Ohio Lease Question: Emergency Contact Requirements When Self-Managing Remotely

Drew SygitBusiness Member

Property Manager · Royal Oak, MI · Member since 2012 · 13k+ posts · 9k+ votes

I’m looking for advice from Ohio landlords/property managers who self-manage.

I’m an out-of-state investor and I self-manage remotely using DoorLoop. Tenants submit all maintenance requests through the portal, and I respond within 24–48 hours. I also have a reliable network of local “boots on the ground” contractors (plumber, handyman, HVAC), but I don’t want to list any of them as the official emergency contact in the lease since that network may change over time.

My current lease has a clause that says:

My challenge is: what is the correct way to structure this for Ohio leases?

My ideal tenant process

Non-emergency maintenance: submit request through DoorLoop only
Fire / medical / crime emergencies: call 911 immediately
Water leaks: shut off water if possible, then notify me immediately
HVAC outage / no heat: contact me directly so I can dispatch HVAC

What I’m trying to avoid

Tenants calling random vendors directly
Tenants texting/calling me for minor issues at 2am
Listing a specific contractor as “emergency contact” since they might not be my vendor forever

What I’m asking you all

Does Ohio require a local emergency contact to be listed in the lease?
If not required, what’s the cleanest language to use so tenants understand:
- DoorLoop is for routine maintenance
- 911 is for true emergencies
- certain urgent property emergencies should go through me
Do you have any lease clause examples that have held up well in Ohio?

I want to stay compliant and also make expectations clear.

Appreciate any feedback or language you’d recommend.

Not aware of any state that requires an emergency contact on the lease.

After dealing with MANY "emergency calls" that were NOT emergencies, we implemented a system:
- Tenants calling our main number are directed to an emergency extension where they MUST leave a vm.
- Their vm is converted to text and sent to whoever is on call for us.
- That person then can read the transcript and quickly determine if it's an actual emergency they need to respond to.

Recommend you figure out how to create a similar system with the tools you have:)

[email protected]248-209-6824

Logical Property Management4.9465 Reviews

Website View Page

5 Reply

Steve K.
Realtor · Boulder, CO · Member since 2016 · 3k+ posts · 5k+ votes
6mo
Quote from @Drew Sygit:
Quote from @Remi Oguntoye:

I’m looking for advice from Ohio landlords/property managers who self-manage.

I’m an out-of-state investor and I self-manage remotely using DoorLoop. Tenants submit all maintenance requests through the portal, and I respond within 24–48 hours. I also have a reliable network of local “boots on the ground” contractors (plumber, handyman, HVAC), but I don’t want to list any of them as the official emergency contact in the lease since that network may change over time.

My current lease has a clause that says:

My challenge is: what is the correct way to structure this for Ohio leases?

My ideal tenant process

Non-emergency maintenance: submit request through DoorLoop only

Fire / medical / crime emergencies: call 911 immediately

Water leaks: shut off water if possible, then notify me immediately

HVAC outage / no heat: contact me directly so I can dispatch HVAC

What I’m trying to avoid

Tenants calling random vendors directly

Tenants texting/calling me for minor issues at 2am

Listing a specific contractor as “emergency contact” since they might not be my vendor forever

What I’m asking you all

Does Ohio require a local emergency contact to be listed in the lease?

If not required, what’s the cleanest language to use so tenants understand:

DoorLoop is for routine maintenance

911 is for true emergencies

certain urgent property emergencies should go through me

Do you have any lease clause examples that have held up well in Ohio?

I want to stay compliant and also make expectations clear.

Appreciate any feedback or language you’d recommend.

Not aware of any state that requires an emergency contact on the lease.
After dealing with MANY "emergency calls" that were NOT emergencies, we implemented a system:
- Tenants calling our main number are directed to an emergency extension where they MUST leave a vm.
- Their vm is converted to text and sent to whoever is on call for us.
- That person then can read the transcript and quickly determine if it's an actual emergency they need to respond to.
Recommend you figure out how to create a similar system with the tools you have:)
It’s not a state requirement anywhere that I’m aware of either, but rather a municipal one that is a common ordinance in a lot of cities these days. Looks like Cleveland where OP is located is one of those cities, where it is called a Local Agent In Charge (someone local who can respond to emergences if the owner is not local and able to respond to an emergency. The LAIC can even be held liable… “A LAIC will be held responsible and liable for any issue at the property if the owner of the property refuses to fulfill their duties”): https://www.clevelandohio.gov/sites/clevelandohio/files/Loca...

OP, I just googled this and found several companies that offer this service à la carte. You could also ask your real estate agent if they can do it and if they can’t, I’d reach out to some local PM’s and see if they offer that service for a small fee or perhaps an hourly fee whenever they do occasionally do get that rare emergency call. The liability piece is pretty huge though, I would think anyone taking that on would want to be compensated accordingly.
1 Reply
Drew SygitBusiness Member
Property Manager · Royal Oak, MI · Member since 2012 · 13k+ posts · 9k+ votes
6mo
Quote from @Steve K.:
Quote from @Drew Sygit:

Quote from @Remi Oguntoye:

I’m looking for advice from Ohio landlords/property managers who self-manage.

I’m an out-of-state investor and I self-manage remotely using DoorLoop. Tenants submit all maintenance requests through the portal, and I respond within 24–48 hours. I also have a reliable network of local “boots on the ground” contractors (plumber, handyman, HVAC), but I don’t want to list any of them as the official emergency contact in the lease since that network may change over time.

My current lease has a clause that says:

My challenge is: what is the correct way to structure this for Ohio leases?

My ideal tenant process

Non-emergency maintenance: submit request through DoorLoop only

Fire / medical / crime emergencies: call 911 immediately

Water leaks: shut off water if possible, then notify me immediately

HVAC outage / no heat: contact me directly so I can dispatch HVAC

What I’m trying to avoid

Tenants calling random vendors directly

Tenants texting/calling me for minor issues at 2am

Listing a specific contractor as “emergency contact” since they might not be my vendor forever

What I’m asking you all

Does Ohio require a local emergency contact to be listed in the lease?

If not required, what’s the cleanest language to use so tenants understand:

DoorLoop is for routine maintenance

911 is for true emergencies

certain urgent property emergencies should go through me

Do you have any lease clause examples that have held up well in Ohio?

I want to stay compliant and also make expectations clear.

Appreciate any feedback or language you’d recommend.

Not aware of any state that requires an emergency contact on the lease.
After dealing with MANY "emergency calls" that were NOT emergencies, we implemented a system:
- Tenants calling our main number are directed to an emergency extension where they MUST leave a vm.
- Their vm is converted to text and sent to whoever is on call for us.
- That person then can read the transcript and quickly determine if it's an actual emergency they need to respond to.
Recommend you figure out how to create a similar system with the tools you have:)
It’s not a state requirement anywhere that I’m aware of either, but rather a municipal one that is a common ordinance in a lot of cities these days. Looks like Cleveland where OP is located is one of those cities, where it is called a Local Agent In Charge (someone local who can respond to emergences if the owner is not local and able to respond to an emergency. The LAIC can even be held liable… “A LAIC will be held responsible and liable for any issue at the property if the owner of the property refuses to fulfill their duties”): https://www.clevelandohio.gov/sites/clevelandohio/files/Loca...

OP, I just googled this and found several companies that offer this service à la carte. You could also ask your real estate agent if they can do it and if they can’t, I’d reach out to some local PM’s and see if they offer that service for a small fee or perhaps an hourly fee whenever they do occasionally do get that rare emergency call. The liability piece is pretty huge though, I would think anyone taking that on would want to be compensated accordingly.
Still not a lease requirement.
[email protected]248-209-6824
Logical Property Management4.9465 Reviews
Website View Page
1 Reply
Remi Oguntoye
OP
Investor · Ohio, USA · Member since 2018 · 80 posts · 31 votes
6mo
Quote from @Drew Sygit:
Quote from @Remi Oguntoye:

I’m looking for advice from Ohio landlords/property managers who self-manage.

I’m an out-of-state investor and I self-manage remotely using DoorLoop. Tenants submit all maintenance requests through the portal, and I respond within 24–48 hours. I also have a reliable network of local “boots on the ground” contractors (plumber, handyman, HVAC), but I don’t want to list any of them as the official emergency contact in the lease since that network may change over time.

My current lease has a clause that says:

My challenge is: what is the correct way to structure this for Ohio leases?

My ideal tenant process

Non-emergency maintenance: submit request through DoorLoop only

Fire / medical / crime emergencies: call 911 immediately

Water leaks: shut off water if possible, then notify me immediately

HVAC outage / no heat: contact me directly so I can dispatch HVAC

What I’m trying to avoid

Tenants calling random vendors directly

Tenants texting/calling me for minor issues at 2am

Listing a specific contractor as “emergency contact” since they might not be my vendor forever

What I’m asking you all

Does Ohio require a local emergency contact to be listed in the lease?

If not required, what’s the cleanest language to use so tenants understand:

DoorLoop is for routine maintenance

911 is for true emergencies

certain urgent property emergencies should go through me

Do you have any lease clause examples that have held up well in Ohio?

I want to stay compliant and also make expectations clear.

Appreciate any feedback or language you’d recommend.

Not aware of any state that requires an emergency contact on the lease.
After dealing with MANY "emergency calls" that were NOT emergencies, we implemented a system:
- Tenants calling our main number are directed to an emergency extension where they MUST leave a vm.
- Their vm is converted to text and sent to whoever is on call for us.
- That person then can read the transcript and quickly determine if it's an actual emergency they need to respond to.
Recommend you figure out how to create a similar system with the tools you have:)
Drew,

Love this simple and effective system!
I am going to create something similar. Thank you!
0 Reply
Remi Oguntoye
OP
Investor · Ohio, USA · Member since 2018 · 80 posts · 31 votes
6mo
Quote from @Steve K.:
Quote from @Drew Sygit:

Quote from @Remi Oguntoye:

I’m looking for advice from Ohio landlords/property managers who self-manage.

I’m an out-of-state investor and I self-manage remotely using DoorLoop. Tenants submit all maintenance requests through the portal, and I respond within 24–48 hours. I also have a reliable network of local “boots on the ground” contractors (plumber, handyman, HVAC), but I don’t want to list any of them as the official emergency contact in the lease since that network may change over time.

My current lease has a clause that says:

My challenge is: what is the correct way to structure this for Ohio leases?

My ideal tenant process

Non-emergency maintenance: submit request through DoorLoop only

Fire / medical / crime emergencies: call 911 immediately

Water leaks: shut off water if possible, then notify me immediately

HVAC outage / no heat: contact me directly so I can dispatch HVAC

What I’m trying to avoid

Tenants calling random vendors directly

Tenants texting/calling me for minor issues at 2am

Listing a specific contractor as “emergency contact” since they might not be my vendor forever

What I’m asking you all

Does Ohio require a local emergency contact to be listed in the lease?

If not required, what’s the cleanest language to use so tenants understand:

DoorLoop is for routine maintenance

911 is for true emergencies

certain urgent property emergencies should go through me

Do you have any lease clause examples that have held up well in Ohio?

I want to stay compliant and also make expectations clear.

Appreciate any feedback or language you’d recommend.

Not aware of any state that requires an emergency contact on the lease.
After dealing with MANY "emergency calls" that were NOT emergencies, we implemented a system:
- Tenants calling our main number are directed to an emergency extension where they MUST leave a vm.
- Their vm is converted to text and sent to whoever is on call for us.
- That person then can read the transcript and quickly determine if it's an actual emergency they need to respond to.
Recommend you figure out how to create a similar system with the tools you have:)
It’s not a state requirement anywhere that I’m aware of either, but rather a municipal one that is a common ordinance in a lot of cities these days. Looks like Cleveland where OP is located is one of those cities, where it is called a Local Agent In Charge (someone local who can respond to emergences if the owner is not local and able to respond to an emergency. The LAIC can even be held liable… “A LAIC will be held responsible and liable for any issue at the property if the owner of the property refuses to fulfill their duties”): https://www.clevelandohio.gov/sites/clevelandohio/files/Loca...

OP, I just googled this and found several companies that offer this service à la carte. You could also ask your real estate agent if they can do it and if they can’t, I’d reach out to some local PM’s and see if they offer that service for a small fee or perhaps an hourly fee whenever they do occasionally do get that rare emergency call. The liability piece is pretty huge though, I would think anyone taking that on would want to be compensated accordingly.
Hi Steve,
We do have an agreement with a local agent in my network who's charging us a nominal fee to assist. They aren't going to be on call for emergencies though. My plan is to implement a process like some of the other responders suggested where calls are routed to a special VM, where messages are transcribed and SMS/Emailed to me to be acted upon the next business day as relevant.
In the voicemail, I will remind them that they should call 911 for any emergency (e.g., fire, medical, suspected gas leak, criminal activity, etc).
1 Reply

Bella Ajayi

Rental Property Investor · Maryland · Member since 2026 · 30 posts · 25 votes

6mo

Hi Remi,

I am also a Ohio landlord that self manages too. You do not need to put emergency contact on the lease. Most renters thinks that some things are emergency to them when it really is not. You can say you are available still 6pm for any emergency request by phone/text and doorloop for routine maintenance requests. Or you can put one of your local trusted men/handymen contacts for super-emergency incident on a per year basis or short term basis. Good luck

5 Reply

Remi Oguntoye
OP
Investor · Ohio, USA · Member since 2018 · 80 posts · 31 votes
6mo
Quote from @Bella Ajayi:

Hi Remi,
I am also a Ohio landlord that self manages too. You do not need to put emergency contact on the lease. Most renters thinks that some things are emergency to them when it really is not. You can say you are available still 6pm for any emergency request by phone/text and doorloop for routine maintenance requests. Or you can put one of your local trusted men/handymen contacts for super-emergency incident on a per year basis or short term basis. Good luck

This sounds good. I appreciate the response and will add this language to my lease agreement.

Which markets in Ohio do you invest in??
0 Reply

Samuel DioufBusiness Member

Real Estate Agent · Columbus & Cleveland, OH · Member since 2023 · 1k+ posts · 1k+ votes

6mo

Hey Remi, I see you're investing in Cleveland. One of the most important things when it comes to self managing from out of state is buying in the right locations. After that it's pretty simple, just build a solid network of contractors and a few handyman who can be on-call and you'll be good to go... If you don't want to take calls from tenants and you don't want them to call the vendors than typically you would want to hire a PM or use a management software and create a tenant portal where they can submit tickets that you review.

If you buy in rougher areas and try to self manage, you'll usually end up spending more time and money than if you were to just hire a PM.

[email protected]614-662-1652

Reafco - Samuel Diouf528 Reviews

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1 Reply

Remi Oguntoye
OP
Investor · Ohio, USA · Member since 2018 · 80 posts · 31 votes
6mo
Quote from @Samuel Diouf:

Hey Remi, I see you're investing in Cleveland. One of the most important things when it comes to self managing from out of state is buying in the right locations. After that it's pretty simple, just build a solid network of contractors and a few handyman who can be on-call and you'll be good to go... If you don't want to take calls from tenants and you don't want them to call the vendors than typically you would want to hire a PM or use a management software and create a tenant portal where they can submit tickets that you review.
If you buy in rougher areas and try to self manage, you'll usually end up spending more time and money than if you were to just hire a PM.

Thanks for the reply.
0 Reply

Ohio Lease Question: Emergency Contact Requirements When Self-Managing Remotely

Ohio Lease Question: Emergency Contact Requirements When Self-Managing Remotely

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

Most Popular Reply

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

10 Replies

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

My ideal tenant process

What I’m trying to avoid

What I’m asking you all

My ideal tenant process

What I’m trying to avoid

What I’m asking you all