I'm frustrated by costly unreported problems, like a recent mold discovery from a long-term leak and a clogged tub that went ignored. It feels like I'm dealing with the opposite of landlord neglect. I've considered incentives, but don't want constant trivial complaints. How can I encourage tenants to report issues quickly without getting swamped, though?

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I think good communication upfront could be the incentive you need. You could also write into the contracts some kind of penalty for unaddressed issues? It's on tenants to let us know what's going on in their units!!

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most tenants treasure their privacy and resist having landlords, their managers or tradespeople in their homes. It would be ideal if they feel more comfortable reporting issues, perhaps a phone call or email from time to time asking if everything is okay would identify more needed repairs. Each home should be inspected at least annually by the landlord and/or their representative. Proper notice given to the tenant of course.

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My guess would be they are concerned that they will somehow be made responsible for the costs. I would be providing a list of normal wear and tear maintenance issues that are 100% the responsibility of the building so they are more comfortable bringing them to your attention.

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What’s helped me is reminding tenants during move-in and check-ins that small issues can turn into big, expensive problems.

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Draft a form in your lease package that communicates their responsibility to keep you informed of necessary repairs. Stipulate that if upon vacating, there are repairs/replacement/maintenance that is required in which the tenant never made you aware- they could be financially responsible for leaving it in that condition with no warning prior to vacating. We have this form, I point it out and explain it to tenants, I mention how great our maintenance team is and that we get things done very quickly so there is no need to procrastinate on part of the tenant.

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one--you don't call them "tenants"--you will get swamped, but that's your job. Send out a notice

Help me learn. What do you call them if not "Tenants"?

I agree with putting a clause in the lease stating any unreported issues could result in tenant liability for repairs. Having worked in historic buildings, we conduct annual inspections for this very reason.

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