7 Common Tenant Complaints Landlords Often Miss (And How to Fix Them)

Many landlords focus on major repairs and rent collection, but the most common tenant complaints are often quieter communication and management issues that, if unaddressed, damage the landlord-tenant relationship. Based on insights from experienced property managers, the root cause of most frustrations is a lack of clarity and proactive communication. By implementing structured processes and clear expectations, landlords can significantly reduce conflicts and improve tenant retention.

What Are the Most Overlooked Responsibilities in a Rental Agreement?

Tenants frequently struggle to understand where their responsibilities end and the landlord’s begin, particularly regarding minor upkeep like replacing air filters, unclogging drains, or maintaining lawn care. This ambiguity leads to confusion and unnecessary conflict.

“I assumed it was obvious what I handled and what the tenant handled,” says Ana Murta, a landlord and marketing manager with four years of experience. “Turns out, nothing’s obvious when you’re renting someone else’s home.”

Solution: Create a detailed move-in guide and customize your lease agreement to explicitly outline all responsibilities for both parties. This small investment of time provides clarity and reduces back-and-forth communication.

Why Does Communication Breakdown Occur After a Maintenance Request?

A tenant reports a broken appliance, and the landlord immediately calls a repair service. However, if the tenant receives no confirmation or update, they are left assuming nothing is happening. This communication gap erodes trust.

“I’d already called a repair service, but I never told the tenant. They followed up twice, thinking I hadn’t done anything,” recalls Matt Eatherton, a former hands-on landlord.

Solution: Acknowledge every maintenance request immediately. Use maintenance tracking software to confirm receipt and provide brief updates, even if it's just to share the scheduled service date.

How Can Inconsistent Management Processes Create Distrust?

Scattered communication channels, informal payment methods, and ad-hoc paperwork can make a rental operation seem unprofessional, causing tenants to question if things are being handled correctly. Murta admits to once using a combination of texts, online docs, and emails, which led to confusion.

Solution: Adopt a centralized system. Rental property management software streamlines leasing, rent collection, and communication into one platform. “It was clear that I needed to manage my unit more professionally, even if I only have one, to save time and avoid headaches,” Murta states.

What Simple Step Prevents Post-Move-In Disengagement?

Landlords are often highly engaged during the leasing process but may become less visible afterward. This can lead to small issues festering. Eatherton now schedules a simple check-in one week after move-in.

“It’s a short message—just asking if anything isn’t working the way they expected. But it shows you’re still present and paying attention,” he says. This proactive gesture sets a positive tone for the tenancy.

How Should Landlords Communicate Rent Increases or Fees?

Surprise charges, even small ones, can blindside tenants and create resentment. Murta learned this when presenting a rent increase she assumed was expected. “Because it wasn’t communicated clearly, the tenant felt blindsided,” she shares.

Solution: Provide ample notice for any changes. Utilize automatic lease-end reminders to communicate rent increases or policy changes well in advance, giving tenants sufficient time to adjust.

Can a Personal Touch Coexist with Professionalism?

While efficient systems are crucial, personal gestures build lasting goodwill. A holiday card, a friendly check-in, a welcome kit, or a courtesy heads-up before a routine inspection can significantly improve the relationship dynamic.

“Making an effort to treat them as people [versus just tenants] changes the tone of the relationship,” Murta notes. “It builds goodwill for the moments that do get tense.”

The most effective strategy for minimizing tenant complaints is a combination of professional systems and human empathy. Start by auditing your current lease agreement for clarity, implement a centralized communication platform, and schedule proactive tenant check-ins. These steps foster a transparent, respectful, and long-term rental relationship.