Home » Renting Tips: How to Keep the Landlord Happy (and Get Back Your Deposit!)

This past week my wife and I changed our housing status. For the past three years we have been home renters rather than home owners, due in large part to the economic upheavals since 9/11. We've rented three homes and have been blessed with great landlords in each case. With the processes completed for applying for (and receiving approval on) an FHA loan, picking our ender home (we don't plan on moving out anytime in either the near or distant future), watching it being built, and moving, I thought it would be a good time to share some of the lessons weve learned over the years. Whether youre a long-time renter or just about to sign on the dotted line for the first time, here are some things you should know to make your rental experience less painful and more profitable.

It's Not Your House...
 

First and foremost, of course, is the fact that you dont own the property in which you live. Whether it's an apartment, a house, or something else, you are paying to live in someone elses domicile. There are some definite pluses in not being the property owner. In most cases, you dont have to pay for structural repairs to the house (unless you caused the damage). When something goes wrong with the water heater or the air conditioner, or a sinkhole unaccountably appears in the middle of the back yard, you place a call to the landlord and your portion of the responsibility ends. You dont have to worry about receiving bills for property taxes or homeowners association charges or insurance premiums, because youre not the homeowner. (Youre not off the hook when it comes to paying for those charges, though generally theyre included as a part of your rent.) Basically you get all the privileges without all the responsibilities.

...But it is Your Home

 

However, while it's not your house, you will be living there. You can't expect a landlord to have everything in the home in pristine condition, but you do want to make sure youre living somewhere thats safe and sturdy and not going to house hidden problems like pests and disease. You want to be certain that when you call in problems, the landlord will be able and willing to take care of them in a timely manner. You'll be putting down a damage deposit, possibly a pet deposit, and at least one months rent up front Im guessing youll want those deposits back when its time to move out. And speaking of moving out, you want to be sure that you wont get hit with the unexpected phone call from the landlord, informing you that hes received an incredible offer on the house and needs you out by the end of the week.

So, what can you do to make the entire process as pain-free as possible, both for you and your landlord? Here are my suggestions.

Move In...

 

Before you sign the lease and bring your stuff in, you need to make sure you know exactly what youre getting into. You can protect yourself and your landlord at the same time.

Establish a good rapport with your landlord. From the first meeting before moving in to the final meeting before moving out, make sure you stay in touch with your landlord. Let her know that you plan on treating this house as if it were your own. Emphasize that youre interested in doing your share to keep the property maintained. Maintaining an ongoing dialogue with your landlord shows her that youre not one of those tenants who calls only when theres something wrong.

Take photographs before moving in. If there are areas of the house that are damaged and need repair, or that you dont want to be held liable for when you move out, take pictures. Digital cameras are great, but be sure to print the pictures (don't leave them in the cameras memory or only on your computer). Label each picture with the location in the house and the type of damage. Give a copy to your landlord and keep a copy for yourself. Each of you will know the exact condition of the house when you moved in, and youre both protected when it comes time for you to move out.

Make a list. If there are things in the home that need to be repaired before you can move in, put them down on paper and show the list to the landlord before signing any paperwork (include photographs if you need to). Some people have the idea that landlords are nothing more than slumlords, trying to get rich off the backs of their renters. I'm sure there are some out there like that, but in most cases, repairs havent been effected because the landlord isn't aware the repairs are needed.

Get the utilities in your name. The landlord may offer to leave the utilities in her name to save you shelling out for deposits. Thank her kindly but politely decline. Getting utilities in your own name gives you a sort of credit with the utility company and establishes a payment history with them. The next time you move, you'll be able to continue utility service without having to cough up those deposits.

Get everything in writing. That verbal agreement you made with the landlord to landscape her back yard for a reduction in rent this coming summer? If it's not on paper, you never agreed to it, and neither did the landlord at least, thats what the lawyers will argue. Whether you are signing a long-term lease or renting month-to-month, there should be paperwork that stipulates things like how much the rent is, when its due, and how its to be paid. There should also be clear instructions on the process involved in reporting problems with the house and how long you can expect to wait until a repair is completed. Finally, the paperwork should identify the process necessary for either side to terminate the agreement.

...Live Appropriately...

 

Now that you have a place to live, its time to live! Enjoy your new digs, but remember that you're essentially the caretaker for somebody elses property. The better you take care of it, the easier it will be to get the things you need from your landlord when you need them.

Maintain the house. While the landlord is responsible for the big repairs, you are responsible for the day-to-day maintenance on the home. Keep the place clean. Mow and water the lawn. Replace burned-out light bulbs and used air filters. Pick up your dogs messes in the yard; clean up any accidents in the house. If you break something, fix it. Doing this daily maintenance will show the landlord you have a sense of responsibility to his property. That will earn you brownie points when its time to move out.

Be up front with changes in your status. Life throws each of us some curves; make sure you keep your landlord informed of any changes in your employment or salary that could have a detrimental effect on your ability to pay your rent. Most landlords are willing to work with tenants through things like layoffs, salary cuts, job changes, and the like. This is especially crucial if you need to terminate your rental agreement early due to unemployment or a job change that requires relocation.

Make a few upgrades. When the air conditioner goes out, absolutely call the landlord. Ditto for the water heater that starts flooding the basement. But that bush on the side of the house thats grown so much it blocks your access to the back yard? Try taking care of that one yourself and maybe put in a few patio stones to make the walkway a little nicer. Dont like the color of your bedroom walls? Let your landlord know you'd like to change the paint color and are willing to purchase the paint and do it yourself (let him approve the color choice, of course). Inexpensive upgrades like this improve the value of the landlords house and can add to those brownie points youve earned by doing your ongoing maintenance. It doesnt hurt to document the upgrades youve made, and keep the receipts for any expenses youve incurred, just as a record of your investment in the landlord's property.

...and Move Out.

 

Regardless of who ends the agreement, it's best to be on good terms with your landlord. You might need her good reference to get into the next place where you plan on living!

Give the required amount of notice. If your lease says you need to give a 30-day notice, give a 30-day notice. Notify the landlord of the date you expect to be completely out of the house, and include allowances for cleaning after your belongings have been moved out. If you have to extend beyond that, be willing to pay a daily rental amount for each day you stay in the home it's only fair.

Accommodate. Some landlords may want to start showing the property to potential tenants before youve moved. Work with the landlord to allow her to do this so that the impact on your time is minimal. Maybe you can agree to be out of the home for several hours on Saturday mornings during your last month in the home so she can show it. If you agree to this arrangement, be sure everything is clean for the showing and that personal belongings are stored away safely.

Clean up after yourself. When you live somewhere for an extended period of time, its easy to ignore the effects of everyday life on a house. Carpets get dirty, walls get smudged, tile and linoleum get a bit crusty in the corners. Too many people are willing to let their deposits go so they dont have to put in the time and effort to clean up, or as retaliation against a landlord they felt was not good to them. Bad move! It sends the signal to your landlord that youre a deadbeat who doesnt care about others property. That could hurt you, especially if you plan on using the landlord as a reference to get into your next residence (and unless youre made of money, youll need those deposits for your next place as well)! Youll pay either way, so why not put in the elbow grease and work on getting your deposits back?

Take photographs again. Try to do this after youve moved out and cleaned up. Photograph the same items you did when you moved in. The purpose is to show that the items in question have either been improved (repair, paint, cleaning) or were not repaired by the landlord while you lived there. Again, print out the pictures, label them, reference the same pictures taken when you moved in, and give a copy to your landlord. A picture says a thousand words and could save you hundreds in repairs that are not your responsibility.

Cut off the utilities. Make sure you stop utilities at the old location as of the end of your last day in the home. It's the landlord's job to reinstate the utilities in her own name, not yours. Don't pay extra for services you wont be able to use.

Always be professional. If there are conflicts during the move out, its usually over how much of the deposits will be returned to the tenant and when they will be reimbursed. If you and your landlord disagree over how much you should be getting back, stay calm and try to work out a satisfactory arrangement. If you can't, don't take it out on her property. Contact a lawyer and let the courts work it out. Of course, if youve taken your pictures and kept your documentation, this worst-case scenario can usually be avoided.

Not all renters are bad; neither are all landlords. Following the above steps helps take the emotion out of a potential volatile situation and allows for both sides to benefit and be protected.