Blog Post

What You Should Do Every Time a Tenant Calls

Dustin Edwards • Jan 29, 2022

A Tenant Call Should Always Be Logged

Tenant calls are a part of managing your rental property and are the foundation of a good tenant-landlord relationship. The calls could be from anything as simple as the tenant forgot their keys or as complex as a water pipe breaking. Because of the variety of calls you may get it’s always a good idea to have a checklist to follow every time you receive a call. 


The checklist you follow should have the following items:


  • Log the Phone Call
  • Identify the Need
  • Document the Action Item
  • Communicate with Vendors
  • Log the Follow Up
  • Communicate and Thank the Tenant


Logging the Phone Call

While logging phone calls from your tenant may seem strange at first, it is important to remember that many new renters may be coming from apartments where there is a building manager onsite, meaning they are used to having access to help regularly.


Whenever a tenant calls with regards to your rental property be sure to log the tenants name, address, date and reason for the call. The primary reason for this is to maintain a log of which tenant you will be communicating with and which rental property is being discussed, especially if you have multiple rentals.


Identify the Need from Your Tenant

Once you have logged the tenant's call, the next step is to identify what is needed. There are several levels of needs that your tenant may have and depending on the situation it could be something that’s immediate but not severe, or it could be something that could hold off until a little later on.


For example, if your tenant calls because they forgot their keys then their need is immediate and must be addressed promptly. A simple enough task but if it is not addressed quickly it could become an inconvenience. On the other hand, if your tenant calls because an outlet doesn’t work, then you need to hire a third party vendor to address it in the near future.


Document the Action Item

After identifying the tenant's needs, be sure to document the action(s) required. Take notes on any information that may seem relevant for future needs such as the date and time, a brief description of the action and if it's required to contact a vendor in case of repairs.


Communicate with Vendors

If the call from the tenant was for a repair, it is important to communicate with your vendor(s) in a timely manner. Keep in mind both the vendor as well as yourself want to get to work as quickly as possible. Be clear and responsive to the vendor, let them know the purpose of your call and any other relevant information previously logged from your tenant’s call.


Finally respond to any questions the vendor may have about the situation and schedule a date for the repair to take place that aligns with the availability of your tenant.


Log The Follow Up

Keeping records of work done to your Long Beach rental property is helpful to have a complete maintenance history. Log the follow up date as well as the event that took place with the tenant. 


We recommend communicating with your tenant via email or on our portal to easily keep track of dates and times. This would also provide your tenant with security and peace of mind knowing the issue is being logged in case of future need.


Thanking Your Tenant

Showing appreciation to your tenant is a fantastic way to make them feel comfortable if any future problems arise with your rental. Remember that keeping your property well maintained is a great way to retain long term tenants and that it is in both you and your tenant’s best interest to make sure problems are dealt with in a swift manner as this can lower the overall cost of maintenance in the long term.


Keeping this checklist as a guideline for when tenants call is one of many ways new landlords can stay organized. If you have any further questions on what to do when tenants call, please call us today at (562) 888-0247 or fill out our
free rental analysis to see what your rental could yield today.


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By Dustin Edwards 01 May, 2024
Everyone wants to feel safe in their homes. As an investment property owner, it's up to you to decide whether or not to include security measures in your property. Many of the costs associated with the security measures can be included in the rent, meaning not only can you keep your property safe, but you can earn more income in the long run. However, you would still want your tenants to have renters insurance to protect their assets. Today, we’ll discuss the top five security measures you can add to your property and why they're beneficial to you and your tenant. Security Cameras Cameras are probably one of the first security measures people think about when asked about security. Cameras provide more benefits than just surveillance. They provide an extra level of security for the safety of the tenants and their belongings. Additionally, security cameras can be useful when repairs are required. Cameras can aid in supervising repairs and maintenance to ensure you’re receiving the agreed-upon work. During vacancies when the property is empty, security cameras can help keep the property safe from potential intruders. Doorbell cameras are incredibly popular now. They provide the aforementioned safety of a camera that can be accessed remotely, as well as the ability to communicate with visitors. Although one must be careful never to say you're not home, just say you're unavailable to strangers. Security Lights Security lights with motion detectors are another effective tool when adding security measures to your property. These lights brightly if a potential intruder attempts to get near your home. They can provide enough illumination to see the intruder or, at the very least, scare them off. Nowadays, you can find a combination of security cameras and motion-activated security lights, such as the floodlight cam wired plus from Ring . Additionally, because these lights only turn on when motion is detected, they’re more cost-effective than traditional lights with a switch. Illuminate the Property Light generally deters intruders as it's more difficult to hide. Adding lighting to the landscaping can increase the security of the property while creating a relaxing atmosphere. Lights can also be used in other areas of the property to accent features such as trees, benches, or artwork. This can help your property stand out while giving your tenants an additional feeling of safety. Keyless Entry Keyless entry is seen as both a convenience feature and a security feature. They usually use an electronic passcode, biometric data, or grant access through a smartphone app. Physical keys can be lost, stolen, or duplicated. You reduce the risk of unauthorized entry by eliminating the need for a physical key to enter the property. Many keyless entry systems include several features, such as remote locking and monitoring. Although keyless entry is a great new technology for keeping your tenants and properties safe, they’re best used with other security systems. Security Company Nothing beats having an extra pair of eyes on your property for security. This is where security companies like ADT and SimpliSafe come in. While companies may deal with security in varying ways, they aim to protect your investment. While safety is the primary role of a security company, remember that many tenants may be willing to pay more for a premium amenity like a home security company. Keeping your property and tenants safe is incredibly important to the longevity of an investment property. If you’re looking to improve the security of your Long Beach rental property or need help managing your beach city rental property, we invite you to call us today at (562) 888-0247 or fill out our Owner Application online .
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