Surprisingly, the industry standard for resident turnover is more than 50%, which is a lot. The main cause for this quick move out rate is a conflict between tenant and property management or property owner. These conflicts mainly arise because of the gap between expectations of the tenant and the services available, and state of the property.
A mismatch of expectations could be for anything, ranging from the level of cleanliness or the repairs necessary for the unit. For this reason, the ideal solution would be keeping everybody on the same page. Here are a few tips that could help reduce conflicts and quick tenant move outs.
Checklists are indispensable for a property manager, especially during the move in move out process. Various ready-made checklists forms are available for mobile devices, or property management can design customized ones that suit specific needs.
The supervisor or property manager must walk the tenant through the unit to make sure all expectations are met. Discuss issues that will be billed to the resident in the final statement. It is best to have a frank dialogue with the tenant about the way certain issues will be resolved, and do not keep any secrets during move in and move outs. This is not the time for double talk or ambiguity.
Discuss the Move out Process First
It is a remarkable practice for property management to discuss the move out process, during the time the tenant is moving in. Staff should reveal the prorate policy to the tenant, and the amount he is expected to pay for carpet cleaning, painting, and so on. The tenant should also be informed that these are the existing rates and they are likely to change, depending on the tenant's length of stay on the property. This bit of information is often overlooked, and is the cause of many abrupt conflicts.
Transparency is Vital for Building a Fantastic Reputation
Most tenants want to write a bad online review about the property when they are moving out, as this is the time that they are most likely to be upset. This is mainly because they have experienced situations and costs that they did not expect. Therefore, being transparent about everything that matters is pivotal if you are planning to build a sterling reputation.
Secondly, it is best to ask for the feedback from the resident whenever a task is completed such as move-ins, maintenance tasks, rent payments, and most importantly during move-outs, which will give property management an opportunity to smooth out any ruffled feathers. Encouraging feedback from tenants throughout their stay is essential. This is not only to build a respectable reputation, but also more importantly to know what the tenant feels about different issues and possibly correcting so this scenario does not repeat itself.
Document Everything with Photos or Video
Conflicts mainly arise when there is no evidence to support claims about damages made by property management. Photos or video provide irrefutable proof, and there can be no arguments once the damage or expected repair is reported and shown this way. Now there are apps available that enable you to take photos and generate a report rather easily.