In this article, we will discuss the steps a landlord needs to take to de-escalate the situation, how to maintain professional boundaries, how to work with your tenant, resources you can provide your tenant with, and, if that fails, file a failure to pay rent case in Maryland.
The situation: One of the worst nightmares a landlord can face. You have a residential rental property, and the tenant has not paid rent. Now what do you do? Landlords need to know their rights and responsibilities when it comes to collecting rent. Failure to pay rent is a serious issue that must be handled with care and to the letter of the law. If you are angry or frustrated, you can make mistakes that undermine your ability to resolve the issue. That said, it is essential to remember that you are in business and that a landlord-tenant relationship is not personal; it’s business. Let’s Dive In!
De-escalation Techniques for Landlords: Mastering Dispute Resolution
As a landlord, you will occasionally encounter dispute situations with your tenants. Although we focus on late rent payments in this article, you can also utilize these strategies for other issues, including property maintenance, unauthorized occupants, or noise complaints; The list is endless. Conflicts are stressful and time-consuming. However, by employing de-escalation techniques, you can effectively resolve disputes and maintain a positive relationship with your tenants. Let us explore some tried-and-tested de-escalation techniques to resolve landlord-tenant conflicts and maintain a harmonious relationship.
1.) Listen Actively
One of the most critical aspects of de-escalation is active listening. Make sure to give your tenant the opportunity to express their concerns without interruption. This helps you understand their perspective and shows respect and empathy.
Tip: Use verbal and non-verbal cues to show you're listening, such as nodding your head, maintaining eye contact, and summarizing their concerns to ensure you've understood them correctly.
2. Stay Calm and Composed
When dealing with disputes, remaining calm and composed is crucial. Avoid raising your voice or using aggressive body language, as this can escalate the situation. Instead, maintain a neutral tone and posture, and focus on resolving the issue at hand.
Tip: Take a few deep breaths before engaging in the conversation to help you stay calm and collected.
3. Use “I” Statements
When discussing the issue, use “I” statements to express your perspective without placing blame on the tenant. For example, instead of saying, “You always pay your rent late,” say, “I’ve noticed that the rent has been coming in late, and I’d like to discuss ways we can ensure timely payments moving forward.”
Tip: Be specific about the issue and avoid generalizing or making accusations.
4. Offer Solutions
Once you’ve both had the opportunity to express your concerns, work together to find a mutually agreeable solution. Offer multiple options and be open to your tenant’s suggestions. This collaborative approach encourages a sense of partnership and fosters a positive relationship between you and your tenant.
Tip: Be flexible and willing to compromise to find a resolution that works for both parties.
5. Follow Up
After a resolution has been reached, follow up with your tenant to ensure the agreed-upon solution is being implemented. This not only demonstrates your commitment to resolving the issue but also helps to prevent future disputes.
Tip: Schedule a follow-up meeting or send a follow-up email to check in on the progress of the agreed-upon solution.
6. Document the Dispute and Resolution
To protect yourself and your tenant, document the dispute and the resolution in writing. This can be helpful in case a similar issue arises in the future or if legal action becomes necessary.
Tip: Keep a record of all communication, including emails, texts, and notes from meetings related to the dispute and its resolution.
Remember, the key to successful dispute resolution is open communication, empathy, and a willingness to work together to find a solution that benefits both parties; this does not mean not enforcing boundaries. Let’s cover that next.
Setting Boundaries: Firm But Fair
As a landlord, striking the right balance between being firm and fair can be challenging. Maintaining a professional relationship with tenants while enforcing rules and regulations is essential for maintaining a tenancy. We will explore how you can set boundaries when dealing with tenants, ensuring your property is well-managed, and tenants feel respected.
Boundaries protect the things that are of value to you. They keep you in alignment with what you have decided you want in life…
Adelyn Birch
1. Establish Clear Rules and Expectations
The first step in setting boundaries is establishing clear rules and expectations for your tenants. This includes outlining responsibilities related to rent payments, property maintenance, and noise levels. Ensure these rules are communicated in writing, such as in the lease agreement, and discussed with tenants before moving in.
Tip: Be transparent about the consequences of breaking the rules, such as late fees for delayed rent payments or warnings for noise complaints.
2. Consistency is Key
Consistency’s essential when enforcing rules and regulations to maintain credibility and fairness. Treat all tenants equally, and avoid making exceptions for specific individuals. Not only is this illegal, but it will also ensure everyone is held to the same standard and prevent feelings of favoritism or discrimination.
Tip: Regularly review your rules and regulations to ensure they remain relevant and applicable to all tenants.
3. Communicate Openly and Professionally
Open and professional communication is crucial when setting boundaries with tenants. Address any issues promptly and respectfully, and be open to feedback from tenants. This helps build trust and mutual respect, making enforcing rules and maintaining a positive landlord-tenant relationship easier.
Tip: Use a variety of communication methods, such as face-to-face meetings, phone calls, emails, and text messages, to ensure tenants feel comfortable discussing any concerns or issues.
4. Be Responsive and Approachable
Being responsive and approachable is essential when dealing with tenants. Make yourself available to address questions or concerns and provide support when needed. This helps build a positive relationship with tenants and encourages them to respect your established rules and regulations.
Tip: Set regular office hours or designate specific times when you're available to meet with tenants, ensuring they know when and how to reach you.
5. Know When to Be Firm
While being fair and approachable is essential, knowing when to be firm is also important. Suppose a tenant repeatedly breaks the rules or disregards your attempts to address an issue. In that case, it’s crucial to take appropriate action, such as issuing a formal warning or even considering eviction in extreme cases.
6. Maintain a Professional Relationship
Lastly, it’s critical to maintain a professional relationship with your tenants. While being friendly and approachable is important, avoid becoming overly involved in tenants’ personal lives or sharing too much about your own. This helps maintain clear boundaries and ensures you can enforce rules and regulations objectively.
Tip: Keep conversations focused on property-related topics and avoid discussing personal matters or engaging in gossip.
Establishing clear rules, maintaining consistency, and communicating openly and professionally can strike the perfect balance between being firm and fair as a landlord.
Crafting A Solution
Now that we have built a solid foundation, we can craft our solution; we discussed de-escalation techniques and setting boundaries; Above, we discussed de-escalation techniques and setting boundaries.
Now we can answer our question: What do I do when my tenant doesn’t pay rent?
Step 1:
Using the strategies in the first section, make contact with your tenant and explain that the rent is late. Remember yelling will not make the situation any better for you or your tenant. Assuming you are able to make contact and have a fruitful conversation, move to step 2.
Tip: Use the phone to make contact whenever possible
Step 2:
Determine when you can expect the rent to be paid along with the late fee. Consider breaking the rent payment into two payments and offering to waive the late fee as an incentive if both payments are made on time. Be sure to discuss your expectations for rent payments moving forward. You can get creative if you need to, however, do not venture too far from your written lease agreement.
Step 3:
Document your solution by emailing your tenant the agreed-upon payment dates, the minutes of your conversation, and expectations moving forward.
Step 4:
If the rent will be paid late, you still need to file an FTPR action. This is part of enforcing boundaries. Also, communicate this fact with your tenant.
Resources for Tenants Who Have Not Paid Rent?
In these challenging times, many people face financial difficulties, making it tough to meet their monthly rent obligations. The good news is that there are resources available to help you get back on track and avoid eviction. Suppose your tenant struggles to keep up with rent or utility payments. In that case, you can offer them the following resources and assistance programs available to Maryland residents behind in rent or utility bills.
1. Maryland Emergency Rental Assistance Program (ERAP)
The Maryland Emergency Rental Assistance Program (ERAP) is a state-funded initiative designed to help tenants who are struggling to pay their rent due to the COVID-19 pandemic. The program provides financial assistance to eligible renters, covering up to 12 months of rent arrears and three months of future rent.
To qualify for ERAP, you must meet the following requirements:
- Be a Maryland resident
- Have a household income at or below 50% of the Area Median Income (AMI)
- Be at risk of eviction or housing instability
- Demonstrate a financial hardship due to the COVID-19 pandemic
To apply for ERAP, visit the Maryland Department of Housing and Community Development website for more information and to find your local administering agency.
- Local Rent Assistance Programs
Many local governments and non-profit organizations in Maryland offer rental assistance programs to help tenants who are behind in rent. These programs may provide financial assistance, legal representation, or mediation services to help resolve disputes between tenants and landlords. Some of the local programs include:
- Baltimore City Community Action Partnership
- Montgomery County Rental Assistance Program
- Prince George’s County Emergency Rental Assistance Program
- Baltimore City RAP Program
To find a local rent assistance program near you, visit the Maryland 211 website and search for rental assistance resources in your area.
- Tenant-Landlord Mediation Services
In some cases, mediation services can help resolve disputes between tenants and landlords without the need for legal action. Mediation involves a neutral third party who helps both parties reach a mutually agreeable solution. In Maryland, some organizations offer free or low-cost mediation services to tenants and landlords, such as:
In Conclusion
Being a landlord is rewarding, and the benefits will outweigh the risks if appropriately mitigated. This all comes down to you and how you handle stressful situations. Are a bit of a hothead? Consider hiring an agency to handle your rental property.
Incorporate these techniques into your landlord toolbox. In that case, you’ll be better equipped to handle disputes with tenants, set firm boundaries, and provide resources to your tenants in need while maintaining your cash flow.
If you need assistance filing a failure to pay rent case, we are here for you! Get in touch with Baltimore Rent Court Agents LLC today at 410-205-5046.