Summary

January is a good time for landlords to reassess how their rentals are managed. Reviewing tenant communication, lease language, maintenance processes, and insurance coverage can help reduce risk, improve efficiency, and set expectations for the year ahead. A proactive refresh now can lead to smoother operations and better protection for both properties and tenants.  

Annual Rental Property Review at a Glance

Area of Review What to Revisit Why it Matters
Tenant Communication  Emergency contacts, maintenance request procedures, safety reminders  Faster reporting and resolution help prevent minor issues from becoming bigger losses 
Lease Language  Tenant responsibilities, pet policies, renters insurance requirements  Clear expectations reduce disputes and liability risk 
Maintenance & Vendors  Request and repair procedures, preferred contractors  Clear steps for reporting maintenance issues and reliable vendors help limit property damage and downtime 
Insurance Coverage  Property limits, liability limits, risk alignment, add-on coverages  Ensures insurance policy keeps up with evolving property and liability risks 

Start the Year Off Strong

The start of a new year offers a natural reminder for landlords and real estate investors to step back and evaluate how well their rental properties are set up for success. As properties age, tenants change, and risks evolve; even the most well-run rentals can benefit from a thoughtful review.  

Taking time to review safety practices, tenant expectations, maintenance workflows, and insurance coverage can help identify gaps before they turn into costly problems. Below are a few key areas worth revisiting as the year begins.  

Strengthening Tenant Communication

Clear communication sets the tone for a successful landlord-tenant relationship. If tenants know how to reach you and when to do so, issues are more likely to be reported early, when they’re easier and less expensive to resolve.  

Clearly Define Channels of Communication

Start by confirming that communication channels between tenants and landlords/property managers are clearly defined. Whether tenants are expected to submit requests through an online portal, email, or by phone, those expectations should be easy to understand and consistently reinforced.  

Emergency Contacts

It is also important that tenants can quickly access emergency contacts and maintenance resources. After-hours procedures, emergency phone numbers, and instructions for urgent issues should be readily available, not buried in paperwork.  

Safety Reminders

The new year is also a good opportunity to reinforce basic safety reminders. Simple communications about working smoke detectors, cooking-related fire risks, or seasonal hazards can help reduce incidents, protecting both tenants and property owners.  

FAQ: Why is tenant communication important for rental property safety?

Clear tenant communication helps ensure maintenance issues and safety concerns are reported quickly. When tenants know how and when to report problems, landlords can address issues early, often preventing severe property damage, injuries, or large insurance claims.

Revisiting Lease Language & Tenant Expectations

Lease agreements play a major role in risk management, yet they’re often reviewed only when something goes wrong. An annual review helps ensure the lease still reflects how the property is used and what risks may arise.  

Tenant Responsibilities

Clarifying tenant responsibilities for year-round risks is a great place to start. This can include expectations around reporting maintenance issues promptly, using systems and appliances properly, helping prevent seasonal damage, and yard maintenance.  

Pet Policies

Pet policies should also be reviewed to ensure they’re clearly defined and up to date. Well-written pet language can help minimize disputes and address potential damage concerns before they occur.  

Other Requirements

Take time to revisit key lease clauses such as late fees, early lease termination, and renters insurance requirements. Clear language helps set expectations and reduces confusion if enforcement becomes necessary.  

FAQ: Should landlords require renters insurance?

It is recommended that landlords require all tenants to carry a renters insurance policy. Renters insurance requirements should be clearly stated in the lease, including minimum coverage limits and proof of coverage expectations. National Real Estate Insurance Group offers the Tenant Protector Plan® (TPP) as an additional layer of protection against tenant-negligent losses.

Refining Maintenance & Operational Processes

Behind-the-scenes processes matter just as much as what tenants see. Well-documented maintenance logs and operational workflows can significantly reduce downtime, confusion, and stress when issues arise.  

Preferred Contractors

Review your preferred vendor list to ensure contact information is current, and trusted professionals are available when needed. Having reliable plumbers, electricians, and HVAC technicians lined up can make a meaningful difference during emergencies.  

Maintenance Procedures

It is also worth reviewing how maintenance requests are handled from start to finish. Documented procedures for submitting, prioritizing, and resolving repairs help ensure consistency and accountability. 

FAQ: Why is it important for landlords to document maintenance procedures?

Regular maintenance and documented repair histories can help demonstrate that a property is properly cared for. In the event of a claim, maintenance records may support the claims process by showing that issues were addressed promptly and responsibly.

Confirming Insurance Coverage Aligns with Current Risks

As properties change, insurance policies should be reviewed regularly to ensure coverage aligns with current values, usage, and exposures. While the start of the year is a natural time for a policy review, many landlords benefit from reviewing their insurance more than once annually.  

A good rule of thumb is to review coverage any time your property undergoes an occupancy or physical change. National Real Estate Insurance Group recommends a standard check three times per year—at the beginning of the year, at the start of Daylight Saving Time, and again at the end of Daylight Saving Time. These moments serve as practical reminders and often align with seasonal risk changes, property improvements, or shifts in occupancy.  

FAQ: What insurance policy information should landlords pay attention to?

During each review, landlords should confirm that: 

  • Coverage limits still align with property values 
  • Liability coverage reflects property use and the level of exposure involved  
  • Optional or supplemental coverages continue to make sense based on location, property condition, etc.  
  • Policy details such as Named Insured, Additional Insured, Lender/Mortgagee, Pay-To Entity, and Mailing Address are accurate and up to date 

Click here to download our full Semiannual Insurance Policy Review Checklist. 

A Smarter Start to the Year Ahead

The new year offers landlords an opportunity to reset, refine, and strengthen how their rental properties are managed. As tenant needs shift, properties age, and risks evolve, even well-established processes can benefit from a thoughtful review.  

Making these reviews part of a regular routine—rather than a reaction to problems—helps set rental properties up for long-term stability and success. A proactive approach today can make all the difference in creating smarter, safer rentals for the year ahead and beyond!