Commercial landlords: 7 tips to keep your tenants happy In the past a tenant would only contact his

 

In the past a tenant would only contact his landlord when reporting a problem, while the landlord's main contact with the tenant occurred if the rent had not been paid or there was an upcoming increase in costs.

 

"It is of paramount importance that a healthy and amicable relationship between a landlord and tenant be nurtured to always encourage easy communication between them.

 

"When communicating with tenants it is essential that the landlord be courteous, respectful, and professional always. This will reduce the likelihood of frustration or animosity arising when negotiations for a lease renewal are due or the parties need to discuss a problem or a need."

 

"Be proactive - make time to meet with your tenant before problems arise, get to know his business, what his challenges may be, and whether there are any preventative measures you should put in place.

 

Herewith insight on how landlords can establish good relationships with their tenants:

 

It often happens that communication between the tenant and landlord only occurs when there is a problem to be reported, but this is not necessarily the best time to forge good relations.

 

"Be proactive - make time to meet with your tenant before problems arise, get to know his business, what his challenges may be, and whether there are any preventative measures you should put in place.

 

"Dealing with the problem at hand before it becomes a crisis or attending to unexpected problems when they are reported will go a long way to maintaining a good relationship with your tenant."

 

He says you need to ensure that your premises are in an optimal state, thus allowing the tenant's business to proceed without unnecessary interruptions.

 

Check the property regularly for issues of safety and security as failure to do this could result in an accident or injury to a tenant or client, or damage to equipment.

 

Trust is the main foundation to any good relationship, so if you arrange a meeting with one of your tenants, honour the commitment by being punctual besides being willing to hear what they have to say.

 

Show them you are open to any reasonable requests which will keep them happy. If you promise a revamp of the premises or if there is maintenance required, ensure that the action is carried out within the promised timeframe.

 

"Showing reliability in dealing with your tenants, keeping appointments and delivering on promises is the best way to ensure their future trust in you.

 

Check the property regularly for issues of safety and security as failure to do this could result in an accident or injury to a tenant or client, or damage to equipment.

 

Paving which has lifted poses a potential tripping hazard, trees or branches that could fall onto parked vehicles, loose banisters or uneven stair treads that might cause someone to fall - all of these constitute a danger to the persons using the premises.

 

"Shrubbery in the garden should be trimmed, security or electric fencing must be in working order, and outdoor areas should be adequately illuminated to deter any criminal elements. Security cameras are a worthwhile investment in areas experiencing a higher crime rate.

 

"Ensuring the property is safe and secure will encourage peace of mind, making for satisfied tenants."

 

It is essential to document all communication between yourself and the tenant as this can prevent a disagreement over what was said in a previous communication, which could lead to a legal issue.

 

Business is becoming more customer orientated, requiring a more proactive approach. You may be a manager of a commercial property, yet it is important to keep your tenants' needs in mind when making decisions regarding your property.

 

"All regular maintenance, revamps or alterations should be done quickly and efficiently, minimising inconvenience for your tenant.

 

"This will be an advantage as your tenants will realise that you are considerate, efficient and reliable in your dealings with them."

 

Miscommunication or misunderstanding will cause irritation, which might result in a heated exchange between you and your tenants.

 

To avoid this, a regular newsletter would keep everyone informed about any upcoming events that might affect the smooth operating of their businesses.

 

"A newsletter is also a great medium for advising tenants of any upgrades or changes which you have effected in order to ensure their continued contentment and security," he says.

 

The landlord's viewpoint of his building will differ from that of the tenants, who will see it from a different perspective, and it is helpful to listen to tenants' suggestions and ideas, discuss the merits of their proposals and listen to their reasons.

 

"Give these suggestions careful consideration rather than just dismissing them - many good ideas may come from tenants who probably approach the situation differently.

 

"Once you have carefully considered their ideas, send them a written response showing your appreciation for their effort, whether or not you use their suggestion."

 

It is essential to document all communication between yourself and the tenant as this can prevent a disagreement over what was said in a previous communication, which could lead to a legal issue.

 

"Keep records of all meetings, whether planned or casual, all phone conversations, letters, emails, or messages sent by whatever means as some small detail could later become a major point of dissension. Complaints made by or against tenants should also be retained.

 

"The time taken to file these records will be well spent if ever a dispute should arise."