How to Ask Tenants About Repairs Needed: A Modern Guide for Self-Managing Landlords

As a self-managing landlord, you’re juggling a busy schedule—possibly a full-time job, family commitments, and property maintenance all at once. Figuring out how to ask tenants about repairs needed is crucial for preventing minor issues from escalating into costly ordeals. The most efficient, modern way to do it? Texting.

In this blog post, we’ll explore why proactively asking your tenants about repairs is essential, when you should reach out, and which common fixes your tenants might be able to handle themselves.

Why Proactively Asking About Repairs Matters

• Prevent Small Issues From Growing
  A minor leak left unaddressed can lead to mold or even structural damage. By texting tenants and asking about repairs needed on a regular basis, you mitigate risks early.

• Boost Tenant Satisfaction
  Tenants who feel supported and heard are more likely to stay longer, pay rent on time, and treat your property with care. Regular check-ins about potential maintenance needs create a strong landlord-tenant relationship.

• Stay Legally Compliant
  Documenting repair requests and your responses ensures you can prove you’re fulfilling your obligations. Text messages make it easy to time-stamp and record conversations.

When and How Often to Ask Tenants About Repairs

1. Scheduled Intervals: Send a text every quarter or twice a year to touch base.

2. After Extreme Weather: Storms, heatwaves, or freezing temperatures can cause sudden damage—check in promptly.

3. Post-Repair Follow-Ups: After any professional maintenance, follow up to confirm the issue was solved.

4. Prompt Response to Tenant Feedback: If a tenant hints at an issue, follow up with direct questions to ensure nothing is overlooked.

How to Use Texting to Ask Tenants About Repairs Needed

1. Keep It Short and Direct

   • Example: “Hi [Tenant Name], hope you’re doing well! Any maintenance concerns or small fixes needed? Let me know.”

2. Maintain a Friendly Tone

   • Texting is personal and immediate, so use a casual yet respectful approach.

3. Ask Open-Ended Questions

   • Encourage detailed responses: “Is there anything at all in your unit that could use attention or repairs?”

4. Request Clarity

   • If an issue is mentioned, respond quickly with a clarifying question: “Thanks for letting me know about the faucet issue. Which faucet is it, and how severe is the leak?”

5. Set Clear Expectations

   • Provide a general timeline for repair responses: “I’ll arrange a service call or guide you through a quick fix within the next 24 hours.”

Common Tenant-Friendly Repairs That Don’t Need a Contractor

While you should address major repairs promptly and professionally, there are minor issues that tenants can safely handle on their own—often saving time and money for everyone involved. Here are some typical examples:

1. Changing Light Bulbs

   • This is a simple, everyday task. Tenants usually have no trouble swapping a bulb, though they might appreciate a quick reminder about the correct bulb wattage or type.

2. Resetting a Tripped Breaker

   • Power outages or overloaded circuits can cause breakers to trip. Sending a short text with instructions—like turning off high-energy appliances and flipping the breaker switch back on—can solve the problem without an electrician’s visit.

3. Unclogging a Minor Drain Blockage

   • Hair or food debris often causes slow drains. Tenants can use a simple drain snake or mild drain cleaner (if allowed by local rules and your lease agreement) to clear it. Provide them with recommended products or methods to avoid damage to pipes.

4. Replacing Air Filters

   • Clean air filters keep HVAC systems efficient and reduce utility bills. If the filter is easily accessible, show your tenants how to remove the old one and insert a new filter of the correct size.

5. Tightening Loose Handles and Knobs

   • Loose cabinet or door handles can sometimes be resolved with a screwdriver. A short instructional text or link to a quick YouTube tutorial can empower tenants to fix these small annoyances.

6. Resetting a Garbage Disposal

   • Garbage disposals often have a reset button at the bottom. Walk tenants through the process via text, reminding them to power off the unit before checking for clogs or pressing reset.

7. Sealing Small Drafts

   • A minor draft around a window or door can sometimes be fixed with a simple strip of weatherstripping. Remind tenants to let you know if the draft persists or if there’s visible damage that requires a professional solution.

Tips for Guiding Tenants on DIY Repairs

• Provide Clear Instructions: Send step-by-step texts or links to how-to videos.

• Emphasize Safety: Advise tenants to avoid any repair that could potentially cause harm, such as electrical work beyond flipping a breaker.

• Offer Support: Encourage tenants to text you if they are uncertain or if the issue persists after they’ve tried to fix it.

• Establish Boundaries: Clarify which repairs are the tenant’s responsibility (if your local regulations and lease terms permit) and which require professional attention.

In Conclusion

Knowing how to ask tenants about repairs needed isn’t just about preventing big problems—it’s about fostering open communication, reducing unnecessary contractor calls, and building a solid landlord-tenant relationship. By reaching out proactively and guiding your tenants through simple, safe fixes, you’ll keep your property in top shape while saving time and money.

Ready to take the next step?
Text your tenants today and find out if there are any small maintenance tasks that need attention—before they become major issues. The best approach is an ongoing dialogue rooted in respect, clarity, and convenience—making life easier for both you and your renters.