Property Management for Renters: The Ultimate Guide 2023

Renting a property can be a great way to enjoy the comforts of a home without the commitment of owning one. 

However, navigating the rental process can often be complicated and stressful, especially when it comes to property management. 

Property management involves the day-to-day operations of a rental property, including maintenance, rent collection, and communication with tenants. 

As a renter, understanding property management can help you stay organized, communicate effectively with your landlord, and ensure that your needs are being met. 

In this guide, we’ll explore the world of property management for renters, including best practices for communication, maintenance and repairs, and the benefits of using property management software. 

By the end of this article, you’ll have all the tools and knowledge you need to make the most out of your rental experience.

What is Property Management For Renters?

Property management for renters refers to the process of managing a rental property from the perspective of the tenant or renter. Property management includes a range of tasks and responsibilities, such as; 

• Paying rent
• Communicating with the landlord or property manager
• Submitting maintenance requests
• Following the terms of the lease agreement.

Property management for renters is essential for ensuring a smooth and comfortable rental experience. Renters need to understand their rights and responsibilities, as well as the processes and procedures that are in place for managing the rental property. Effective property management can help renters stay organized, communicate effectively with their landlord, and resolve any issues or concerns that may arise during their tenancy.

In some cases, renters may use property management software to help streamline their rental experience. These software platforms provide online tools and resources that can help renters pay rent, submit maintenance requests, and communicate with their landlord more efficiently.

Property Management for Renters: Software Solutions

As a renter, managing your rental property can be a daunting task, but it doesn’t have to be. With the advent of technology, there are now several software solutions available to help make the process easier and more streamlined. 

These software solutions can help you communicate with your landlord or property manager, submit maintenance requests, and even pay rent online. We’ll explore some of the most popular property management software solutions available for renters.

1. TenantCloud

Best Property Management For Online Payments

TenantCloud is a property management software that helps landlords and property managers manage their rental properties more efficiently. But, it’s not just beneficial for property owners and managers; it also provides a host of features that can be useful to renters.

For example, tenants can use the software to pay their rent online with ACH payments, credit or debit cards, making it more convenient than having to write checks or go to a bank. Additionally, tenants can submit maintenance requests online with pictures and videos, allowing property owners and managers to quickly address issues.

TenantCloud also offers customizable rental applications, allowing renters to apply for properties quickly and easily online. They can even request a tenant screening report within the application process, streamlining the rental application process for both renters and property owners.

Additionally, TenantCloud provides tenants with comprehensive reports, such as tax preparation reports, lease statements, and more. These reports can help tenants keep track of their rental history and stay on top of their finances.

2. Zillow Rental Manager

Best For Virtual Tours of Rental Properties

Zillow Rental Manager is a property management software that provides a comprehensive platform for landlords and property managers to manage their rental properties. However, from a renter’s perspective, Zillow Rental Manager offers a user-friendly experience for finding and applying to rental properties.

With Zillow Rental Manager, renters can search for rental properties based on their preferred location, price range, and other specific preferences. The platform features a large database of rental properties, including apartments, houses, and condos, making it easier for renters to find a suitable property.

Zillow Rental Manager also allows renters to view detailed property descriptions, high-quality photos, and virtual tours of available rental properties, giving them a better understanding of the property before they schedule a physical viewing.

Additionally, renters can submit their rental applications online through the Zillow Rental Manager platform, saving them time and effort. The platform also offers a tenant screening service that enables landlords to assess the applicant’s credit score, background check, and rental history, ensuring that the selected tenants meet their criteria.

3. CozyCozy

Best Property Management For Vacation Rentals

Cozy Cozy is a property management software designed for landlords, property managers, and renters. It offers a variety of tools and features to help users manage their properties efficiently, including online rent payments, tenant screening, lease management, maintenance requests, and more. Cozy is known for its user-friendly interface and affordable pricing, with many features available for free.

One of Cozy’s key features is online rent payment, which allows tenants to pay their rent securely and conveniently online. This eliminates the need for paper checks and helps landlords and property managers streamline their rent collection process. Cozy also offers tenant screening services, which enable landlords to screen potential tenants quickly and easily, including background checks, credit reports, and eviction histories.

Cozy also provides lease management tools, allowing landlords and property managers to create and manage lease agreements online. This feature includes e-signatures, which make it easy to sign and execute lease agreements digitally. Additionally, Cozy’s maintenance request system allows tenants to submit requests for repairs or maintenance online, and landlords or property managers can track and manage these requests through the platform.

4. RentTrack

Best For Rent Reporting To Credit Bureaus 

RentTrack is a property management software that offers an innovative credit building feature to renters. 

By reporting on-time rent payments to credit bureaus such as Experian, Transunion, and Equifax, RentTrack helps tenants build or rebuild their credit history, potentially increasing their credit score by an average of 57 points. 

Renters can view and monitor their credit reports and receive instant alerts to protect their personal credit rating. RentTrack also includes $1 million ID Theft Insurance and Credit Restoration backed by TransUnion.

For property managers, RentTrack offers an easy-to-use platform for lease management, online rent payment processing, and reporting tools that help reduce delinquencies and streamline operations. 

The solution benefits both property managers and renters by providing a secure and reliable way to manage rent payments, build credit, and protect personal information. 

RentTrack is a registered trademark of RentTrack, Inc., which is committed to delivering top-notch services to customers and maintaining the highest standards of privacy and security.

5. RentRedi

Best Mobile-Based Property Management For Renters

RentRedi is a property management platform that makes renting easier for both tenants and landlords. As a tenant, you can easily apply to rent a property, pay rent, sign a lease, purchase renter’s insurance, and submit maintenance requests, all from your phone. 

The platform offers a range of features to make your renting experience more convenient, including flexible online rent payment options, such as bank account and ACH, credit card, debit card, and even cash payments. 

RentRedi has partnered with over 90,000 retail locations to allow you to deposit cash and confirm payment through their partnership with Chime. You can also protect your property with affordable renter’s insurance offered through RentRedi’s partnership with Sure insurance.

One unique feature of RentRedi is that when you pay rent through their mobile app, you can report all on-time rent payments to TransUnion to boost your credit score. Additionally, you can e-sign leases on your phone, receive in-app landlord notifications, and prequalify and apply for a rental property right from the RentRedi tenant app. 

If you have any maintenance issues, you can easily create and submit repair requests and attach videos to show your landlord the issue.

6. Avail

Best For Automatic Payments

Avail is an exceptional property management software designed with the needs of tenants in mind. 

The platform features a robust online tenant portal that streamlines the management of rental properties, providing tenants with a hassle-free way to manage their rental experience. 

Tenants can easily pay rent online, submit maintenance requests, and report on-time rent payments to credit bureaus, all in one place. 

With the tenant profile feature, tenants can create a comprehensive profile that includes their residence history, employment and income, answers to common application questions, and tenant screening reports, making the application process seamless and straightforward. 

Furthermore, tenants can sign their lease agreement online and access it through their dashboard.

Avail’s powerful features save tenants time and money while improving their credit score by reporting on-time rent payments to credit bureaus. 

The platform also provides tenants with access to educational resources that help them navigate the renting process with ease. 

Whether it’s finding the perfect rental property or managing everyday rental tasks, Avail offers a user-friendly and efficient way for renters to manage their rental properties. 

With Avail, tenants can enjoy a hassle-free renting experience, making it an excellent choice for those seeking a seamless rental experience.

7. Tenant Turner

While Tenant Turner primarily serves landlords and property managers, it also offers benefits to renters by simplifying the rental process and making it easier for them to find and apply for rental properties. Here’s an overview of how Tenant Turner can be useful to renters:

• Easy property search: Tenant Turner’s online platform allows renters to search for available rental properties based on their preferences, such as location, price range, number of bedrooms, and more. This saves renters time and effort by narrowing down the options and presenting only the properties that meet their criteria.
• Convenient scheduling: Once renters find a property they’re interested in, they can schedule a showing online through Tenant Turner’s platform. This makes it easy to set up appointments without having to call or email the landlord or property manager.
• Streamlined application process: Tenant Turner also allows renters to submit their rental applications online, saving time and eliminating the need for paper documents. This can speed up the application process and increase the chances of being approved for a rental property.
• Communication and feedback: Tenant Turner’s platform allows renters to communicate with landlords or property managers, ask questions, and receive feedback. This can help renters feel more informed and involved in the rental process.

Finding a Rental Property

Finding a suitable rental property is the first step in the renting process. Here are some important things to consider when searching for a rental property:

Researching the local rental market

When researching the local rental market, here are some additional details to consider:

• Rent prices: Research average rent prices for the type of property you’re looking for in the area you want to live in. This can help you determine what you can realistically afford and avoid overpaying for a rental property.
• Availability: Check the availability of rental properties in the area you’re interested in. If there are a limited number of rental properties available, you may need to act quickly to secure a property that meets your needs.
• Neighborhoods: Research different neighborhoods in the area you want to live in. Each neighborhood can have its own vibe, safety level, and amenities. It’s important to research these factors to find a neighborhood that meets your preferences and needs.
• Rental trends: Research rental trends in the local market. For example, are rent prices increasing or decreasing in the area? Are more rental properties becoming available or are they being rented out quickly? This information can help you make informed decisions about when and where to rent.
• Reviews: Read online reviews of rental properties and property management companies in the area. This can provide valuable insights into the experiences of previous tenants and help you avoid potential issues with certain properties or management companies.

Identifying your needs and preferences

When identifying your needs and preferences for a rental property, here are some additional details to consider:

• Location: Consider the location of the rental property. Is it close to your work, school, or other important destinations? Is it in a safe and desirable neighborhood? Is it easily accessible by public transportation?
• Size and layout: Think about the size and layout of the rental property. How many bedrooms and bathrooms do you need? Do you need a separate workspace or storage area? Do you prefer an open-concept layout or separate rooms?
• Amenities: Consider the amenities that are important to you, such as a balcony or outdoor space, on-site laundry facilities, parking, or access to a gym or pool.
• Pet policy: If you have pets, make sure to consider the rental property’s pet policy. Some properties may not allow pets, while others may have restrictions on the size or number of pets allowed.
• Budget: Determine your budget for rent and utilities. Make sure to consider additional expenses such as security deposits, application fees, and moving costs.

Working with a real estate agent or property management company

When working with a real estate agent or property management company to find a rental property, it’s important to consider a few key factors. First and foremost, you’ll want to look for an experienced agent or company that specializes in the rental market. They can provide valuable insights and guidance throughout the renting process, from identifying suitable properties to negotiating lease terms.

Availability is also an important consideration. Make sure the real estate agent or property management company is available to show you rental properties that fit your criteria. They should be responsive and willing to answer your questions in a timely manner. After all, time is often of the essence when it comes to securing a rental property.

Fees are another consideration when working with a real estate agent or property management company. Find out if there are any fees associated with their services. For example, some property management companies may charge a fee for their services, while others may receive a commission from the property owner. Understanding the fees upfront can help you avoid any surprises later on.

It’s also a good idea to research the reputation of the real estate agent or property management company you’re considering. Look for reviews online or ask for references from previous clients. This can help you determine if they are reliable and trustworthy.

Finally, some real estate agents or property management companies may offer additional services such as lease negotiation, tenant screening, and property maintenance. These services can provide added value and convenience during the renting process. Consider whether any of these services would be helpful to you when choosing an agent or company to work with.

Viewing and inspecting potential properties

Viewing and inspecting potential rental properties is an important step in the rental process. Here are some additional details to consider:

• Schedule a showing: Contact the property owner or manager to schedule a showing of the rental property. Try to schedule the showing at a time that is convenient for you, so that you have enough time to explore the property and ask questions.
• Take notes: As you walk through the rental property, take notes on any features that stand out to you, such as the layout, natural lighting, or storage space. This can help you remember important details about the property later on.
• Check for damages: Look for any damages or issues with the property, such as water stains, cracks in the walls, or malfunctioning appliances. Be sure to take photos of any damages you notice, as these can be used as evidence later on.
• Ask questions: Don’t be afraid to ask questions about the rental property, such as whether utilities are included, what the pet policy is, or how often maintenance issues are addressed. This can help you get a better understanding of what it would be like to live in the property.

Signing a Lease Agreement

When it comes to signing a lease agreement for a rental property, here are some important details to consider:

Read the lease carefully

Before signing a lease agreement, make sure to read it carefully and understand all of the terms and conditions. This includes information on the length of the lease, the rent amount and due date, and any late fees or penalties.

Understand your responsibilities

The lease agreement will outline your responsibilities as a tenant, such as paying rent on time, keeping the property clean, and reporting any damages or issues. Make sure you understand these responsibilities and are comfortable with them before signing the lease.

Ask for clarification

If you have any questions or concerns about the lease agreement, don’t hesitate to ask the property owner or manager for clarification. It’s important to fully understand the terms of the lease before signing it.

Negotiate terms if possible

If there are terms in the lease agreement that you are not comfortable with, you may be able to negotiate with the property owner or manager. For example, you may be able to negotiate a lower rent amount or a shorter lease term.

Get everything in writing

Make sure all agreements and negotiations are put in writing and added to the lease agreement. This can help avoid any misunderstandings or disputes later on.

Keep a copy of the lease agreement

Be sure to keep a copy of the signed lease agreement for your records. You may need to refer to it later on if there are any issues or disputes.

Rent and Utilities

Rent and utilities are important considerations when it comes to renting a property. Here are some important details to keep in mind:

• Rent amount: The rent amount is the amount of money you will need to pay each month to the property owner or manager. Make sure you understand how much the rent is and when it is due.
• Security deposit: In addition to the rent amount, you may be required to pay a security deposit. This is a refundable amount of money that is held by the property owner or manager to cover any damages or unpaid rent at the end of the lease term.
• Late fees: If you are unable to pay your rent on time, you may be subject to late fees or penalties. Make sure you understand the late fee policy outlined in the lease agreement.
• Rent increases: The lease agreement may include information on rent increases, such as when they can occur and how much notice you will receive. Make sure you understand this information before signing the lease.
• Payment methods: Make sure you understand the payment methods accepted for rent and utilities. Some property owners or managers may accept online payments, while others may require payment by check.

Setting up utility services and payments 

This is another critical aspect of renting a property. Most rental properties will require tenants to set up utility services, such as electricity, gas, water, and internet. The lease agreement should specify which utilities the tenant is responsible for and how the payments will be made. It’s important to set up these services promptly and ensure that payments are made on time to avoid any disruptions.

Addressing rent and utility disputes

In some cases, disputes may arise concerning rent or utility payments. For example, the tenant may believe that they’ve been overcharged, or the landlord may claim that the tenant hasn’t paid on time. It’s important to address these disputes promptly and professionally. The first step is to review the lease agreement and any relevant documentation to ensure that you understand the terms and conditions. If you believe that there’s an error or dispute, it’s essential to communicate with the landlord or property manager in writing and provide any necessary evidence or documentation. If the issue remains unresolved, you may need to seek legal advice or mediation services.

Property Maintenance and Repairs

One of the critical aspects of property management for renters is the maintenance and repair of the rental property. As a renter, you have the right to expect a safe, functional, and well-maintained property. However, you also have some responsibilities to help keep the property in good condition. Here are some essential details you should know about property maintenance and repairs:

Reporting maintenance and repair issues:

If you notice any maintenance or repair issues in the rental property, such as a leaky faucet, malfunctioning appliances, or damaged flooring, you should report them to the landlord or property manager as soon as possible. 

Most landlords or property managers have a system for reporting and tracking maintenance requests, such as an online portal, phone number, or email. 

Be sure to provide a detailed description of the issue and any relevant photos or videos to help the landlord or property manager understand the problem.

Understanding your responsibilities as a tenant:

As a tenant, you have some responsibilities to help maintain the rental property. For example, you should keep the property clean and tidy, dispose of trash properly, and use appliances and fixtures properly. 

You should also avoid causing any damage to the property, such as drilling holes in walls, painting without permission, or allowing pets to damage flooring or furniture. 

Understanding your responsibilities as a tenant can help you avoid disputes with the landlord or property manager.

Communicating about repairs and maintenance:

Effective communication with the landlord or property manager is crucial for resolving maintenance and repair issues promptly. 

You should keep the landlord or property manager informed about the status of any maintenance requests and provide them with access to the property if needed. 

If you have any concerns or questions about the maintenance or repair process, be sure to communicate them clearly and politely.

Dealing with emergency maintenance situations:

Sometimes, emergencies can arise in a rental property, such as a burst pipe, electrical outage, or gas leak. 

In these situations, you should contact the landlord or property manager immediately and follow their instructions for dealing with the emergency. 

Most landlords or property managers have emergency contact numbers or procedures for after-hours maintenance issues. Be sure to keep these numbers handy in case of an emergency.

Move-In and Move-Out Procedures

One of the most important aspects of dealing with property management as a renter is understanding the move-in and move-out procedures. These procedures are designed to protect both the renter and the landlord by ensuring that the property is in good condition before and after the tenancy.

Inspecting the property before move-in

Before you move into a rental property, it’s essential to inspect the property thoroughly. This inspection will help you identify any pre-existing damages or issues with the property, such as broken appliances, damaged walls, or leaks.

Documenting any damages or issues with the property

By documenting these issues, you can avoid being held responsible for them when you move out. It’s a good idea to take pictures or videos of any damages or issues and keep them on file.

Following move-in and move-out checklists

Once you’ve completed your inspection, you should review the move-in checklist provided by the landlord or property manager. This checklist will outline any tasks that need to be completed before you can move in, such as paying the security deposit or signing the lease agreement.

When it’s time to move out of the rental property, you should follow the move-out checklist provided by the landlord or property manager. This checklist will typically include tasks such as cleaning the property, removing all personal belongings, and returning the keys to the landlord or property manager. By following this checklist, you can ensure that you leave the property in good condition and avoid any disputes with the landlord over damages or cleaning fees.

Recovering your security deposit

Finally, it’s essential to understand how to recover your security deposit when you move out of the property. The security deposit is typically held by the landlord or property manager to cover any damages or unpaid rent. 

To recover your security deposit, you’ll need to ensure that the property is in good condition, pay any outstanding rent or fees, and provide a forwarding address where the landlord can send the deposit. If there are any disputes over the security deposit, you may need to seek legal advice or mediation to resolve the issue.

Dealing with Disputes and Complaints

Dealing with disputes and complaints is an important aspect of renting a property, as issues can arise between tenants and property managers or landlords. Here are some details on how to handle disputes and complaints:

Resolving conflicts with the landlord or property manager:

If you have a dispute or complaint with your landlord or property manager, it is always best to try to resolve the issue directly with them first. 

Start by communicating your concerns clearly and calmly, and try to work together to find a mutually acceptable solution. If the issue is minor, such as a disagreement over a repair, it may be resolved easily with a conversation or negotiation. 

However, if the issue is more significant, such as a dispute over rent or lease terms, it may be helpful to involve a third-party mediator or arbitrator.

Filing complaints with the relevant authorities:

If you are unable to resolve a dispute or complaint with your landlord or property manager, you may need to file a complaint with the relevant authorities. 

Depending on the nature of the complaint, this could be a local housing authority, tenant rights organization, or consumer protection agency. Before filing a complaint, make sure you have a clear understanding of your rights and the relevant laws or regulations. 

Provide as much documentation and evidence as possible to support your complaint, and be prepared to participate in any investigations or hearings that may be required.

Seeking legal advice and representation if necessary:

In some cases, disputes or complaints may require legal action to resolve. 

If you are considering taking legal action, it is important to seek advice and representation from a qualified attorney who specializes in landlord-tenant law. 

A lawyer can help you understand your legal rights and options, negotiate with the landlord or property manager on your behalf, and represent you in court if necessary.

Frequently Asked Questions – Property Management For Renters