Taking good care of your property is essential if you’re a Memphis landlord. According to a recent article from Forbes, annual repairs can cost landlords approximately five to eight percent of their total gross rent.
If you need to make repairs to your property, there are laws regarding sending a landlord repair notice to the tenant.
Read on to understand the legal requirements and best practices when sending this type of notice to keep your tenants happy.
What is a Landlord Repair Notice to Tenant?
A landlord repair notice to a tenant is a document or formal letter sent to a tenant letting them know of planned repairs or maintenance on the property. The purpose of this notice is to let tenants know about any repairs you or your rental property management company might be doing in advance. This notice allows tenants to prepare for any interruptions they may experience, or if they need to grant access to maintenance and repair personnel.
Several components should be included with this type of notice:
- A description of the work
- The scheduled date and time the work will occur
- Any impacts on the tenant
- Important contact details
The notice should first clearly describe exactly what type of repairs are going to be done. That includes the nature of the work (what the work includes) and why it’s needed.
Your tenant repair notice should also include the exact date and time the repairs will take place. You should also include an estimate of how long you expect the repairs to take place. Including this information allows your tenants to make any necessary preparations in advance.
If there will be any impact on your tenant’s use of the property, this should also be added to the notice. Impacts might include things like interruptions to power or water, or limited access to specific areas of the property for a while.
Finally, the notice should include contact details in case the tenant has questions. In most cases, you’d include either your personal contact information, the property management company’s information, or the direct contact information of the person or company doing the repairs.
Landlord Responsibilities
Your tenants have certain responsibilities they’re expected to uphold. However, as a landlord, you also have responsibilities to your tenant.
Part of those responsibilities include maintaining the property you rent to tenants, including making necessary repairs. All utilities including water, electricity, and heating must be in good working condition throughout your tenant’s time in the property.
You’re also responsible for maintaining the structural integrity of the property. That may include things like the roof, walls, floors, and windows and ensuring that nothing poses a safety hazard.
All landlords are responsible for installing and maintaining safety items like smoke detectors and fire extinguishers. You’re also responsible for addressing pest issues as quickly as possible and eliminating them if they’re found.
As for repairs, landlord responsibilities include addressing repair requests promptly. You’re also responsible for repairing any plumbing or electrical issues, faulty appliances, and other maintenance-related concerns.
Tennessee state law also states that landlords must comply with current local health and safety codes. Those codes include:
- Complying with housing codes affecting health and safety
- Making all necessary repairs to keep the property in habitable condition
- Keeping common areas clean and safe
- Providing and maintaining trash receptacles in multi-unit properties of four or more
These are just some of the legal responsibilities that landlords face. Make sure you are up to date on all of the most recent laws, rules, and regulations so you remain in compliance. It’s also important to remember that there may be times when the tenant is responsible for making or paying for repairs, like instances of neglect or tenant-caused damage.
Repair Notice Guidelines
Now that you know more about this notice, let’s go over some of the guidelines in more detail. First, your landlord repair notice to the tenant should be given as soon as possible so you’re notifying your tenants as soon as any repairs are required. The sooner you address the issues, the better since you’ll avoid further damage to the property.
Next, the repair notice should always be in writing and include detailed, clear communication. You can send this in the form of a written and signed letter, an email, or posted in a common area if it applies to the entire property. What form you decide to send the tenant is up to you, as long as it’s done promptly.
You must also give your tenants a fair amount of time to prepare for the repairs. In most cases, 24 to 48 hour’s notice should be sufficient if it’s a non-emergency repair.
All repair notices to your tenant should include the specific reason for repair. They should also include the date and time of the scheduled repair and any other pertinent information the tenant should know about like interruptions in water or power, for example.
Emergency repairs required in instances of flooding, gas leaks, or electrical hazards are a bit different than planned maintenance and scheduled repairs. In this case, landlords should give tenants notice as soon as they can before the repair takes place. The safety of your tenants should always be priority number one in an emergency.
Finally, you must understand tenant rights which includes their right to privacy. Giving tenants detailed information and asking for permission before you enter the property is crucial (unless it’s an emergency). If you enter the property without notifying them first, you could be subject to problems with the tenant later.
Use Reliable Property Management
Understanding how the landlord repair notice to tenant process works is vital to protecting yourself and your tenant’s rights. Make sure you include as much information as possible and always give your tenants the notice as quickly as possible so they can prepare.
If you need exceptional property management services for your Memphis, TN property, Reedy & Company can help. Since 2002, we’ve provided best-in-class advice as we help individuals, businesses, and institutions make better property decisions, so contact us today to find out more.
