The tenant list: Efficient management and evaluation of tenants

A tenant list is an indispensable part of professional property management. It is used to document the tenants in one or more properties and enables comprehensive management and evaluation of tenancies. A complete and up-to-date tenant list forms the basis for the effective management of rental properties.

What is a tenant list?

A tenant list is a list of all tenants who live in a property or several properties owned by one owner. It contains important information about the tenancies and the rental properties. A comprehensive tenant list is important to maintain an overview of the current tenant and rental relationships and to ensure orderly management.

What information belongs in a tenant list?

  1. Tenant's name: Full name of each person occupying the rental property.
  2. Contact details of the tenants: Telephone numbers, e-mail addresses and possibly postal addresses.
  3. Start of tenancy: The date on which the tenancy agreement began.
  4. Duration of the tenancy: Details of the term of the tenancy agreement, including the end date, if applicable.
  5. Tenancy agreement details: Important conditions of the tenancy agreement, such as notice periods, regulations on pets, smoking/non-smoking clauses, etc.
  6. Details of the rental property: Address and exact description of the rental property, including the area in square meters (sqm) and the number of rooms.
  7. Rental price: The monthly rental amount and details of the payment method and due date.
  8. Service charges: Detailed list of all additional costs, e.g. operating costs, heating costs, water, refuse collection, etc.
  9. Deposit: Amount of the deposit paid and conditions for repayment.
  10. Condition of the rental property on moving in: Documentation of the condition of the property at the start of the tenancy, ideally with photos or a handover report.
  11. Current changes in condition: Records of changes or damage to the rental property during the rental period.
  12. Payment history: Records of all rent and service charge payments made.
  13. Special agreements or notes: Any additional agreements or special conditions that are relevant to the tenancy.

Why is it important to update the tenant list regularly?

Continuously updating the tenant list is a crucial aspect of property management to ensure the accuracy and relevance of the data collected. This regular maintenance of the list ensures that all information on tenancies and rental properties is always up to date.

  1. New tenants: Each time a new tenant moves in, their details such as name, contact details, rental start date and contract terms must be added to the list.
  2. Terminations: If a tenant gives notice or moves out, it is important to note this in the list. This includes the date of termination and the move-out date.
  3. Changes to the rental conditions: If the conditions of a rental agreement change - for example, changes to the rental price, ancillary costs or other contractual conditions - these changes must be reflected immediately in the list.
  4. Adjustments to rental properties: Changes to the condition or characteristics of a rental property, such as renovations or conversions, should also be entered promptly.

How does an efficient tenant list have a positive impact on property management?

An efficient tenant list enables targeted management of rental properties and tenancies. It facilitates the monitoring of incoming payments, the planning of maintenance measures and the valuation of rental properties as part of a property valuation. A well thought-out list is therefore an important tool for managing rental apartments or other rented properties.

How do you create a tenant list?

Creating an efficient tenant list is a process that requires thorough planning and clear structuring. In order to design such a list effectively, a few important steps and considerations are required:

  1. Use of templates and tools: The use of templates and specialized software tools can greatly simplify and standardize the list building process. These tools often offer predefined fields and structures that ensure that all relevant information is systematically recorded. They also make it easy to update and maintain the data.
  2. Standardization for clarity: A standardized structure helps to keep the list clear and user-friendly. This means that the same information is included for each tenant in the same order and formatting. A consistent structure makes it easier to find and compare information.
  3. Careful recording of important information: It is crucial that all essential information, regarding tenancies and rental properties, is recorded carefully and completely. Errors or omissions in this data can impair administrative efficiency.
  4. Consideration of data protection aspects: Data protection must be taken into account when handling tenants' personal data. It is important to ensure that data collection and storage complies with the applicable data protection laws.
  5. Regular review and updating: The tenant list should not be regarded as a static document. Regular review and updating is necessary to keep the list current and relevant.

What criteria should be taken into account when assessing tenants?

When evaluating tenants in the tenant list, criteria such as reliability, payment behavior, ability to resolve conflicts and other criteria that make up a positive tenant relationship should be taken into account. This enables a careful and well-founded assessment of tenancies and supports the proper management of rental properties.

How ContractHero helps with tenant lists

ContractHero, the provider of specialized contract management software, offers comprehensive solutions for managing all contracts, including leases. As every tenancy agreement is a legal document at its core, ContractHero can be used effectively to manage these important documents. In addition, the software also enables the creation and maintenance of tenant lists, which is crucial for the organization and monitoring of tenancies. With ContractHero, property managers and owners can manage their tenancy agreements and tenant information in a centralized, secure and efficient manner, contributing to streamlined and professional property management.

The following specific functions of ContractHero illustrate how the software supports the management of tenancies:

  1. Individual field construction kit: This function allows you to create your own individual fields and categories for each property or tenant. For example, in addition to standard information such as the tenant's name and contact details, you can also enter specific details such as pet ownership or smoking status that may be relevant for managing the tenancy.
  2. Automated deadline management: This function can be used to set automatic reminders for upcoming deadlines such as contract extensions, notice periods or rent increases. This helps to avoid missing important deadlines and ensures proactive management of tenancies. Setting up reminders for rent adjustments is particularly useful to ensure compliance with deadlines and legal requirements and to maximize the profitability of properties.
  3. Digital signature: With the integrated electronic signature function, rental agreements can be signed digitally. This simplifies the process of signing and managing contracts, especially in a digitized and paperless office environment.

With ContractHero, you can significantly simplify the creation and management of your tenant list while ensuring compliance, making ContractHero a valuable support.
If you would like to learn more about the possibilities of ContractHero's software, book a free demo with one of our experts now.

Sebastian Wengryn

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