Policies, Procedures, and House Rules (Phase 1C)

Written By Brian Piechocki

Consistent policies, procedures, and house rules protect tenants and the landlord while preventing unnecessary confusion. They also help tenants understand exactly what is expected from them from the start. While many of these items will appear in your lease, this step is about defining how you will operate as a landlord. Think of this as your landlord playbook that you will follow and use to enforce rules consistently.

1.     Policies

Policies are the foundation for consistent decision making and fair treatment. Carefully designed policies will help you stay compliant with landlord tenant laws and avoid emotional decisions.

Examples include:

  • Rent Collection: Due date, acceptable payment methods, grace period if any, and late fees

  • Pets: if they are allowed, permitted types, deposits and/or pet rent, cleaning fees

  • Smoking and Vaping: whether it is permitted inside, outside, or not at all and the consequences for violations

  • Maintenance Responsibility: define what the tenant is responsible for (e.g. replacing light bulbs and air filters) versus what you will handle.

  • Guests and Occupancy: how long are guests permitted to stay before they are consider occupants

  • Parking: assigned spots, towing policies, restrictions on inoperable cars

Your policies will keep your business running smoothly and your rental relationships professional.

2.     Procedures

Your procedures are the systems that produce consistent, positive outcomes. They are repeatable steps that streamline decisions and tame the chaos.

Examples include:

  • Tenant Communication

  • Maintenance Requests

  • Move-In and Move-out

  • Rent Collection

  • Emergency Response

  • Record Keeping

Procedures save time and eliminate unnecessary stress.

3.     House Rules

House rules are property specific. They clarify how tenants share space, maintain the home’s appearance, and respect the property.

Examples include:

  • Trash and Recycling

  • Lawn Care & Exterior Maintenance

  • Shared Spaces

  • Pet Etiquette

  • Home Appearance

  • Utilities & Appliances

Policies, procedures, and house rules are the backbone of self-management. They protect your property, guide your decisions, and make sure tenants always know where they stand. You can — and should — include the most critical items in your lease but defining them early gives you a professional framework to manage with confidence and consistency.

When your tenants know the expectations, your property runs smoother, your income stays stable, and your stress level stays low.

Brian Piechocki
Next

Setting Market Rent (Phase 1B)