Landlords in the industry know that property management is not a standard 9 to 5 job. Maintenance is a task that requires a significant amount of time and coordination. But, how do landlords handle rental property emergency maintenance after hours? No one wants to get that call; however, it is essential to quickly and efficiently address these issues. Continue reading as we look at what constitutes an emergency, how to handle after-hours calls, and what you can do to avoid potential issues. Show
What Is Considered Rental Property Emergency Maintenance?Part of knowing what to do when maintenance issues arise is understanding what constitutes an emergency. Some things that may create discomfort or inconvenience are not considered emergencies. Especially when a problem occurs after-hours, many maintenance concerns can wait until the morning. Ultimately, tenants and landlords must use their best judgment. However, to get you started, check out the list below. What is an Emergency?A good rule of thumb is to remember that any maintenance issue that could potentially cause injury, serious property damage, or a threat to health and safety is considered an emergency. Some examples of these maintenance concerns include:
What is Not Considered a Maintenance Emergency?When an issue does not pose an immediate threat to health, safety, or property, it is not an emergency. That said, these items below should still be reported as a maintenance request during normal business hours. Here are some examples below:
Tips for Handling Rental Property Emergency MaintenanceHow a landlord handles requests from tenants is important. It ensures a healthy landlord-tenant relationship and the protection of your property. Follow along below as we examine some key factors to handling rental property emergency maintenance.
ReachabilityNot every after-hours emergency requires you to hop out of bed and rush over. That said, a landlord must be reachable in the event of an emergency. Ensure your tenants know the best way to reach you so you can answer any questions, provide critical instructions, or just be kept in the loop. Emergency ServicesIn addition to police, fire, and utility services the tenant can contact on their own, landlords need to have emergency services as well. Rental property emergency maintenance does not always happen during regular business hours. When a tenant calls for a burst and flooding pipe, for example, do you have a vendor to call 24/7? Gathering a shortlist of trusted vendors to rely on in an emergency is critical. Open CommunicationOnce an emergency is reported to proper authorities, landlords must remain in consistent communication with the tenants. Let’s say you provide the tenant with instructions and call an emergency plumber going back to a burst pipe scenario. Well, communication does not end there. Therefore, continue speaking with the tenant to let them know the vendor’s estimated arrival time and any additional instructions for protecting the property in the meantime. Landlord ResponsibilitiesNavigating repairs and emergencies involve many layers. So, landlords must differentiate between their immediate responsibility, what can wait, and what the tenant needs to handle. Emergency repairs threaten the tenants’ health or safety or can potentially cause extensive damage to the property. Therefore, landlords must address these repairs immediately. Repairs not deemed an emergency can follow the standard practice of providing notice of intent to enter the home and sending vendors during normal business hours. For example, when a pipe bursts, a landlord is responsible for making the necessary repairs to the property to prevent further damage and returning it to a habitable condition. However, if any personal property of the tenant was damaged, it is up to them to fix or replace this with their renter’s insurance. Answer the Vital QuestionsNo one can predict when an emergency will happen, which is why quick and decisive action is critical. For example, if there is a fire, once you are on the scene, try to get a handle on what is transpiring. Locate an emergency response professional in charge to determine what has happened and gauge the extent of the damage. Will the tenant require temporary housing? Who is liable for the event? Does the tenant’s insurance provide emergency assistance? The answers to these questions are vital to deciding the next steps. Regardless, remain in consistent and honest communication with your tenants. A Mindset of UnderstandingNo one wants to handle an emergency, not the landlord or the tenant. A tenant calling you in the middle of the night may be frustrated, scared, distraught, or any combination of emotions. While you may also be startled and upset at the potential damage to your property, always maintain a professional tone and handle the emergency as needed. If they disturb you with an event that does not constitute an emergency, calmly explain why and instruct them on further steps to submitting a maintenance request. Even when you provide rental property emergency maintenance guidelines to your tenants, some calls outside those guidelines are likely. Especially with individuals new to rental property, they may just be nervous and unsure of what needs immediate attention. Your reassurance as a landlord can go a long way. DocumentationWhen a maintenance request comes through the normal channels, there is a written record. However, emergencies take on a more frantic series of events, beginning most often with a verbal phone call. Therefore, to prevent disputes or confusion, landlords should still record the events under the tenant and property file. Make notes regarding the conversations had, repairs made, agreed-upon next steps, and necessary follow-up needed. It is a good idea to speak with the tenant after the repairs are made and follow up in writing, even if just an email. This keeps everyone on the same page and reassures the tenants that you are on top of handling things. Establishing Positive Emergency Maintenance Vendor RelationshipsAs we discussed above, emergency and regular maintenance vendor relationships are essential to any landlord’s success. This is your property, but also your investment and repairs are unavoidable. Therefore, having a trusted group of reliable contractors is invaluable to a rental property owner. In fact, for property owners, screening vendors is just as important as screening tenants. Look below for some tips on what to look for when interviewing potential vendors.
Proactively Preparing for After-Hours Rental Property Emergency Maintenance CallsAlthough it is impossible to anticipate an emergency, it is not impossible to prepare for one just in case. Therefore, as a landlord, creating an emergency maintenance protocol is key. Continue reading for our tips below. Tenant Welcome PacketA tenant welcome packet serves many purposes. Through the course of moving, tenants may not remember every detail you discuss at lease signing. Handing them a welcome packet containing all essential information is very helpful. Include an emergency contact sheet they can post to their refrigerator, or even better, have it in the home already. This should include vital contact information for you and essential services personnel. Check out this printable emergency maintenance form below: Answering ServicesLandlords with larger portfolios simply cannot be in multiple places at once. Therefore, an answering service might provide the coverage needed to handle multiple after-hours rental property emergency maintenance calls. Once established, the answering service receives calls, evaluates the situation, determines next steps, dispatches proper vendors, or advises tenants the issue will be addressed the following day. Setting up an answering service takes a lot of effort on the part of the owner. Ensure they are properly greeting tenants, following set guidelines for handling maintenance issues, and that they know which vendors to contact. However, once the initial setup is completed, an answering service relieves a lot of stress for landlords. Hire Property Management ProfessionalsSuccessful landlords know that the best step they can take to maximize their investment potential while addressing many tenant issues is to hire a property management firm. However, choosing the best company for your needs requires some due diligence. The most important tip to follow when choosing a professional is to ask a ton of questions. Any reputable company will understand and alleviate any fears you may have regarding handing over your property’s operations to a third party. So, with that in mind, check out these suggestions below. What to Look for in a Potential Property Manager
Pro Tip: Always meet in person! Nowadays, so much can be done digitally or through online means. However, this opens ample opportunity for fraud. For more tips on choosing a reputable property manager, check out our blog. ConclusionAre you looking for a qualified property management firm in your local area? Bay Property Management Group is the area’s leading firm in both experience and customer service. We take pride in maximizing profits for our clients while balancing the needs and comfort of tenants. It all starts with a comprehensive property onboarding process followed by targeting marketing and a thorough tenant screening. Our experienced property managers handle every aspect of day-to-day operations and offer a 24/7/365 approach to rental property emergency maintenance. Call us today to find out what our professional property management services can do for you. Can landlord enter property without notice Texas?Does the landlord have to give advance notice before entering my home? Generally, only if the lease requires it. While it is common for a landlord to give advance notice, notice is only required if the lease says so.
When can a landlord enter your apartment in California?24-hour notice required
The landlord must give you 24-hour advance written notice before entering. The notice should state a specific time of entry, which must be during normal business hours.
Can a landlord enter without permission in NY?Your landlord can enter your apartment at any time and without notice in an emergency, and at a reasonable time after providing appropriate notice if the entry is either: To provide necessary or agreed upon repairs or services, or. In accordance with the lease, or.
Can your landlord enter without permission in Ohio?Ohio Revised Code §5321.04(A)(8) states that a landlord must: Except in the case of emergency or if it is impracti- cable to do so, give the tenant reasonable notice of the landlord's intent to enter and enter only at reasonable times.
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