Tenant problems arise in a wide variety of forms, from hoarding and unauthorised roommates to traffic flow and late (or no) rent payments to illegal activities. If you're a landlord or property manager, you'll inevitably have to deal with a difficult tenant, no matter how thorough your screening procedure or how strict your restrictions are.

Keep your cool in the face of any challenge; be clear and prompt in your communication; and do what needs to be done, no matter how unpleasant, to keep the rental a safe and profitable place to live. Every landlord or property manager needs to know how to deal with standard tenant issues and lease infractions. Dealing with problematic tenants requires a methodical and well-documented approach. The best course of action for dealing with troublesome renters should be determined after consulting with a lawyer, as the applicable regulations may vary from state to state.

Okay, so you have a troublesome tenant…

Maybe they were late on the rent (for the third time). Or maybe you saw suspicious people walking around at ungodly hours. Perhaps your phone has started to blow up with people complaining about the stench or the noise. If you have any reason to believe that one of your tenants is causing trouble, it's important to put your emotions aside and take swift action to resolve the matter. When properly managed, tenants' complaints are addressed and, if necessary, they are asked to vacate the premises. Before attempting to resolve an issue with your renter, there are a few things to bear in mind.

Be Conversant With The Law.

To varying degrees, each state has its own set of regulations. Take the time to familiarise yourself with the fundamentals of specific notifications and eviction procedures, as well as your rights and obligations as a landlord and a tenant. Get in touch with a legal advisor for help with drafting company policies and procedures.

Follow All Established Norms And Protocols.

By signing a lease, tenants accept and agree to all of the terms and conditions set forth by the landlord. Specify these in the lease and give the tenant a copy, either in print or digital form. In addition, before your tenant signs the lease, be sure to go over all of the terms with them.

Tenants' rights and responsibilities, as well as the rent's due date, acceptable methods of payment, and security deposit requirements, should all be spelt out in full in the lease agreement. Guidelines for additional residents, guests, pets, smoking, property maintenance, and normal wear and tear are also recommended, as are rules regarding noise if necessary, resident-to-resident conflict resolution (if renting a duplex or larger property), and tenant responsibilities and landlord responsibilities.

Keep Track Of Everything.

You can't understate the significance of this. When dealing with a tenant complaint or concern, it's important to document your policies and procedures, including expected response times, methods of communication, warnings, notices (when, how, and where they're served), and when the issue will be escalated. In a larger sense, you might also wish to produce incident reports and hold incident review sessions with your renters or employees.

All interactions with your tenants, good and unpleasant, should be recorded. Take down names and numbers, keep copies of emails and texts, and keep track of any communications about overdue rent payments, notices, warnings, complaints, maintenance requests, requests to enter, and what transpires once you get access to the unit.

Know Your Stuff.

Make sure you are well-versed in your policies and procedures, as well as the many forms of eviction and warning letters. It's easy to get worked up along with your tenant when they're feeling emotional. Even if your tenant is unprofessional, you must remain so.

A polite discussion with your tenant may put an end to the problem. Consider scheduling a face-to-face meeting with them when a non-legal matter occurs. Then use your best judgement, since some matters may be better handled by the authorities. Avoid vague or general language and instead explain the problem and the repercussions of not following the laws and policies. If you are responsible for the management of multiple apartments, you might benefit from taking a course on how to effectively resolve tenant disputes. Having even a cursory familiarity with these methods and approaches can help you find a way to appease a difficult tenant.

Remember This Has Nothing To Do With You As An Individual.

If you're a landlord, you'll hear some incredible tales from your renters. Show compassion, but don't waver when it comes to upholding your policies. They are guarding your rental business and you. To add, you should only talk to those who are listed on the lease when issues arise. While it's understandable that the tenant's loved ones would like to get involved, it's best to keep them out of the loop.

Be Respectful Of Your Tenant As You Would Like To Be Respected By Them.

Tenants may have difficulty approaching you with issues like late rent payments or hoarding, which are both major policy violations. Issues should be handled with discretion even if they don't officially qualify as confidential. Be wary of how much information you share with your neighbours. Likewise, if you've arranged a time to see the facility, keep it and arrive on time.

Finally, Prioritize Safety.

When someone's safety seems to be in jeopardy, it's time to alert the authorities. Professionalism in dealing with tenants is important, but safety must always come first. If you suspect your tenant is engaging in illegal activity, you should report this to the police so that they can investigate and protect the premises. After it is taken care of, you can move forward with the eviction process, which is unrelated to any criminal proceedings.