortable and confident in our services, knowing that we have your best interests at heart. Our team is committed to delivering exceptional customer service and providing you with the peace of mind you deserve as a property owner.

I would love the opportunity to meet you personally and learn more about your experiences and challenges in managing rental properties. Your journey and feedback are invaluable to us as we continue to refine and enhance our services to meet your needs effectively.

If you're interested in connecting or learning more about RentalRiff, please don't hesitate to reach out. You can contact me directly (phil@rentalriff.com) or on LinkedIn, and I would be more than happy to schedule a call or arrange a meeting at your convenience.

Thank you for considering RentalRiff as your partner in rental property maintenance. I genuinely look forward to the possibility of working together and supporting you on your property management journey.

Warm regards,
Phil Schaller
Founder and CEO, RentalRiff