What's One Process Every New Landlord Should Put in Place Immediately?

Question

If you could give one operational tip to someone buying their first rental, what would it be?

Dan H. · Answer

There are a lot of potential fine answers but I will say regular unit inspections. Start with at least twice annual inspections. If the tenant seems to be taking good care of the place, you can transition to annual inspections.

One poor tenant that is rough on the unit can result in damages that consume years of return.

Good luck

One poor tenant that is rough on the unit can result in damages that consume years of return.

Good luck

Jonathan Greer · Answer

For me, it starts with a technology-enabled screening and background check process.

The quality of your residents has a bigger impact on your investment than almost anything else. A consistent screening process helps reduce risk, removes emotion from decision-making, and saves countless headaches down the road.

I've seen firsthand how leveraging technology to standardize screening and leasing creates better outcomes for both owners and residents.

Always happy to connect and collaborate with landlords and investors—there's something to learn from every approach.

Jim Johnson · Answer

If I could only recommend one thing, it would be to document your process instead of relying on memory.

It doesn't have to be complicated. Just to create a simple, repeatable workflow for things like a maintenance requests, rent collection, lease renewals, and tenant communication.

Early on, it's easy to remember everything because there's only one property. But once you add another unit or two, small details start slipping through the cracks.

I've found that good systems don't just save time—they reduce stress and help you make more consistent decisions. The sooner you build those habits, the easier it is to grow without feeling like every new property adds twice the workload.

Mohammed Rahman · Answer

One process I'd put in place immediately is a preventative maintenance schedule.

It's easy to focus on collecting rent and filling vacancies, but staying ahead of routine maintenance can save you thousands over time. Create a calendar for things like HVAC servicing, gutter cleaning, smoke detector checks, plumbing inspections, and seasonal maintenance. Small issues are almost always cheaper to fix before they become major repairs.

It also helps build trust with tenants because they see you're proactive about taking care of the property.

Christian Grosskopf · Answer

I'll echo some of what has already been mentioned...have a system and document everything. A simple excel or google sheet is a great place to start when you're only managing a few properties. At the end of the month, I simply track the money that came in and the money that went out. I also have a 'notes' section where I can make note of and date anything that comes up such as late payments, tenant complaints, tenant isn't cutting the grass, etc. It's always good to have a paper trail.

Ed Barone · Answer

HI TraceyMy answer would be Build a scalable operating system, not just a rental business.

Every recurring task should have a repeatable process. Leasing, maintenance, rent collection, inspections, renewals, and move-outs should all happen the same way every time and ideally in one platform so you don't have to jump in and out of software platforms.  Essentially one source of truth for your rental business.

The goal isn't to become better at putting out fires. It's to build a business where there are fewer fires to put out.Good luck.  Hope to see you at BPCON in Orlando!Ed

Drew Sygit · Answer

Build systems.

Too many newbies don't track payments, maintenance, evictions, etc.

Before they know it, they're drowning.

Layf Van Der Merwe · Answer

Hi Tracy!Since inspections, screening, and maintenance were already covered, I’d add a simple monthly reconciliation process from day one.Treat each property like a small business and close it out every month: rent received, unpaid balances, late fees, repairs, invoices, security deposit notes, and anything that still needs follow-up.A lot of new landlords don’t realize their records are messy until tax time, a tenant disputes a balance, or they need to make a bigger decision on the property. It’s much easier to build that habit with one unit than try to clean it up once you have five.

Alec Golini · Answer

For me, it's definitely tenant screening processes.

When we first jumped into self-managing, we were focused on finding a tenant quickly and keeping vacancy low. But, we've found it's been much more important to have a clearly defined screening process you follow every single time.

Before you list the property, decide what your standards are. Income requirements, credit expectations, employment history, rent-to-income ration, background checks, pet policy, etc. Then apply that consistently to all applicants.

From there, our process looks like this:1. List unit2. Send interested tenants a 10-question prequalification survey3. If initial responses look good, invite to tour the property4. Send application invite immediately following the tour

Standardizing this process has made things super smooth and allows us to easier identify the qualified tenants for our properties. Also helps to eliminate headaches down the road.

Gibran Ramia · Answer

The tenant file. One folder per tenant, started the day they apply, and nothing about that tenancy ever lives anywhere else. Application and screening results, the signed lease, the move-in condition report with photos, every notice, every repair request, and a one-line note every time you agree to anything verbally. "Spoke 3/14, agreed to prorate the 15th to the 31st." Thirty seconds of typing.

What's One Process Every New Landlord Should Put in Place Immediately?

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