Broken toilets. Leaky pipes. No heat in the winter.
Do any of these sound familiar? They’re the worst.
But wait… there’s something even worse: Submitting a maintenance request, only to be ignored by your property manager.
It’s a frustrating experience many tenants face, especially when essential repairs or issues go unresolved. Wondering what to do when your property manager ignores you can leave you feeling powerless.
Today we’re taking a closer look into the steps you can take to address this problem, from documenting the issue to seeking outside help, so you can regain control of your rental situation and get the attention you deserve.
What To Do When Your Property Manager Ignores You
When your property manager ignores you, it’s important to first understand their responsibilities. This helps you determine whether your concerns are being neglected or if there’s a misunderstanding.
A property manager’s job goes beyond simply collecting rent. They are responsible for maintaining the property and ensuring tenant needs are met.
There are three main duties of a property manager that tenants should be aware of:
- Communication with tenants
- Handling maintenance and repair issues
- Addressing tenant grievances promptly
Property Manager Communication With Tenants
Property managers are expected to be the main point of contact for tenants. They should be available to answer questions, address concerns, and provide updates on property-related matters.
Clear and consistent communication is essential in managing rental properties. When communication breaks down, it can create tension and frustration for tenants, especially when important issues go unresolved. If your property manager fails to communicate, it may be a breach of their responsibilities.
Landlord Responsibilities: Handling Maintenance and Repair Issues
One of the key roles of a property manager is to oversee maintenance and repairs. Whether it’s a broken appliance or a safety hazard, tenants rely on their property managers to resolve these issues quickly.
If you’ve reported a problem and it remains unaddressed, it’s possible that your property manager isn’t fulfilling this crucial duty. It can have a direct impact on your comfort and safety as a tenant, making it necessary to take further action.
Addressing Tenant Grievances Promptly
A property manager should also handle tenant grievances in a timely manner. Complaints about noise, neighbors, or other property-related issues are part of their job.
Ignoring these grievances can lead to a decline in living conditions, which is not acceptable for tenants. If your concerns are continuously dismissed or ignored, your property manager may be failing in their duties.
Document the Problem
When your property manager ignores you, documenting everything is one of the most important steps you can take. Keeping a clear record of your communication will provide evidence if the situation escalates. It’s easy to get frustrated when calls and emails go unanswered, but having detailed proof of your attempts can make all the difference in resolving the issue.
Start by saving all correspondence. If you’ve emailed or texted your property manager, keep those messages in a dedicated folder.
If you’ve called and left voicemails, note the dates and times of those calls. Even though you might think these details don’t matter now, they could be helpful if you need to prove that you’ve tried to get in touch. Being specific will strengthen your case and show that you’ve made every reasonable effort.
It’s also a good idea to take pictures or videos if the problem involves damage or maintenance issues. If there’s a broken appliance, leaking pipe, or any other physical issue, visual evidence is crucial.
Make sure the timestamps are clear, so you can track how long the issue has gone unresolved. This will support your case, especially if the problem worsens over time.
In addition to emails and pictures, keep a log of your actions. Write down what the problem is, when it occurred, and the steps you took to contact your property manager.
Include any responses or lack thereof. The log will help you stay organized and offer a timeline of events should you need to involve a third party, such as a landlord or legal advisor.
Check Your Lease Agreement
Before taking any further action, it’s a good idea to review your lease agreement. The document outlines the rights and responsibilities of both you and your property manager.
You may find clauses that provide specific guidelines for handling property issues or how the property manager is required to respond. Having a clear understanding of these details can help you when communicating with the property manager or if you need to escalate the issue.
Look for any language that deals with repairs and maintenance. Most leases have terms that require the property manager to address certain types of problems, especially those related to health and safety. If your lease specifies a timeframe for repairs or communication, use that to remind your property manager of their obligations.
Knowing exactly what is expected can give you the leverage you need to push for action. You should also check if there are any clauses about tenant grievances or dispute resolution.
Sometimes, leases include procedures for how to handle unresolved issues between the tenant and the property manager. Following the steps outlined in your lease shows that you’ve made every effort to resolve the situation according to the agreement.
If your lease doesn’t clearly cover your issue, it’s still helpful to be familiar with its contents.
Attempt Direct Communication with the Property Manager
If your property manager has been ignoring you, the next step is to try direct communication. It’s important to be clear and persistent when reaching out.
You may have already sent messages or left voicemails, but it’s worth trying again with a more formal approach. Make sure your tone is polite but firm, and clearly state what you expect in terms of a response or resolution.
Start by sending an email or letter that outlines the problem and what steps you’ve already taken to report it. Be specific about the issue and mention any prior attempts to communicate.
You should include dates and details, as this shows that you’ve been trying to resolve the matter. If you’re making a formal request for action, be clear about what needs to be done and give a reasonable timeframe for a response.
It adds a layer of professionalism to your communication and can sometimes prompt faster action from the property manager.
It’s also a good idea to follow up with a phone call, especially if you haven’t received a response to your written communication. Speaking directly allows you to express the urgency of the situation.
If your property manager continues to ignore your calls, leave detailed voicemails that reference your earlier emails or letters. It will create a consistent trail of communication, which is helpful if the issue escalates.
Sometimes, persistence is key. It may take several attempts to get the attention of a property manager who has been unresponsive.
Involve the Landlord Directly
If your property manager continues to ignore you, it may be time to contact the landlord directly. In many cases, the landlord is the one who hired the property manager and holds ultimate responsibility for the property. If your concerns have gone unanswered, reaching out to the landlord can be an effective way to get things moving.
Before contacting the landlord, gather all of your documentation. It should include any written communication with the property manager, photos of the issues, and a record of the steps you’ve already taken to resolve the problem.
Being organized and prepared shows the landlord that you’ve made a serious effort to communicate with the property manager before involving them. It also gives the landlord a clearer understanding of the situation, which might prompt faster action on their part.
When you reach out to the landlord, keep your tone professional and respectful. Explain the issue in detail, but be concise.
The goal is to show the landlord that their property manager has failed to fulfill their responsibilities and that you need help resolving the problem. You might find that the landlord was unaware of the issue and is willing to step in to fix it. Sometimes, landlords rely on property managers to handle day-to-day operations and may not know about ongoing problems until a tenant brings them up.
Once you’ve contacted the landlord, give them a reasonable amount of time to respond. If they take action, this might be the resolution you’ve been waiting for. In cases where the landlord does not respond or chooses not to address the issue, it might signal a deeper problem with how the property is being managed.
Seek Help from Local Authorities or Tenant Unions
If your property manager and landlord continue to ignore you, it may be time to seek help from local authorities or tenant unions. These organizations can offer valuable resources and support, helping you take action when all other methods have failed. In many cases, outside agencies can apply pressure on the landlord or property manager to resolve the issue quickly.
Local housing authorities are often responsible for ensuring that rental properties meet basic health and safety standards. If you’re dealing with serious issues like unsafe living conditions, unresolved maintenance, or unaddressed hazards, you can report the problem to your local housing authority.
They may conduct an inspection and require the property owner to make necessary repairs. It can be an effective way to get results, especially if your property manager has failed to act on repeated complaints.
Tenant Unions
Tenant unions are another valuable resource. These organizations work to protect tenants’ rights and can offer legal guidance on how to proceed with your situation.
Tenant unions may also provide advice on what steps to take next, such as writing formal complaints or contacting legal professionals. They can help you understand your rights as a tenant and may offer support in gathering evidence or presenting your case to local authorities or even in court.
Legal aid services might also be available in your area, particularly if you’re facing eviction or other serious threats to your living situation. They can assist with filing formal complaints and provide legal representation if needed.
Involving an attorney or legal service can show your property manager and landlord that you are serious about getting the issue addressed.
Reaching out to local authorities or tenant unions is a big step, but it’s sometimes necessary when other options fail. The organizations exist to help tenants who feel powerless or neglected by their property managers and landlords. They can offer the assistance you need to get the problem resolved and hold those responsible accountable.
Consider Legal Action as a Last Resort
When all other methods fail, legal action may be the only option left. While this step is serious and often the last resort, it can be necessary if you’ve exhausted all other avenues without a resolution. Before taking legal action, it’s important to be sure you’ve followed every possible step to solve the issue with your property manager or landlord.
Legal action typically begins with consulting an attorney who specializes in tenant rights. They can help you assess whether your situation qualifies for a lawsuit and what the likely outcomes might be.
Common reasons for legal action include serious health or safety violations that go unaddressed, illegal eviction attempts, or a clear breach of the lease agreement by the property manager. It’s essential to have all your documentation in order, including communication records, photos, and any reports you’ve filed with local authorities. This evidence will support your case if it goes to court.
Rental Property Issues: Tenant Grievances
When deciding what to do when your property manager ignores you, it’s important to stay persistent and explore all options.
At Reedy & Company, we’ve been a staple of Memphis real estate and property management for more than 20 years. We have the experience of managing over 3,500 properties, making us a top-level property management company in the area. We can advise on management properties of all shapes and sizes.
Get in touch today to find out how we can help with your property!
