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Even the most well-meaning tenants can get confused about who’s responsible for what in a rental. These misunderstandings don’t just cause friction—they can lead to delayed repairs, unexpected costs, and unnecessary disputes.
As a landlord or property manager, the best way to avoid this? Be proactive about education and clarity. When tenants understand the difference between normal wear and tear, accidental damage, and landlord duties, everyone wins.
Here are some of the most common misunderstandings renters have about repairs—and how to address them before they escalate.
1. "Everything Broken Is the Landlord’s Job"
This is perhaps the most widespread assumption. While landlords are responsible for habitability and safety-related issues, they’re not obligated to fix every minor inconvenience.
What landlords are responsible for:
- Plumbing, heating, and electrical systems
- Structural repairs and roof leaks
- Appliance repairs (if included in the lease)
- Water damage and mold remediation
What tenants are typically responsible for:
- Changing light bulbs
- Unclogging toilets (if not caused by a system issue)
- Replacing batteries in remotes and smoke detectors
- General cleanliness and upkeep
Clear lease language and a move-in welcome packet with examples can eliminate a lot of confusion.
2. "It’s Not a Big Deal, So I Didn’t Report It"
Many tenants avoid reporting small issues thinking they’re being courteous—but this often backfires. A slow drip can become water damage, or a flickering outlet can signal a fire hazard.
Let tenants know you’d rather hear about issues early than deal with costly consequences later.
Encourage them to report:
- Leaks or moisture issues
- Pests or signs of infestation
- Electrical issues, no matter how minor
Emphasize that reporting doesn’t mean complaining—it’s part of responsible tenancy.
3. "If I Caused It, I’ll Just Fix It Myself"
DIY-minded tenants often try to handle minor damage on their own. While well-intentioned, this can lead to poor fixes or even code violations.
Make it clear in your lease that unauthorized repairs or modifications are not allowed, especially for electrical, plumbing, or structural items.
You might say:
“We appreciate your initiative, but to ensure quality and safety, all repairs must be handled by a licensed pro or our maintenance team.”
This protects your property—and prevents bigger issues down the line.
4. "Wear and Tear Doesn’t Matter—It’s Just Part of Renting"
True, tenants aren’t charged for normal wear and tear. But many don’t understand what that actually includes.
Acceptable wear and tear examples:
- Faded paint or carpet
- Loose door handles
- Minor scuffs on walls
Tenant-caused damage examples:
- Large wall holes or broken blinds
- Pet stains or odors
- Burns on countertops or carpet
Explain that the security deposit may cover excessive damage, not routine aging—and show examples so they know the difference.
5. "I Can Make Cosmetic Changes Without Asking"
Some tenants assume that decorating or updating the space is part of personalizing their home. But painting walls, hanging shelves, or changing light fixtures without permission can violate the lease.
Remind tenants to always ask first. Consider creating a policy that allows small changes with approval—this creates flexibility without losing control.
Pro tip: Include a checklist of what’s allowed and what requires written permission. That way, there’s no confusion.
6. "If It’s in the Unit, It Must Be the Landlord’s Responsibility"
Appliances, fixtures, and even Wi-Fi routers can confuse tenants about who owns what. If a tenant brings in their own appliance or installs something (like a bidet or AC unit), they’re responsible for its maintenance.
Make it clear in writing what’s provided by you, and what tenants bring themselves. Label appliances on your move-in sheet, so there’s no debate later.
7. "Emergency Repairs Can Wait Until Morning"
Some renters genuinely don’t know what qualifies as an emergency—or how to report one properly.
Provide a list of true emergency examples, like:
- No heat during winter
- Burst pipes or major leaks
- Electrical outage affecting critical systems
Also outline how to contact you after hours and what kind of response they can expect. Clear guidance reduces panic and protects your property.
8. "I Didn't Report It Because I Thought I'd Be Charged"
Tenants sometimes avoid reporting damage out of fear they'll lose part of their deposit or face fees.
Reassure them that honest communication is always better than surprises later. Let them know that while they may be responsible for certain types of damage, transparency often results in more leniency.
Being upfront builds trust—and may even result in you waiving or reducing the cost.
9. "Landlords Take Forever to Fix Things, So Why Bother?"
A lack of response in the past (from you or a former landlord) can lead to long-term tenant apathy.
This is where reliable communication and maintenance systems come in. If tenants know you’ll respond promptly—and that their issues won’t be ignored—they’ll be far more likely to report problems.
Set expectations:
- Non-urgent repairs = 2–3 business days
- Urgent issues = 24 hours
- Emergencies = Same-day response
And always follow up, even if it’s just to say you’re working on it.
Partnering for Proactive Property Care
Understanding and communication go a long way in reducing repair-related tension. But if you want to take it further, having the right support team can help.
RentalRiff’s licensed property specialists work directly with landlords and tenants to clarify maintenance roles, provide timely service, and prevent misunderstandings before they start. It’s one more way to keep your rentals running smoothly.
Clarity Is the Best Policy
Most tenants want to do the right thing—they just don’t always know what that is. By being proactive about expectations and making the repair process clear, you reduce confusion, protect your property, and build stronger relationships.
And when everyone knows their role, maintenance becomes a lot less stressful for both sides.