Each year, 1.6 million people receive eviction notices for late rent payments. But for a property manager, late rent is just the tip of the iceberg. Issues like noise, maintenance, and lease renewals can quickly get out of hand without rules.

In this article, we share the 15 best property owner/manager rules for residents in 2024. Establishing these house rules will give you a better handle on your rental properties. But first, let’s see why you actually need to have a rulebook for your rentals. 

Why Is It Important to Have Rules for Your Residents?

Rules preserve the rental property and the relationship quality between a property manager and a resident. They are not meant to punish anyone, but rather to keep things in order. However, rental rules must not be too fussy to the point that they make life hard for residents. 

The main reasons for setting rules include:

• Protecting the rental property from undue damage.
• Establishing what you expect from residents.
• Creating a safe environment.
• Establishing a basis for legal action.

How to Enforce Rules for Residents

Property managers should be flexible, professional, and clear when enforcing residential rules. They should also uphold the fair housing act and remember that rules are not ultimatums, but merely directions for residents to follow. 

Here are some things to consider when enforcing rules for residents:

1. Outline Rules in Rental Agreement

The rental agreement outlines the rules and regulations that residents must follow. By signing the lease or rental agreement, residents acknowledge that they understand and agree to abide by the rules.

A good rental agreement discusses the consequences of violating these rules, including warnings, fines, or evictions. It also includes the obligations of the property owner/manager.

Rental agreements must be written. If property managers communicated it only by mouth, there would be a lot of ambiguity. This would create a lot of he said, she said situations and there would not be a neutral reference point to clear any misunderstandings. 

2. Regular Inspections

It’s not enough to have rules. Property managers must conduct inspections to know if residents are following the rules. And to avoid lawsuits, always ensure that you conduct inspections the legal way.

Communicate the inspection date, time, and purpose to the resident at least 48 hours before the day of inspection and only enter the premises during reasonable hours. In addition, create a checklist for what you want to inspect. 

Are you checking for occupancy limits, unauthorized pets, house modifications, or subleasing? Document any observations or findings, and any actions taken as a result of the inspection.

If you want to save time and hassle while improving accuracy, invest in a tool like RentCheck. This handy app allows residents to carry out their own rental property inspections through the platform. 

3. Written Reminders

Residents occasionally break rules, but this shouldn’t upend your relationship with them. A written reminder notifies residents that they are not doing something right, making them more aware of their actions. 

Written reminders are effective for dealing with first-time violations or actions that don't pose a serious threat to property or safety. For example, if a resident parks in the wrong spot, a written reminder can serve as a gentle nudge to remind them of their responsibilities.

In addition, written reminders create a paper trail of communication between the property manager and the resident regarding a rule violation. This documentation can be crucial if further action, such as eviction proceedings, becomes necessary.

4. Penalties

Inflicting penalties is tough, but it’s part of a property manager’s job. If a resident repeatedly violates the terms of the lease agreement despite previous reminders, imposing penalties may be the best way to stop future violations.

Serious lease violations like property damage or illegal activities on the premises usually call for immediate penalties. 

15 Best Landlord Rules for Tenants in 2024

Here are 15 effective rules to write up for residents to follow:

1. Pet Policy

It’s up to the property owner/manager to decide whether your residents are allowed pets in the rentals. But before you make that decision, remember that more than 72% of renters have a pet, and excluding them can limit your number of tenants.

A pet policy states the rules and regulations around pet ownership in a rental unit. Some of the considerations in a pet policy include:

• Allowed Pets: This includes the types of pets a resident can have on the rental property, such as dogs, cats, small caged animals, fish, or birds. Some properties may have restrictions on certain breeds or sizes of dogs.

• Number of Pets: This is the limit on the number of pets allowed per rental unit or per tenant to avoid overcrowding.

• Registration: Some properties require residents to register their pets with the property manager and provide documentation such as vaccination records or proof of pet insurance.

• Pet Fees: A pet fee covers any potential damages caused by the pet.

• Pet Rent: In addition to a pet fee, some property managers may charge a monthly pet rent to cover the cost of additional wear and tear on the rental property.

2. Property Maintenance and Repairs

Occupants should report maintenance issues while managers must oversee repairs through routine inspections. 

Regular inspections play a central role in property maintenance because they unearth issues that need fixing before they worsen. When you maintain your rental property well, you give it a higher resale value and rent price. It also attracts and retains more residents because of its good living conditions.

Using RentCheck will ensure that you stay on top of your rental property maintenance tasks. The app lets residents report their inspection findings directly to a property manager, keeping property owners in the loop and making sure any repairs are completed promptly.

3. Timely Rent Payment

Residents must pay rent on time to allow property owners to recoup their property investment and earn a profit. Late rent payments can disrupt the property owner's cash flow, especially if they rely on the rental income to cover expenses like mortgage payments, property taxes, and utilities.

It’s nearly impossible for every resident to pay rent on time. However, you can encourage timely rent payments through clear rental agreements outlining payment terms. You should also send regular reminders for upcoming payments and charge late fees or penalties for overdue rent.

4. Noise Regulation

Every resident has a right to quiet enjoyment of their rental unit. Unfortunately, loud music, noisy parties, barking dogs, and yelling can disrupt a peaceful environment.

To avoid noise complaints, designate quiet hours during which residents are expected to keep noise levels to a minimum. Quiet hours typically occur during the evening and early morning hours, such as after 10 p.m. or before 7 a.m. on weekdays, and can be extended on weekends.

5. Lease Renewal

Residents can feel stressed out about a lease renewal if you rush them into it. They may also be reluctant to renew if they're dissatisfied with the rental property or don’t see a reasonable justification for a rent increase. 

But if you maintain open communication when renewing a resident’s lease, you can reduce misunderstandings and disputes. Offer the resident the terms of renewal about three months before the expiration of the current lease. Send them reminders a couple of times before the deadline and provide instructions on how to proceed with renewal or termination. 

6. Parking Regulations

Parking is one of those issues that can turn into a nightmare if ignored. Overcrowding, unauthorized vehicles, and blocked access in the parking area can lead to regular complaints.

Property managers should install clear parking signs, issue parking permits, and tow unauthorized vehicles. They should also designate special parking spaces for people with disabilities.

7. Security Deposit Deductions

It’s common for residents and property managers to argue over deductions and the time it takes to recover a security deposit. But this shouldn’t be the case.

Property managers should clearly outline how deductions will be calculated around damages, cleaning fees, or unpaid rent in the lease agreement. They must conduct thorough move-in and move-out inspections and send a list of deducted items to the resident. 

8. Lease Violation Consequences

Attaching consequences to the rules helps the residents understand the seriousness of lease violations. Property managers should outline the penalties associated with each infraction in the lease agreement. They must communicate expectations clearly to residents and promptly address any violations through written warnings.

9. Subletting

Some property managers are okay with subletting while others are not. Subletting gives the resident the responsibility of managing the occupant of the rental, which can be good or bad.

On one hand, subletting keeps occupancy rates high. The property owner will consistently receive rent even when the primary resident relocates temporarily for work, travel, or personal reasons. However, when a resident sublets their unit, the property manager may lose control over the tenant screening process. 

You should clearly communicate your stand on subletting in the lease agreement. If you permit it, you may establish a screening process similar to that of your regular residents for the people they host. This may include background checks, credit checks, and rental history verification to ensure that subtenants are qualified and responsible.

10. Illegal Activity

Unlawful possession of a weapon, illegal drug activity, and unauthorized business transactions are some of the things that can damage the safety and quality of life of your residents.

Property managers must be straightforward about rules on illegal activities on their premises. They should outline prohibited activities in lease agreements and inform residents that they will take appropriate action if they suspect illegal behavior on the premises.

11. Number of Residents Allowed

Residential units should have an occupancy limit, no matter how big they are. Having too many people occupying a unit can put a strain on utilities, leading to water shortages, inadequate parking space, and areas to dump garbage.

Clearly spell out the maximum number of people that can live in a particular rental unit within your lease agreement. Make sure that your occupancy limit is in line with state laws to avoid legal trouble. 

12. Making Changes to the Property

It’s understandable for residents to customize their living space. This can include painting walls a different color or installing new lamp fixtures to improve lighting. But how do you keep these changes from going overboard?

In the lease agreement, establish clear guidelines on how to handle house modifications. State which alterations are permitted, prohibited, and those that need approval. Provide a standardized form for modification requests, and evaluate each request based on how it affects the rental property and other tenants.

13. Renter's Insurance

Even though it’s not a legal requirement, renter’s insurance has several benefits. It offers financial protection if a resident gets injured. It also covers the costs of replacing or repairing property that is damaged or lost due to fire, water, or theft.

Naturally, this reduces the risk of lawsuits and charges for property owners. This is why you should look into making renter’s insurance a mandatory requirement for all residents.

14. Visitor Restrictions

You can’t ban visitors on your premises. However, you can implement visitor restrictions to control noise levels, trespassing, and criminal activities on the rental premises.

Set up security checkpoints and ask residents to register their guests. Establish limits on visitor hours and numbers to prevent late-night disturbances and overcrowding. As you do this, remember to communicate the reasons behind the restrictions to foster a positive attitude toward the measures. 

15. Safety and Security Measures

Keeping a rental property safe and secure is a big part of a property manager’s job. Set up fire alarm systems and install surveillance cameras and adequate lighting in common areas. Have fire escapes on your premises and educate residents on how to use them.

But it’s not enough to have these measures in place. Always conduct regular property inspections and address any maintenance requests to create a sense of security among residents.

Let RentCheck Handle Your Rental Property Inspections

Setting up essential house rules is half the equation. You also need to inspect the property and determine whether residents follow the rules. Inspection is easy if you have an automated tool like RentCheck.

With RentCheck, you don’t have to worry about a missed inspection. The app schedules inspections, sends reminders, and generates reports of the findings. And the best part is your residents can do the inspections themselves through the app, giving them control and inclusivity in your property management.  

Give RentCheck a free trial for 30 days today!

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