Document interactions with tenants.  Landlord’s should keep a file on each tenant that includes any correspondence, requests and complaints from the tenant, particularly complaints about another tenant and a record of the landlord’s response.  The rental application, lease and correspondence from the landlord, including notices of rent increase and copies of inspection notices, should also be placed in the tenant’s file.  Using forms that are mandatory under the Residential Tenancy Act of your respective province or state gives tenants confidence that the landlord is complying with legislation.

It is important to over communicate.  This is the tenant’s home – their safe space – their sanctuary.  If there is an upcoming event that will affect the tenant’s daily routine make sure to talk to them and record the interaction.  Take a personal interest in how they are experiencing their living environment.  Check in with them and you might learn things that they were too busy to mention otherwise like a slow drip under the sink, a simmering conflict between tenants, or even concern about vandalism and theft.  Visiting in a casual way helps the tenant feel ownership in their space and provides landlords with the information necessary to care for their property and people.

Document Interactions
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