Long-Distance Landlording: 6 Tips to Manage Rentals Like a Pro

Long-distance landlording is becoming increasingly common as many landlords are opting to invest in properties that are outside of their local area.

While the idea of earning passive income from afar sounds appealing, long-distance rental property management isn’t just about collecting rent checks while you kick back and relax. You still have to stay on top of property maintenance, deal with tenant issues, and tackle unexpected repairs, all of which can be a lot harder to manage when you’re miles away. 

But don’t worry, because with the right strategies and careful planning, you can overcome the hurdles and keep your properties running smoothly. If you’re a long-distance landlord or on the verge of becoming one, keep reading for our six expert tips to help you manage your rental properties from just about anywhere.

How to Manage Rental Properties Remotely: 6 Expert Tips for Long-Distance Landlords

Here are six essential tips to help you successfully manage property from a distance:

1. Let Go of Micromanagement: The Key to Stress-Free Remote Property Management

Managing a rental that’s not within driving distance can feel intimidating. You’re not nearby to see what’s happening, and the thought of something going wrong might keep you up at night. Some landlords might try to compensate by micromanaging every detail such as obsessing over whether the lawn was mowed perfectly or double-checking every minor repair. However, micromanaging often does more harm than good. It adds unnecessary stress, slows down decision-making, and can even frustrate the people you rely on to keep things running. The good news is that you can change that with a mindset shift.

Stepping into the role of a long-distance landlord gives you a fresh perspective. This means having a big-picture approach. Is rent being paid on time? Are your tenants satisfied? Is your property taken care of? Are you taking the next steps to grow your rental portfolio? This change in thinking not only reduces your stress, but also helps you trust your systems and team to handle the details.

Things can go wrong, it comes with the job. So let’s shift your thinking! Can’t be there to fix it? Delegate to someone who can. Instead of panicking, ask yourself, “Who can I rely on to handle this?” A successful long-distance landlord should be able to delegate and trust others. When you adopt this mindset, you’ll feel more in control, even from hundreds of miles away.

2. Build a Reliable Local Team to Handle Day-to-Day Operations

When you’re managing a property from far away, a solid local support team is one of the keys to success. This team can keep things running when you’re not around, which means fewer surprises and smoother operations, and when problems do come up, you’ll know exactly who to call. The right network can mean the difference between peace of mind and sleepless nights, so be sure to find people you can trust to take care of your investment as you would yourself.

Your local team should include the following people to help improve your chances of success:

• Property Managers

A skilled property manager is the cornerstone of your team. Their duties typically include, but aren’t limited to, helping to keep your rental is occupied, collecting rent in a timely manner, and keeping your property in top shape. Not all property managers work the same way, so it’s important to find a reliable, experienced professional who understands your needs. 

Here are a few questions you might want to ask a prospective property manager:

• How do you communicate with landlords?

• What’s your process for handling maintenance requests?

• Can you share references from other landlords?

See more tips on finding a property manager in our Ultimate Guide to Finding a Good Property Manager.

• Local Contractors

Plumbing issues, electrical repairs, and HVAC breakdowns are inevitable when you own a rental home. Having reliable contractors on speed dial means you’ve got these issues covered during an emergency. Seek recommendations from other landlords or property managers, check reviews, and consider trying them out on smaller jobs first to see if they’re a good fit.

• Legal Professionals

Landlord-tenant laws can vary drastically from one state (or even city) to another. An experienced attorney can help you avoid many legal mistakes that could hurt your investment. A local attorney can help you with lease agreements, evictions, and navigating tricky legal situations. They can also keep you updated on new laws or regulations that might affect your property and how you run it.

Building a trustworthy team doesn’t happen overnight. But once it’s in place, you’ll feel lighter knowing that your property is in good hands. You can start your search by checking out local real estate forums or joining landlord groups on social media. If you already have a property manager, they likely have a network of contractors and legal experts you can tap into, and in many cases, might even be able to handle these issues for you.

3. Find Responsible Tenants and Maintain Strong Relationships

Great tenants are worth their weight in gold for any landlord, but even more so for long-distance landlords. Responsible tenants will take care of your property like it’s their own, helping to save you from costly repairs and constant worry. They also pay rent on time and respect the rental agreement.

An airtight screening process is non-negotiable and can serve as your first line of defense against potential issues. Verify income, run background and credit checks, and check references before accepting a tenant. Skipping this step or rushing the process could lead to tenants who aren’t qualified, and potential complications in the future.

Once you’ve found the right tenants, don’t disappear. A strong landlord-tenant relationship can help to encourage them to stay longer and treat your property with care. Here are some things you can do to maintain a good relationship with your tenants.

• Be Responsive

When tenants feel heard, they’re more likely to feel valued and stick around. Make it easy for them to report problems, and prioritize handling problems quickly, even if you’re not directly involved. Prompt communication builds trust and shows tenants that their comfort and concerns matter. If you work with a property manager, ensure they follow the same standard for responsiveness.

• Stay Professional and Consistent

Communicate clearly and stick to the lease terms. Tenants appreciate landlords who are fair and consistent in their approach.

• Show Appreciation

Simple gestures, like a thank-you note, a small gift, or a rent discount for lease renewals, show that you value your tenants.

• Address Absentee Concerns

Tenants might worry about having a landlord who isn’t local. Ease their concerns by explaining how issues will be handled and introducing them to your trusted property manager or contractors. Clear systems for communication and maintenance show them that distance won’t affect their experience.

4. Stay Ahead with Preventative Maintenance and Regular Inspections

It’s easy to overlook the small things when you’re not on-site, but letting maintenance slip through the cracks can invite trouble down the line. Ignoring regular upkeep can lead to expensive emergency repairs, upset tenants, or worse, property damage that could be costly to remedy. A good guideline is to not wait until problems appear. Instead, it’s important to be proactive with maintenance, and to stick to a regular schedule that’s designed to help keep your property in great shape. 

Below are some ideas on how to manage maintenance as a long-distance landlord:

• Create a Maintenance Schedule

Creating a simple maintenance schedule helps you keep track of routine tasks. Identifying potential issues during routine maintenance can prolong the life of your property as well as prevent minor issues from spiraling out of control into last-minute repairs.

• Have a Maintenance and Emergency Repair Fund

Unexpected repairs can arise at any time, and it’s good practice to have a financial cushion to fall back on. Be sure to budget and set aside funds for both routine maintenance and surprise emergencies. Without a safety net, you risk scrambling for money at the worst possible time, or worse, neglecting repairs altogether.

• Do Professional Property Inspections

A professional property inspection every so often is a smart way to stay ahead of potential problems. A certified home inspector can spot red flags you might miss so that you can tackle them early. Small problems like water leaks, roof damage, or foundation cracks could go unnoticed until they’ve caused significant damage. Schedule inspections at least once a year, or whenever there’s a change in tenants. A proactive approach to property care might seem like an extra step, but it’s far less costly than dealing with the fallout of neglect.

Want to learn more? Check out this article: The Importance of Regular Property Inspections: Identifying and Preventing Issues, for a deeper look. 

5. Stay Organized

As a long-distance landlord, it’s important to acknowledge that things won’t always run perfectly. Unexpected issues will come up from time to time, and that’s okay. You can minimize problems and deal with challenges efficiently by staying organized and setting realistic expectations.

Here are some tips for staying organized as a landlord:

• Create a Property Management Checklist

A checklist helps you stay on track with all the tasks that come with managing a property. From rent collection to maintenance requests, having a clear list will help to ensure nothing slips through the cracks. This simple approach can keep you focused and streamline your responsibilities. Of course, if you’ve outsourced your rental management to a property manager, this is one task that you’ll be able to forgo.

• Keep Digital Records

In today’s digital world, there’s no need for stacks of paper. Keep everything organized by storing documents like leases, maintenance logs, and tenant communication in one accessible place. Cloud storage is a great way to keep backup copies of documents and allows you to access your files anytime, anywhere.

• Schedule Performance Reviews

Don’t let your property portfolio run on autopilot. Schedule regular check-ins to review the performance of each property. This will help you stay informed about expenses, tenant satisfaction, and any maintenance issues that need attention.

Apps can be lifesavers when managing rentals remotely. Check out these 9 Essential Apps for Landlords to Easily Manage Rentals.

6. Protect Your Investment with the Right Insurance Coverage

When you’re managing rental properties remotely, insurance becomes a must-have. Landlord insurance can help to protect you against property damage from storms, fires, or even vandalism. You could be stuck footing the entire bill for repairs if your property isn’t insured. It also covers liability if a tenant gets injured in your property and decides to sue. It’s vital to ensure that your insurance is comprehensive enough to protect your investment. Aaron Letzeiser, co-founder of Obie Insurance, shared with Nasdaq the importance of proper coverage, saying, “If you’re going to pay for insurance, make sure you’re properly covering the property. I’ve seen instances where a person is so undercovered that there’s not enough to replace the property.”

That said, landlord insurance only goes so far. It doesn’t typically extend to cover your tenant’s personal belongings or certain liabilities. That’s where tenant insurance comes in. While tenant insurance isn’t your responsibility, it’s a good idea to encourage your tenants to get it. If your tenants are insured, it can help avoid disputes and keep the peace. Having both types of insurance gives you peace of mind knowing your property is protected and that your tenants are covered, too.

Common Questions About Managing Rental Properties Remotely

1. Q: How can I find a good property manager for my rental?

   A: When hiring a property manager, ask about their experience, fees, communication methods, and maintenance handling process. Check online reviews, request references from other landlords, and ensure they have knowledge of local rental laws. A good property manager should provide transparency, reliability, and proactive support.

2. Q: How do I ensure my tenants take care of my property when I’m not nearby?

   A: Start with a thorough tenant screening process, including credit checks, background checks, and rental history verification. Set clear expectations in the lease, maintain regular communication, and schedule periodic property inspections to ensure your investment stays in great shape.

3. Q: How often should I inspect my rental property if I live far away?

   A: Aim for at least one professional inspection per year or whenever there is a change in tenants. Regular virtual check-ins and routine maintenance visits by a local property manager or trusted contractor can also help you stay informed about the property's condition.

4. Q: How do I manage a rental property remotely?

   A: Managing a rental property remotely requires building a reliable local team, using property management software, and setting up a system for maintenance and tenant communication. Hiring a property manager can also help with rent collection, repairs, and tenant management while you oversee everything from afar.

Key Takeaways for Long-Distance Landlords

You don’t have to be local to be an effective landlord. What matters is how you handle the distance. The key is to stay organized, build a strong local team, and trust the systems you put in place. Put tools, people, and systems in place who can help, and don’t be afraid to adjust your approach as you go. Every problem has a solution, and with a little preparation and the right mindset, you can run your rental property confidently from anywhere.

Whether you’re miles away or just looking for extra support, Renters Warehouse offers 24/7 hassle-free property management. Let us take care of the day-to-day while you focus on growing your rental investments. Get started today with your FREE rental price analysis and see how we can help.