FAQs for Renters: Maintenance, Responsibilities, & Communication
Responsibilities & Communication
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Most property management companies make it pretty easy, offering a bunch of payment options. You might find:
Online Payment Portals: This is the go-to for many tenants. You can pay through bank transfer, debit/credit card, or even ACH withdrawal. Some places let you set up auto-pay, which is great to avoid late fees!
Check or Money Order: Believe it or not, some landlords still accept good old-fashioned paper checks or money orders. You usually have to mail them or drop them off at the management office.
In-Person Payments: If the company has a physical office, you might be able to swing by and pay in person with a check or money order—or, in some rare cases, cash.
Third-Party Payment Services: A few management companies might use platforms like PayPal, Venmo, or Zelle, but it really varies from one place to another.
Important Tip: Always, and I mean always, check your lease for what payment methods are accepted, deadlines, and any extra fees for using online or card payments. It can save you a lot of trouble.
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If you miss the due date, here’s what might go down:
⚠️ Late Fee: Most leases will hit you with a late fee, which could be a flat rate (like $50-$100) or a percentage of your rent (usually around 5%).
⏳ Grace Period: Some leases offer a grace period, often around 3-5 days, before they start charging a late fee.
📩 Late Payment Notice: If you’re really late, the management company might send you a formal notice or a warning.
🏠 Risk of Eviction: And if you go too long without paying—typically over 30 days—the property manager might start eviction proceedings.
To dodge late fees, think about setting up auto-pay or setting reminders in your calendar for when rent is due. And hey, if money is tight, reach out to your property manager before the due date. They might be able to work something out with you.
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First off, there’s the NSF (Non-Sufficient Funds) fee. If your check or ACH payment bounces, expect a fee that usually ranges from about $25 to $50. Ouch, right?
Then, if your rent isn't processed within the grace period, you might get hit with a late fee as well. That’s just the way it goes.
Oh, and you’ll definitely hear from your property manager. They’ll reach out to let you know what’s up and ask for a different way to pay.
And here’s a heads-up: If this happens a few times, the company might say, no more checks. They could require you to use money orders or cashier’s checks only.
Tip: If your rent check bounces, don’t just sit there—contact your bank and your property manager ASAP to sort it out and make sure you get your payment sorted out.
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First, check your online tenant portal. A lot of property management companies make lease documents available there.
If that doesn’t pan out, just ask your property manager directly. You can request either a digital or a printed version from the management office.
Also, remember that move-in packet you got? Your lease should be in there too.
Keeping a copy of your lease handy is super important. It’s your go-to for knowing about rent rules, maintenance duties, and your rights as a tenant. Don’t forget that!
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That depends on what your lease says:
Landlord-Paid Utilities – Some landlords cover things like water, gas, or trash in the rent.
Tenant-Paid Utilities – Most leases require you to set up and pay for utilities like electricity, water, internet, and gas yourself.
Ratio Utility Billing (RUBS) – In some apartments, utility costs are shared among tenants based on unit size or number of people living there.
Tip: Always check your lease or ask your property manager what's included so you don't get hit with unexpected bills.
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You’ll need to get written permission from your landlord or property management before making any changes.
Here are some common rules to keep in mind when it comes to alterations:
Temporary Changes Are Usually Okay: Some landlords don’t mind if you use things like removable hooks, peel-and-stick wallpaper, or temporary shelves.
Minor Modifications Might Be Approved: Want to hang up some curtain rods or maybe a TV mount? That could be fine, as long as you patch up any holes before you move out.
Painting & Major Changes? You Definitely Need Approval: Many landlords aren’t fans of tenants painting, drilling large holes, or making any permanent changes without asking first.
Structural Changes Are a No-Go: You really can’t change the flooring, swap out cabinets, or put in any permanent fixtures unless you’ve got explicit permission.
Always double-check your lease agreement for any rules about modifications. If you’re allowed to make changes, be sure to get it in writing to avoid losing part of your security deposit when you move.
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Yes, you can have guests over. Know that most leases come with some guidelines when it comes to longer stays.
Short-Term Guests Are Usually Fine – So, if your friends or family want to hang out for a few days or even a week, that’s usually fine.
Long-Term Guests (Over 14 days) Might Need Some Heads-Up – Lots of leases say that if someone wants to stay longer than about 14 to 30 days, you’ll need to get the landlord’s okay.
No Unauthorized Long-Term Guests – If someone moves in without being on the lease, that could break the lease rules and might even get you kicked out.
Tip: If your guest ends up staying longer than what’s allowed, just have a chat with your landlord about maybe adding them as an official tenant. Better safe than sorry. -
Reach Out to Your Property Manager – A lot of management companies have emergency lockout services. Just keep in mind there might be a fee involved.
Check for a Spare Key – Some buildings have a system for spare keys, so it’s worth checking.
Last Resort: Call a Locksmith – If you can’t reach management, you might have to bite the bullet and hire a locksmith, and that’ll be on you.
And if you lose your key?Tell Your Property Manager ASAP – They might have a rekeying fee, or they can give you a replacement key for a small charge.
Think About Going Keyless – If it’s allowed, upgrading to a keypad lock could save you from future lockout headaches.
Tip: Always keep a spare key somewhere safe or with a friend you trust. It’ll save you from those annoying lockout fees.
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If you decide to adopt a furry friend after you’ve already signed your lease, here’s what you need to do:
Notify Your Property Manager ASAP: Having an unauthorized pet could violate your lease and might lead to fines or even eviction.
Get Written Approval: If pets are allowed, you may be required to pay a pet deposit and sign a pet addendum.
Not Allowed? You Might Need to Rehome the Pet: If your lease says no pets, keeping one could cause some serious consequences, including penalties or even terminating your lease.
Tip: Just because a neighbor has a pet doesn’t mean you can too—always check your own lease, as rules can differ from one unit to another. -
Well, smoking policies can really vary depending on the property and the state laws, but in 2025 you’ll most likely have a no smoking policy.
100% Smoke-Free Rentals – Some buildings completely ban smoking inside the units and on balconies, usually following state or HOA rules.
Designated Smoking Areas – Some places allow smoking in certain outdoor spots but not inside.
Smoking Permitted in Units – Some landlords do allow smoking but with strict restrictions (like no damage to walls, curtains, or ventilation systems).
If You Break a No-Smoking Policy:
At the very least, you’ll likely end up losing your security deposit. On top of that you could face fines for breaking lease terms. Of course, there’s always the possibility of eviction, especially if you cause excessive damage (like smoke-stained walls or burns in the carpet).Tip: If smoking isn’t allowed, it’s worth asking if vaping is okay because some leases treat cigarettes, e-cigarettes, and cannabis differently.
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If you’re having issues with a neighbor, it’s best to try and talk it out calmly and directly first. But if that doesn’t work, here’s what you can do:
Step 1: Document the Issue – Keep track of what’s going on. Write down dates, times, and details. If you can, snap some photos or videos (like for noise complaints or any property damage).
Step 2: Check Your Lease or Community Rules – A lot of rental agreements have rules about noise, parking, pets, and shared spaces. Make sure your complaint aligns with those policies.
Step 3: Contact the Property Manager – If the problem keeps happening:
- For noise complaints, report the disturbances. Management might give a formal warning.
- For parking issues, if someone’s parked in your spot, management can issue a notice or even arrange for towing.
- For harassment or safety concerns, you need to file a report with management right away, and maybe even local authorities.
Step 4: File a Formal Complaint (If Needed) – If the issue still isn’t resolved, submit a written complaint to create a record of your request.
Tip: Always try to resolve things peacefully first before you escalate the issue to property management. -
If you're feeling ignored by your property manager—like they’re not responding to maintenance requests, or maybe there are some lease violations happening—here's a game plan you can follow:
Step 1: Follow Up in Writing – If you just had a chat with them and it didn’t go anywhere, it’s a good idea to send an email or write a note. That way, you’ve got a paper trail. Super important!
Step 2: Contact a Higher Authority – Okay, if they still aren’t responding, see if there’s a regional or corporate office you can reach out to. Sometimes, it helps to go a bit higher up the chain.
Step 3: Review Local Tenant Rights – Check out those local tenant protection laws. If your property manager's slacking on repairs or not keeping up with lease terms, knowing your rights is key.
Step 4: Report to Housing Authorities (If Necessary) – If things are really bad and the property’s not safe to live in, you can file a complaint with local housing authorities or tenant advocacy groups.
Tip: Keep copies of everything—emails, requests, you name it. Just in case you need to take things further down the line. -
Most property management companies have a pretty clear process for handling complaints. Here’s how it usually goes:
Step 1: Submit a Complaint – You can file your complaint in a few ways:
- Through online tenant portals
- Via email or a phone call
- By visiting their office in person
Step 2: Investigation & Documentation – They’ll look into what you’ve reported, check out the lease agreements, and try to figure out what’s going on.
Step 3: Resolution & Follow-Up – After they’ve done their homework, the property manager might:
- Send warnings to tenants who are breaking rules
- Schedule necessary repairs or maintenance
- Change how they enforce the lease based on legal requirements
Step 4: Escalation (If Necessary) – If you’re still not happy with the outcome, you can take it up with higher management or even file a formal dispute.
Tip: Always submit your complaints in writing. It’s just good to have that documentation!
Maintenance
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Most property management companies make it pretty easy for tenants. You’ve got a few options:
Online Tenant Portal – This is usually the go-to method. You can submit your requests, upload photos or videos, and keep track of how things are progressing.
Email Submission – Some companies let you shoot them an email with your maintenance issues. This way, you’ve got a written record of what’s going on.
Phone Calls – If something's urgent, like a major leak, you may need to call a specific maintenance hotline. Just remember to have all your info ready.
Emergency Maintenance Line – For real emergencies—think floods, gas leaks, or power outages—there's a 24/7 number you can call.
Quick Tip: When you submit a request, be as detailed as possible! Include what the issue is, where it’s located in your unit, and any photos or videos that might help. This can really speed things along.
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An emergency maintenance issue is basically any problem that could seriously threaten your health, safety, or your property. Here are some examples:
Flooding or Major Water Leaks – We're talking burst pipes, sewage backups, or plumbing that’s overflowing.
Fire or Electrical Hazards – Exposed wires, sparking outlets, or power outages (as long as it’s not from the utility company).
Gas Leaks or Carbon Monoxide Issues – If you suspect a gas leak or your carbon monoxide detector isn’t working right, that’s an emergency.
No Heat in Winter or No AC in Extreme Heat – These are essential services, especially when the weather is really harsh.
Broken Locks or Security Threats – If you can’t secure a door or window, that needs to be fixed right away.
Severe Pest Infestations – If rodents or insects are invading your space, you need to get that sorted immediately.
If you find yourself in an emergency situation, don’t waste time with a regular maintenance request. Just call the property management emergency line ASAP!
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Response times depend on how serious the issue is:
Emergencies (Same-Day Response) – Things like flooding, fire risks, or losing heat during freezing weather? Those are usually dealt with right away.
Urgent Repairs (24-72 Hours) – Stuff that really affects your living situation, like a broken fridge or minor leaks, typically gets fixed within a couple of days.
Routine Maintenance (5-14 Days) – Non-urgent stuff—think dripping faucets or simple cosmetic repairs—might take a week or even longer.
Tip: If you notice that a repair is taking longer than expected, check your tenant portal or just reach out to management for an update.
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Generally speaking, the landlord takes care of most repairs, especially when it comes to:
Essential services (plumbing, electrical, HVAC, and appliances listed in your lease).
Structural repairs (like roof leaks or foundation issues).
Wear-and-tear issues (think paint, flooring, door locks, and window repairs).
Pest control (unless it’s due to tenant negligence—like leaving food out).
On the flip side, tenants might be on the hook for:
Damage caused by negligence (like clogged drains from improper use or broken windows from accidents).
Lost keys or lock changes (some landlords might charge you for replacements).
Minor maintenance (like changing light bulbs, air filters, or smoke detector batteries).
Final Tip: Always double-check your lease. It’ll give you the lowdown on who’s responsible for what and whether you’ll need to cover any co-pays or deductibles for certain repairs.
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Step 1: First things first, check that thermostat of yours. Make sure it’s set right and, hey, don’t forget to see if the batteries are still alive.
Step 2: If your unit's playing dead, take a look at the circuit breaker. Sometimes, it just trips, and you might need to flip it back on.
Step 3: If you can’t get it working, don’t just sit there! Shoot off a maintenance request right away.
Emergency Status: If it’s freezing and you’ve got no heat, or if it’s blazing hot and your AC's out, that’s an emergency! Call them up right away.
Tip: In the meantime, if you’ve got a space heater or a fan, use it to keep comfortable while you wait for those repairs. -
If it’s urgent but not quite an emergency, here’s what you can do:
Submit an Online Request: Most places let you submit maintenance requests online anytime, and they’ll usually get to it the next business day.
Use the Emergency Hotline: If it's a serious problem, don’t hesitate to call the emergency line.
Wait Until Office Hours: If it’s not urgent, you might just have to hang tight till the office opens up again.
Tip: Just a heads up—don’t call for emergency maintenance for little things. You might end up with extra charges or delays.
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Absolutely! Your landlord or property manager should give you a heads-up before entering, unless it’s an emergency.
State Laws Require Notice: Generally, they need to let you know 24-48 hours in advance for repairs or inspections.
Scheduled Appointments: If it’s not urgent, you’ll likely get a time window for when they’ll come by.
Emergency Repairs: They don’t need to notify you if they need to act fast to protect the property.
Tip: If you’ve got specific needs—like wanting to be there during the repairs—make sure to mention that when you request maintenance.
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Usually, no. Unless you’ve got written permission first.
Unauthorized Repairs: If you hire someone without checking with management, you could be on the hook for the bill.
Pre-Approved Repairs: Some landlords might let you handle minor fixes if you keep the receipts for reimbursement.
Emergency Exception: If there’s an emergency and you can’t reach the property manager, sometimes you can get things fixed and then ask for reimbursement later.
Tip: Always, always get that written approval before you go ahead and book a repair yourself.
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Property management is on the job for keeping shared spaces and the exterior in shape, which includes:
Landscaping & Snow Removal: Usually handled weekly or as the seasons change.
Hallways, Lobbies & Elevators: These get cleaned daily or weekly, depending on how much they get used.
Parking Lots & Walkways: They’re regularly checked, with repairs made as needed.
Trash & Recycling: Pickup schedules depend on local waste services.
Tip: If you spot something off in the common areas, let management know so they can jump on it quicker.
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Report it right away! Management generally handles pest control unless there’s been tenant neglect.
Pest Infestation (like rodents or roaches):
Report it right away! Management generally handles pest control unless there’s been tenant neglect.Mold or Mildew Growth:
Keep an eye out for leaks—mold loves water damage and humidity.
Don’t wait—report it ASAP! Mold can be a big health risk, and landlords usually have to deal with it quickly.
Tip: If management isn’t stepping up to fix serious health risks, check out local housing laws to know your rights when it comes to safe living conditions and repairs.
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Your lease will outline how you’re financially responsible based on what happened:
Minor Damage (That’s on You) – Small stuff, like nail holes or minor scuffs? Those are usually expected and easy to fix.
Significant Damage (You’ll Pay for Repairs) – If something’s significantly damaged—like broken windows or big holes in the walls—you might have to cover the repair or replacement costs.
Damage from Neglect or Misuse – If the damage is due to neglect, like flooding from a leak you didn’t report, then the repair costs will likely come out of your security deposit or be billed separately.
Wear and Tear? That’s on the Landlord – Things like fading paint or worn-out carpet are considered normal wear and tear, not something the tenant is responsible for.
Tip: If you notice any damage, let your property manager know right away. This can help prevent bigger issues down the line and avoid any possible eviction situations.
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It depends on what kind of rental you have and what your lease says.
For Apartments & Multi-Family Places – Usually, the property management company takes care of all the landscaping and snow removal.
Single-Family Homes – More often than not, if you’re renting a house, you’ll be responsible for lawn mowing, watering plants, and shoveling snow unless it says otherwise in the lease.
HOA or Community Rules Could Be a Factor – If you're in a neighborhood with a homeowner’s association, they might take care of landscaping and snow removal.
Tip: Always double-check your lease to see who’s in charge of yard work and if there are any fines for not keeping up with maintenance. Better to know than to get surprised later!.
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Well, here’s a quick guide to help you out:
Step 1: First things first, check the battery. If you hear that annoying chirp every 30 to 60 seconds, it’s usually a sign that the battery needs changing.
Step 2: Once you've swapped out the battery, don’t forget to reset the detector. Just press that reset button—it’s usually pretty easy to find.
Step 3: Next, take a moment to look for any dust or debris. Sometimes, dust can set off those false alarms, so grab some compressed air or a vacuum to clean it up.
Step 4: If the beeping turns into a continuous alarm and you see smoke, you need to get out—like, right away. Call 911 as soon as you're safe.
Step 5: Lastly, if your detector keeps beeping after all this, it might be time to let management know. You can submit a maintenance request for a new unit.
Tip: Seriously, never disable a smoke detector. Not only is it illegal in many places, but it could lead to eviction or liability issues if a fire actually breaks out.
Additional Resources
Tenant Rights & Legal Assistance
HUD (U.S. Department of Housing and Urban Development) – www.hud.gov
Find information on tenant rights, fair housing laws, and rental assistance programs.State-Specific Tenant Laws – www.nolo.com
Learn about landlord-tenant laws in your state.
Rent Payment & Financial Assistance
National Low Income Housing Coalition – www.nlihc.org
Resources for renters struggling with payments, including rental assistance programs.Consumer Financial Protection Bureau (CFPB) – Paying Rent Help – www.consumerfinance.gov
Guidance on managing rental payments and avoiding late fees.
Maintenance & Repairs
National Association of Residential Property Managers (NARPM) – www.narpm.org
Best practices and property maintenance standards from professionals in the industry.American Apartment Owners Association (AAOA) – Tenant Maintenance Guide – www.american-apartment-owners-association.org
Helpful maintenance guides and what tenants should expect from landlords.
Emergency & Safety Resources
National Fire Protection Association (NFPA) – Fire Safety for Renters – www.nfpa.org
Essential fire safety guidelines for apartment and rental housing tenants.Carbon Monoxide Safety Guide (CDC) – www.cdc.gov
Understanding carbon monoxide risks and how to protect yourself in rental housing.American Red Cross – Emergency Preparedness for Renters – www.redcross.org
Emergency planning tips, including handling floods, power outages, and severe weather.
Neighbor & Noise Complaints
Neighborhood Mediation Programs – www.mediate.com
Find a mediator to help resolve disputes with neighbors or landlords.Local Noise Ordinance Lookup – www.noiseawareness.org
Check local laws on noise complaints and tenant rights.
