Seeing that a tenant damaged your rental property can be extremely frustrating. However, as a landlord or property manager, knowing how to handle the situation is important. Typically, the first step is documenting the damage thoroughly to help hold the right party accountable. Today, we’ll review what’s considered property damage, how to document the damage and tips for preventing property damage in your rental.
Contents of This Article:
- What’s Considered Rental Property Damage?
- How to Document Property Damage in Your Rental
- What Can You Do to Prevent Property Damage?
- Protect Your Rentals With Property Management
What’s Considered Rental Property Damage?
Most of the time, it’s not hard to tell when your property’s been damaged. Large holes in the walls, scratches in hardwood, or stained carpets are easily noticeable. However, smaller damages may be harder to see. So, what counts as property damage, anyway?
Northern Virginia property managers know that there’s a difference between normal wear and tear and property damage. After all, you can’t expect numerous tenants to live in a property with zero signs of wear over time. However, it’s important to have consistent expectations when it comes to wear and tear vs. property damage. We’ll go over some examples of each scenario below.
Normal Wear and Tear in a Property
- Minor scuff marks on walls
- Small holes in walls from nails
- Faded paint or wallpaper
- Dusty blinds
- Loose or worn door handles
- Normal appliance wear
- Worn carpet or flooring
- Small counter scratches
Property Damage in a Rental
- Large holes in drywall
- Ripped or overly-stained carpet
- Broken glass in windows or doors
- Severe paint damage
- Structural damage
- Deep scratches in the flooring
- Broken light fixtures
- Excessive mold from water damage
- Unauthorized alterations to the property
How to Document Property Damage in Your Rental
If you notice property damage in your rental, it’s important to document it immediately. Take clear, high-quality photos of the damage and make sure to note it in the move-in/move-out checklist or inspection report. Then, depending on how extensive the damage is, you’ll want to take further action. Here’s how to document property damage in your rental.
- Act Fast
- Take Photos and Videos
- Write Detailed Descriptions
- Update Inspection Reports
- Notify the Tenant
- Consider Repair Costs
- File an Insurance Claim
Act Fast
The first thing you’ll want to do when you notice any type of damage is document it immediately. Waiting to do this can result in further damages or other complications when resolving the issue.
Take Photos and Videos
When documenting the damage, you’ll want to take high-quality photos and videos that show the damage clearly. Take pictures from multiple angles to show as much context as possible if you can.
Write Detailed Descriptions
You’ll want to write a detailed description of the damage along with the photos and videos. Make sure to include the location of the damage, the extent of what happened, and a possible cause, if you can.
Update Inspection Reports
If you notice the damage during an inspection, you’ll want to write it in the inspection report. Whether you’re doing a move-in, move-out, or regular periodic inspection, make sure to update your reports to reflect the damage found in the property.
Notify the Tenant
If you’re a landlord or property manager, you’ll want to notify your tenant about the damage. Give them a copy of your documentation and ask for their input or explanation regarding the situation. This helps ensure everyone is on the same page and can help you understand what happened.
Consider Repair Costs
If you’re unable to fix the damages yourself, you’ll want to get quotes from licensed professionals for repairs. Keep these records in case you need them for insurance claims or deducting repair costs from the tenant’s security deposit.
File an Insurance Claim
If the damage is significant enough, consider filing a claim with your landlord insurance provider. Give them your documentation, including photos, videos, and written descriptions, to speed up the process.
What Can You Do to Prevent Property Damage?
Prevention is key to avoiding property damage in your rental. While you may think that the responsibility to keep the rental free of damage falls on your tenant, you can do plenty of things as an owner to prevent damages. For instance, it’s important to set clear boundaries and specific rules in your lease to let tenants know what they can and can’t do in your property.
Here are some tips for preventing property damage in your rental.
- Tenant Screening- One of the first (and most important) things you can do to protect your rental from tenant damage is screening each applicant thoroughly. You’ll want to ensure that your tenant is responsible and willing to care for your property.
- Strong Lease Agreement- Your lease is essentially your property’s rulebook. If you don’t want tenants painting the walls or making significant changes, include your expectations in the lease. That way, they know what they’re responsible for and can be held accountable if they cause damage.
- Regular Inspections- Regular inspections are crucial to ensure your property is well-maintained before, during, and after a tenancy. Additionally, they can help identify potential issues before they become larger ones.
- Adequate Insurance- It’s wise to get comprehensive landlord insurance coverage for rental properties. This coverage can provide financial protection in case of damages caused by natural disasters, accidents, or other circumstances.
- Prompt Maintenance- Addressing maintenance requests or concerns right away is another way to prevent property damage. With that, you’ll want to encourage all tenants to report maintenance issues immediately.
Protect Your Rentals With Property Management
Knowing how to document property damage in your rental is important. That way, you can protect your investment and hold tenants accountable. Keeping detailed records, taking high-quality photos and videos, and updating inspection reports promptly are crucial.
If you’re looking for a property management company to help complete inspections and keep properties in top-notch shape, contact PPM. Professional Property Management in Northern Virginia can help keep your rentals well-maintained and your tenants happy. Learn more about how we can help your rental business today!