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The Role of Regular Check-Ins with Your Tenants

Being a landlord is a huge responsibility, both for the landlord and the tenant. As a landlord, you are responsible for providing tenants with the highest quality living space possible, as well as ensuring they remain safe and comfortable. One of the most important aspects of a successful rental relationship is regular check-ins with tenants. Doing so ensures that any issues or questions that arise are addressed quickly and effectively, and that both parties are aware of what’s expected of them.

Benefits of Regular Check-Ins

Regular check-ins with tenants have a variety of benefits. These include:

  • Building Relationship – By engaging in regular conversation, it is possible to build a good relationship with the tenant. This makes it easier to manage any issues that may arise during the rental period.
  • Safety – It is important for landlords to verify that their tenants are following the home safety measures outlined in the rental agreement, and regular check-ins provide a good opportunity to do this.
  • Maintenance – Keeping an eye on the property is important to ensure that any necessary repairs or maintenance is completed promptly, as well as to identify any potential issues that may require attention.
  • Preventing Disputes – Regular communication can help to prevent disputes from arising between the landlord and the tenant.
  • Eviction Prevention – Regular communication may identify issues early which may become eviction triggers if they are left unchanged.
  • Awareness – Regular check-ins can help to ensure that the tenant is clear on rules and expectations.

How to Conduct Regular Check-Ins

There are a few different ways to conduct regular check-ins with tenants. These include:

  • Face-to-Face Meetings – These can be used to discuss any issues or concerns, and take an inventory of the property.
  • Phone Calls and Text Messages – These can be used if a quick response is needed. However, this should be used in addition to face-to-face meetings, as it can be difficult to get an accurate assessment of a problem with a brief conversation.
  • Property Inspections – Periodic inspections can help to ensure that the property is well maintained and that any necessary repairs are made.
  • Rental Reviews – These are the perfect means to gauge the tenant’s level of satisfaction and ask any questions that may have come up during the rental period.

When to Conduct Check-Ins

It is important for landlords to establish a schedule for check-ins. This should be discussed with the tenant during the lease signing process, and should be the same for all tenants. Regular check-ins should be conducted at least once a month, or more often if needed. The frequency of check-ins should also be increased during times of high maintenance or repairs.

What to Include during Check-Ins

During a check-in, it is important for landlords to discuss any relevant issues, take inventory of the property, and ask any questions the tenant may have. It is also important for landlords to address any complaints the tenant may have and discuss any upcoming repairs or maintenance. Additionally, discussing the tenant’s rental obligations and expectations can help to prevent any future disputes.

Best Practices for Check-Ins

To ensure that check-ins are productive, landlords should keep a few tips in mind:

  1. Schedule check-ins in advance – Doing so allows tenants to prepare for the meeting, and allows for easy rescheduling if needed.
  2. Be Respectful – Remember that the tenant has rights as a tenant, and respect those rights at all times.
  3. Make Notes – Keeping a detailed record of each check-in is important for future reference or potential disputes.
  4. Keep Communication Open – Encourage open communication by asking questions and providing feedback to the tenant.
  5. Be Courteous – Listening to the tenant’s concerns and addressing any issues in a timely manner is essential.


Regular check-ins with tenants are essential for a successful rental relationship. They can help to prevent disputes, ensure safety and maintenance requirements are met, and build bridges between the landlord and tenant. Additionally, landlords should remember to keep open communication with tenants by asking questions, providing feedback, and addressing any issues that may come up. With regular check-ins, landlords and tenants can have a mutually beneficial and successful rental relationship.

Keywords: landlord, tenant, rental agreement, safety, communications, maintenance, disputes, evictions, expectations.

What kind of information should be discussed during regular check-ins with tenants?

1. Payment of rent and any other fees

2. General satisfaction with the rental unit

3. Maintenance and repair needs

4. Explanations of any changes in rental terms or rules

5. Updates on the tenant’s compliance with rental guidelines

6. Plans for future home improvements

7. Housekeeping or cleanliness

8. Safety and security measurements

9. Opportunities to renew the tenancy

10. Discussions about any current noise or other neighbor complaints.

“What should be included in tenant check-in forms?”

1. Full name, address, phone number and email address of tenant.

2. A description of the dwelling, including date of occupancy, rent payment schedule, and length of lease.

3. A photograph or inventory of items included in the rental unit.

4. The signature of both the tenant and landlord, confirming that the tenant has received a copy of the lease.

5. Security deposit amount and payment terms.

6. A record of any current damages to the property and of any common areas that have been repaired or otherwise maintained.

7. Tenant’s acknowledgement of the receipt of the renter’s obligations and rights.

8. A notice of the landlord’s rights of entry.

9. A utility list, including all applicable service providers, account numbers, and contact information.

10. Contact information for landlord and/or property management company.

11. Emergency contact information.

12. Parking configuration and restrictions.

13. Any additional rules or regulations of the rental property.

What information should be obtained from a tenant during check-in?

1. Full name and contact information, including email address.

2. Proof of rental payments.

3. Proof of identity, such as a driver’s license, state ID, or passport.

4. Copy of the lease agreement.

5. Documents for any additional occupants listed in the lease agreement, including their contact, identity, and other relevant information.

6. Security deposit amount and payment information.

7. List of any existing damage to the property.

8. Details of the lease, including its length, renewal terms, and rules and regulations.

9. Specifics of the tenancy, such as any relevant restrictions on guest visits, pets, and smoking.

10. Any necessary access or keys that the tenant needs to enter the property.

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