How to Set Clear Expectations with New Tenants: A Landlord’s Guide

Key Takeaways

• Put Expectations in Writing: Clear, written leases and tenant handbooks prevent misunderstandings about rent, repairs, utilities, and house rules, protecting both landlords and tenants under Texas law.
• Communicate and Document Thoroughly: Walkthroughs, repair procedures, rent policies, and any changes or exceptions should be clearly explained and documented to reduce disputes and ensure consistency.
• Consider Professional Support: Hiring a property management company can streamline rent collection, maintenance, inspections, and legal compliance, saving time and reducing risk for landlords.

Did you know that most rental disputes in Texas begin with unclear expectations about repairs, payments, or property rules? Many landlords discover issues only after a tenant has already moved in, and by then problems are harder to resolve. Setting expectations before and during move in helps protect your property and makes tenants more satisfied.

Real Property Management Services put together this article to guide Texas landlords through the practical steps of setting clear expectations with new tenants. 

From drafting leases that comply with Texas Property Code to walking tenants through move-in checklists, this guide will help you avoid confusion and maintain a smooth rental relationship.

Put Everything in Writing

Texas law does not always require a written lease for terms shorter than one year, but using one is strongly recommended. A detailed lease protects both landlord and tenant. 

Make sure your lease covers:

• Rent rules: exact rent amount, due date, grace period (if any), acceptable payment methods, and late fee structure. Texas law requires that late fees be “reasonable” and spelled out in the lease.
• Security deposits: how much is collected, where it is held, and the conditions for return. In Texas, landlords must return the deposit or provide an itemized deduction list within 30 days after the tenant moves out.

• Utilities: specify who pays for water, gas, electricity, and trash. If utilities are shared or sub-metered, explain how charges are calculated.
• Repairs and maintenance: Texas landlords must keep the rental unit in a condition that is safe and habitable. Put in writing which minor repairs are the tenant’s responsibility and how tenants should report major problems.
• House rules: policies on smoking, noise, parking, pets, and guests.

A written lease ensures that both parties are aware of their rights and obligations under Texas law.

Provide a Tenant Handbook

Alongside the lease, prepare a short handbook that summarizes rules in plain language. Tenants can refer to this handbook for quick answers. It can include:

•     Contact numbers for maintenance requests and emergencies.
•     Step by step instructions for paying rent.
•     Trash collection schedules and local city requirements.
•     Clear move out instructions, including cleaning and key return procedures.

This extra resource reduces the number of repeated questions and shows professionalism.

Walk Through the Property at Move In

Before handing over the keys, walk through the unit with the tenant. Use a checklist to document the condition of walls, flooring, appliances, and fixtures. Take date-stamped photos or video, and have both parties sign the checklist. This protects you when it comes time to return the security deposit.

During the walkthrough, show tenants how to operate the HVAC system, water shut-off valve, circuit breaker, and appliances. Point out fire safety features like smoke detectors, which Texas law requires landlords to provide. Explain where to report maintenance issues and the expected timeline for response.

Communicate Repairs and Maintenance Clearly

Under Texas Property Code, landlords are required to make repairs that materially affect the health and safety of ordinary tenants, provided the tenant is current on rent. Make sure tenants understand:

•     How to submit repair requests (email, online portal, or written note).
•     What counts as an emergency, such as gas leaks, flooding, or major HVAC failure.
•     Expected response times for different types of repairs.

Clarify what repairs tenants are responsible for, such as replacing light bulbs, keeping drains clear, and maintaining cleanliness. By setting these expectations up front, you minimize conflict later.

Explain Rent and Renewal Policies

Be specific about rent increases and renewal procedures. While Texas does not cap rent amounts, you must follow the terms of your lease. For month-to-month agreements, you must give at least 30 days’ written notice of a rent increase. For fixed-term leases, explain how much notice you require if tenants plan to renew or move out.

It is also a good practice to restate the consequences of late rent. In Texas, landlords can begin eviction proceedings if rent is unpaid, but must first provide proper notice to vacate (usually three days, unless the lease specifies otherwise).

Be Consistent With Enforcement

Tenants respect landlords who apply rules fairly. If your lease specifies a late fee after a certain date, enforce it consistently. Do not make exceptions for one tenant and not another. Consistency helps avoid claims of unfair treatment and strengthens your position if disputes arise.

Keep copies of all communications with tenants, including notices of lease violations, reminders, and receipts for repairs. Documentation is your best protection in a legal dispute.

Handle Changes and Exceptions in Writing

If you agree to a tenant request, such as adding a pet or extending the payment deadline, document it in writing and attach it to the lease as an addendum. 

Texas courts give weight to written agreements over verbal ones. Written addenda prevent misunderstandings and create a paper trail.

Use Technology and Multiple Channels

Not all tenants prefer the same communication style. Offer at least two ways for tenants to reach you, such as phone and email, or through a tenant portal if you use one. Send important notices by certified mail or electronic delivery methods that provide proof of receipt.

Using technology makes it easier to track rent, repairs, and communication. It also gives tenants confidence that issues will not be lost or overlooked.

Consider Hiring a Property Management Company

Managing rental property in Texas can be time-consuming, especially if you own more than one unit or live outside the area. A property management company can:

• Draft leases that comply with Texas Property Code.
• Collect rent and enforce late fee policies.
• Handle maintenance requests and coordinate licensed contractors.
• Conduct move in and move out inspections with documentation.
• Stay current on local and state rental laws.

For landlords who value time and want to reduce risk, working with a professional manager can save money and stress in the long run.

Bottomline

Setting clear expectations with tenants in Texas requires more than just handing over a lease. It means putting everything in writing, walking tenants through the property, explaining rent and repair procedures, and enforcing rules consistently. 

By being proactive, you reduce disputes, protect your property, and build better relationships with your tenants.

Real Property Management Services can help landlords with every part of this process. From preparing Texas-compliant leases and handbooks to managing rent collection and maintenance, our team ensures your rental runs smoothly. 

If you want to simplify your role as a landlord while protecting your investment, contact Real Property Management Services today to learn how we can support your property management needs.