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What is Lease Management? (+ 4 Tips to Streamline Your Process)

Maybe you just bought another income property and are trying to get your ducks in a row. Or, perhaps you’re just exploring getting into the rental property game. Before you can get started, you need the answer to one simple question: What is lease management and how do you do it well?

But, of course, understanding lease management is only the first piece of the puzzle! If you want to avoid the hassles of traditional leasing and run your rental properties like a pro and turn a profit month after month, you need the right foundation and tactics to help you succeed, both with renters and with your expanding business. Lucky for you, this post has it all! 

We’ll cover the basics of what lease management is and how to establish your process for success. Then, we’ll dive into our essential tips to streamline your process. 

What is Lease Management? 

Before we dive into our tips and tricks, let’s answer the foundational question of this post: what is lease management? 

Lease management is the business and process of overseeing and administering lease agreements. You serve as a bridge between property owners and the tenants renting those properties. 

The role of a lease manager includes tasks like negotiating lease terms and crafting contracts to orchestrating rent collection, coordinating maintenance, and addressing tenant queries. The goal of property management is to streamline rental property operations! You want to optimize occupancy rates, maintain compliance with lease terms, nurture positive tenant relationships, and follow all legal rules and requirements. 

Lease management is far from easy! You may struggle with challenges like struggling to fill vacancies or dealing with renters when they’ve gone delinquent on their payments.  Lack of regular communication with tenants can be a recipe for discontentment, as can neglecting maintenance and repairs. You also need to watch out for challenges like inadequate record-keeping or poor internal processes. 

Effective lease management is about finding ideal renters right from the start, nurturing positive tenant relationships through consistent communication, and establishing partnerships, like tenant screening services, to simplify the leasing process for everyone.

Bearing all this in mind, let’s dive into our top four tips you can use to streamline your lease management processes. 

4 Lease Management Tips to Streamline Your Process 

Tip #1: Implement Robust Tenant Screening Before Leasing 

The easiest way to streamline your lease management processes is to have strong, reliable tenants. To find those strong, reliable tenants, you need a strong tenant screening process! 

Think of tenant screening as the foundation of your communication strategy post-signing. Clear communication, meticulous documentation, and scalable practices come into play in this process stage, setting the stage for a solid lease management journey. 

Related Read: 9 Best Tenant Screening Software Solutions for Fast, Reliable Data

If you want to make your tenant screening process as smooth as possible, you need a strong tenant screening solution! Consider Intellirent as your tenant screening partner. We work with Transunion for reliable credit reports and perform strong background checks to help you quickly approve qualified renters without breaking a sweat — or the bank! Our solution is always free to property managers.

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Tip #2: Have Clear and Detailed Lease Agreements 

Clear-cut lease agreements are a cornerstone of effective lease management. A great lease agreement will leave no room for ambiguity or confusion in its terms and conditions. 

Every detail of your lease agreement matters from rent amount and due dates to security deposit requirements, maintenance responsibilities, and guidelines for pets and noise. Ensuring both parties fully understand the lease agreement before signing helps you minimize misunderstandings and mitigates the risk of future disputes. 

The more meticulous you are upfront in setting up your lease agreements, the smoother your relationship with your renters, and the smoother your lease management journey as a whole!  

Tip #3: Document, Document, Document 

If you want your leasing process to go smoothly, you need to maintain consistent communication with your applicants and renters. One chief point of communication — and, if not handled well, contention — between tenants and lease managers is maintenance. 

Related Read: Tenant Screening Report Sample: How To Read a Tenant Report

Provide various options for channels your renters can use to report maintenance concerns. Consider phone numbers, email addresses, or even an online portal to manage these concerns. Addressing maintenance issues quickly will help you maintain positive relationships with your renters!

Additionally, take steps to document all communications regarding your maintenance work and other essential functions of lease management. Record details like:

  • Contact date
  • Issue reported
  • Action taken
  • Repairs performed
  • Date of completion

If you want to stay ahead of the game, you can conduct regularly scheduled inspections of your properties. These inspections will help you detect and address issues proactively, keeping your renters happy and preventing minor issues from escalating into significant problems.

Tip #4: Make Your Leasing Processes Scalable 

The most significant step you can take in streamlining your leasing process is embracing technology! Using robust software solutions to help with tenant screening, property management, and lease management can make the leasing process smoother for you and your renters, and give you more time to scale your business to more and bigger properties!

Software integration allows you to automate tedious parts of your leasing process. Start with a tenant screening and property listing platform like Intellirent, then integrate additional tools like accounting software for financial management or tenant engagement apps for streamlined communication. 

Platforms like Rent Manager integrate seamlessly with Intellirent, creating a unified solution for tenant screening, lease tracking, rent processing, maintenance coordination, document storage, and financial reporting. When you centralize all your property management activities in a single, digital hub, you can more easily stay organized, access critical information, and automate tedious steps of your processes for speed and accuracy! 

ANSWERED: What is Lease Management? 

Strong lease management isn't just a routine; it's your ticket to success in the rental property market! By implementing a robust lease management process, you steer clear of signing undesirable renters, dodge communication complications, and prevent poor internal processes. Your strategic lease management approach can help you prevent your property management journey from turning into a headache.  

Consider Intellirent your lease management sidekick! Our easy-to-use tool gives you the power to lay an unshakable foundation for a killer leasing process. Picture this: effortlessly crafting listings, spreading your property's charm across major listing sites, sorting through applications, vetting tenants, and more! 

If that's sounding like music to your ears, it's time to make a move. Get your free Intellirent account today and witness firsthand how simplicity and success join hands in your property management adventure. Ready to step up your leasing game? Let’s dive in. 
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