5 Tips for a Strong Landlord-Tenant Relationship

A good landlord-tenant relationship thrives on clear communication, mutual respect, and reliability. Landlords should be responsive to maintenance requests, respectful of a tenant’s privacy, and transparent about policies or changes. Tenants, in turn, should pay rent on time, communicate issues promptly, and take reasonable care of the property. Establishing a clear lease agreement, conducting regular (but not intrusive) inspections, and maintaining professional yet friendly communication can help build trust and reduce conflicts, creating a more positive experience for both parties.

If you’re looking to nurture a partnership that benefits everyone, here are some practical tips for creating and maintaining a strong landlord-tenant relationship. 

1. Sign a lease agreement

Outlining expectations and responsibilities from the get-go leaves little room for misunderstandings down the line. 

For landlords, this means ensuring your lease agreement is thorough and easy to understand. Clearly define policies on things like maintenance responsibilities, rent payment methods, pet rules, and utility obligations. For tenants, carefully review the lease and ask questions if something is unclear. Knowing your role in maintaining the property and paying rent consistently sets the tone for a responsible partnership. 

The more transparent both parties are, the smoother the rental experience becomes. 

Deposit reimbursement

Among recent renters who relocated from a previous rental, approximately 40% said they received their full security deposit back. Around 18% reported getting most of it back, while 9% received only a portion. Another 24% indicated they did not get any of their deposit returned, and 9% stated they hadn’t paid a deposit at their prior rental.

Maintaining the rental property

While your landlord is responsible for making sure the rental meets habitability standards and is free of major hazards, you are responsible for taking good care of the property while living there. This means following your lease agreement terms, and notifying your landlords of any issues promptly. 

2. Communicate clearly (and in writing) 

Strong communication is the backbone of a positive landlord-tenant relationship. Whether it’s reporting a maintenance issue, discussing lease adjustments, or addressing concerns, both parties should prioritize clear and respectful communication. 

Whenever possible, put key communications in writing. Emails or text messages serve as a helpful record if you need to reference prior discussions. For landlords, strive to respond promptly and provide updates on the next steps. Tenants can show appreciation by being concise and respectful in their requests. 

Clear communication ensures all parties are on the same page and helps prevent potential disputes later on.

Security concerns

If you have a security concern, promptly inform your landlord in writing, clearly explaining the issue — such as broken locks, poor lighting, or unauthorized access — and how it affects your safety. Request a timely resolution and suggest possible solutions if appropriate. Keeping the tone respectful and focused on safety helps encourage a quick and cooperative response.

Breaking a lease

To ask your landlord to break the lease, send a respectful written request explaining your reason for needing to leave early, such as a job relocation or personal emergency. Offer to help find a replacement tenant, if possible. Express appreciation for their understanding and willingness to work with you on a solution.

Once you've mutually agreed to a lease-breaking plan with your landlord, start applying for new rentals online with Zillow.

Reporting a noisy neighbor

If you're dealing with a noisy neighbor, reach out to your landlord with a polite message explaining the nature of the noise, when it occurs, and how it's affecting your peace and quiet. Mention any efforts you've made to resolve it directly, if applicable. Request their help in addressing the issue to maintain a comfortable living environment.

Negotiating lower rent

To negotiate lower rent, research comparable rental prices in the area to support your request. Highlight your strengths as a tenant, like as a stable income, good credit, or a history of on-time payments. Politely ask the landlord if they're open to reducing the rent or offering concessions like free parking or utilities.

3. Respect each other’s boundaries 

A rental property may be a landlord’s investment, but for tenants, it's home. Respect is paramount in building mutual trust and comfort. When both sides practice mutual respect, the relationship becomes less transactional and far more collaborative.

Receiving proper notice before entry

Landlords, by law, should honor a tenant’s privacy and provide proper notice before entering the property. This includes when doing an inspection, making a repair, or showing the unit to potential tenants, buyers or appraisers. In many states, landlords are required to give 24 to 48 hours’ notice before entering for repairs, inspections, or showings. 

Giving notice

When leaving an apartment, review your lease to confirm how much notice is required—typically 30 days. Write a formal notice to your landlord stating your move-out date and intent to end the lease. Be sure to deliver it in writing and keep a copy for your records.

Landlords usually can’t move your stuff without following formal procedures, even if you're late moving out. To avoid issues, be sure to leave by the agreed-upon date.

Moving belongings

Begin packing early and label boxes by room to stay organized. Schedule movers or a truck ahead of time to ensure you're out by the required move-out date for proper etiquette for the next renters. Be sure to clean the apartment and return keys to avoid extra charges.

4. Act professionally 

Professional behavior fosters trust and confidence in any relationship, and landlord-tenant dynamics are no exception. 

For landlords, this means treating tenants with courtesy, regardless of personal feelings, and adhering to fair housing laws. Maintaining professionalism also means avoiding emotional reactions during potential conflicts and focusing on solutions. 

For tenants, professionalism can involve presenting yourself as a reliable renter, paying rent on time, and handling disagreements calmly and constructively. By prioritizing fairness and level-headedness, both parties contribute to a healthy, long-term relationship. 

Late rent payments

If you're late on rent, contact your landlord immediately to explain the situation and ask for a short extension or payment plan. Be honest and proactive—landlords are more likely to work with tenants who communicate early. Try to make at least a partial payment if possible to show good faith.

Handling disputes

About 41% of recent renters reported having disagreements with their previous landlord or property manager. The most common issues were related to repairs or maintenance (19%), move-out costs or fees (16%), and responsibility for utilities like electricity, gas, or internet (17%). Tenants can stay ahead of potential conflicts by reviewing lease terms, documenting the unit’s condition, and putting concerns in writing. 

Requesting pet approval

To ask for pet approval, reach out to your landlord with a polite message explaining the type, size, and breed of the pet you’d like to bring into the rental. Offer to provide references, proof of vaccinations, or pay a pet deposit if required. Reassure them that you’ll be responsible for any potential damage and follow all pet-related rules in the lease.

5. Respond promptly 

Timeliness is more than a courtesy; it’s a necessity. Whether it’s responding to maintenance requests or addressing rent concerns, prompt action can prevent small issues from escalating into larger problems. 

For landlords, responding quickly to maintenance concerns demonstrates care for the property and tenant wellbeing, while reinforcing trust. Tenants should also act promptly to communicate issues like a leaky faucet or broken heater rather than letting the problem worsen. 

Similarly, if a landlord or tenant faces changes that may affect the lease agreement (like adding a roommate or financial challenges), timely communication is key to finding workable solutions together. 

Requesting maintenance 

To request maintenance on a rental, contact your landlord or property manager promptly, either by phone, email, or through a tenant portal if available. Clearly describe the issue, include the location in the unit, and, if possible, attach photos to help them assess the problem quickly. Always keep a record of your request in case follow-up is needed.

Adding a roommate

Adding a roommate typically requires approval from your landlord and may involve a lease amendment. Make sure the new roommate meets any rental requirements and understands their responsibilities. Be clear about shared costs, like rent and utilities, to avoid future conflicts.

Benefits of a good landlord-tenant relationship

When landlords and tenants work together with respect and clear communication, the rental experience becomes far more enjoyable and stress-free. By establishing responsibilities early on, maintaining professionalism, and responding to challenges promptly and fairly, you can create an environment of trust and appreciation. 

If you’re getting started as a tenant or landlord and want to ensure everything runs smoothly, take the time to approach your relationship with empathy and collaboration in mind. A little effort today can save both parties headaches tomorrow.