FAQs-Tenant Management
What are the responsibilities and obligations of the tenant? Why is it necessary to explain this to the tenant?
Who will go to collect the rent? Will it be the same executive always? Post collection, how will you update the client and ensure that the money is indeed received by the landlord?
How will you keep track of the travel itineraries or preferences of tenants and ensure that rent is collected on time without delays due to any cause?
Will you accept post dated cheques in advance from tenants in lieu of rent to be paid? Will you collect post dated cheques even when the amount is past due?
What is the tracking mechanism you have to ensure that cheques don't bounce or if they bounce that you are in a position to take immediate action?
What is the kind of monthly update I shall receive after your inspection at the time of rent collection?
When will I get those client updates - monthly and quarterly?
What will be the procedure followed by your company in the event of rental default by tenant? What is your company's liability in such a situation?
What would you do if the tenant fixed by your company turns out to be defaulter after some time due to any reason? How will company handle the situation?
Who will keep track of lease agreement expiry date, rental hike applicability etc. and implement it?Does your responsibility sTop with informing the client about it or would you actually implement it?
You mention about a Supervisory staff / Manager inspecting the property once in 6 months? How does it help?
How will you handle tenant eviction if a tenant goes bad and refuses to vacate?
I have a property where I am unable to vacate the tenant who has resided in the premises for ages. Can you take over the tenant eviction part only?
If the existing rental agreement with my tenant is not water tight but if you are required to handle Tenant management in such a situation, would you handle it?
Who handles the legal aspects of sending a termination notice? Since the agreement will be between me and the tenant, are you authorized to send a termination notice?
What is the kind of book keeping you do on behalf of clients and how will it help me at the time of filing taxes or for general reconciliation?
Who is authorized to do an inventory check at the time of moving in or moving out of a tenant? If there is multiple move-ins and move-outs within a year would you charge extra for inventory checks each time?
How will you deal with things such as tax notices from Govt. Agencies, Apartment Association and Electricity Dept. etc?
Are bill and tax payments errands part of the package? What happens if I fail to send you the money on time?
Does your service cater to any time repairs for the tenant? Do you undertake repairs / renovation work on behalf of the landlord if requested for?
How can I be sure that an estimate for repairs given by your executive is accurate and as per market standards? Who verifies whether the estimate is correct?
Does your company take responsibility for the quality of work undertaken by your empanelled vendors? What happens if a job done by your vendor goes bad and I need to shell out additional money to replace the equipment/fixture?
If I were to get you to paint the house through your vendor and after a few months if the paint were to start peeling off or start showing bubbles what can I do about it?
How do you assess completion of work and send me proof of it when an approved repair or renovation is actually completed?


What are the responsibilities and obligations of the tenant? Why is it necessary to explain this to the tenant?

The key responsibilities of the tenant are:
To make timely payments of rent
Proper upkeep of the property during their occupation subject to normal wear and tear
Usage of the property only for the purpose for which it was let out
To abide by the terms specified in the lease agreement

It is necessary to explain the above to the tenant to ensure there is no misunderstanding and problems at a later point of time. A clear understanding of our company's policies in dealing with properties we manage ensures that tenants endeavor to always abide by the terms of the agreement. A property that is managed by a professional organization always stands a lower chance of default on rent than a self managed property.

Who will go to collect the rent? Will it be the same executive always? Post collection, how will you update the client and ensure that the money is indeed received by the landlord?

We have a team of trained professionals who will be assigned to collect rental cheques and deposit it to your account and the same shall be intimated through email to you just to make sure that the amount has been credited to your account. Normally, the same person is expected to go for rent collection on a month on month basis so that he can build a good relationship with the tenant. In the event that a new person is sent for collection of rent, the same shall be intimated to the tenant. It is mandatory for all our company personnel involved in rent collection to carry our company identity card and produce it whenever the tenant asks for it.

How will you keep track of the travel itineraries or preferences of tenants and ensure that rent is collected on time without delays due to any cause?

We keep in constant touch with the tenant to ensure rent is collected on time. Our procedures stipulate that we call the tenant one week prior to the due date to remind and organize the collection with minimum hassle. If the tenant is not available during the collection dates, our executives shall collect a PDC (post dated cheque) in advance or request tenant to make alternate arrangements.


Will you accept post dated cheques in advance from tenants in lieu of rent to be paid? Will you collect post dated cheques even when the amount is past due?

Yes, we can accept post dated cheques in advance, but only if there is no past due from the tenant. We will not collect post dated cheques when the amount is already past due. In all such cases, a current dated cheque shall be insisted upon by our Executive.


What is the tracking mechanism you have to ensure that cheques don't bounce or if they bouncethat you are in a position to take immediate action?

Once the rental cheque is collected and deposited to your account your Relationship Executive shall intimate you via email and shall request for a confirmation of credit to your bank account. Since we do not have access to your bank account, we will not be in a position to know whether the amount gets credited unless you inform us. If there is a cheque bounce we shall handle it according to the applicable procedures of our company. The tenant is likely to be issued a termination of lease agreement notice on behalf of the owner if the tenant is identified to be a defaulter according to our standard procedures.

What is the kind of monthly update I shall receive after your inspection at the time of rent collection?

You shall receive the following from your Relationship Executive:

  • Rent collection deposit proof (scanned copy)
  • Maintenance checklist for your property
  • Monthly Income and expense statement
  • Bills for approved expenses (if any incurred in that month)

When will I get those client updates - monthly and quarterly?

Monthly updates shall be sent through email on or before the 10th day of the subsequent month. Half yearly updates based on Manager's visit shall be sent by the 15th day of the sixth month. Apart from these updates if any ad-hoc or emergency tasks like plumbing, repairs etc. are performed then it shall be updated from time to time through email or phone call.

What will be the procedure followed by your company in the event of rental default by tenant? What is your company's liability in such a situation?

We take due care and attention to see that your tenant(s) pay on time. There could be certain situations where the rental default or delay is not intentional but could be due to a technical difficulty or a temporary problem for the tenant. In all such situations, a company like ours will be in a better position to ascertain if the tenant needs to be let off with a warning or if the matter needs a major escalation. Our clearly defined procedures for rental delays and defaults are explained to the tenant right upfront. If there is a cheque bounce for 2 times we shall issue a termination notice on behalf of the owner.
However our company does not guarantee rental collection and cannot take any liability for a bad tenant. We shall strictly follow the procedures laid out for such situations. In the event of a major problem with a tenant, our legal team shall be at hand to assist you to get the tenant vacated through legal means. Costs of such eviction handling shall be extra.

What would you do if the tenant fixed by your company turns out to be defaulter after some time due to any reason? How will company handle the situation?

We have an experienced team of people who know how to tackle rent defaulters in a legal manner. In most situations the defaulting party can easily be vacated and rental arrears adjusted against their rental deposit provided timely action is taken and the lease agreement is sound. In the unlikely event that we have to undertake court proceedings to evict the tenant we shall not charge any fees for such follow up (though lawyer's fees shall be extra). And further we will help you find a new tenant without charging any additional service fee provided such eviction happens within a year of fixing the tenant. However if other brokers are involved in finding the tenant under any circumstances then those charges shall be incurred by the owner. Most tenants do not default or delay on payments as long as they understand that someone professional is managing your property. Tenants, who go bad either due to circumstances or otherwise turn out to be so, primarily due to lack of timely action by the landlord.

Who will keep track of lease agreement expiry date, rental hike applicability etc. and implement it? Does your responsibility sTop with informing the client about it or would you actually implement it?

Our service includes keeping track of lease agreement expiry dates and rental hike applicability. We shall intimate you about such important items well in advance so that you can take timely action on it. If required, we can also undertake drafting of the lease agreement, getting it signed by tenants and sending it back to you at minimal extra costs. In case of any rental hike as per lease agreement, the tenants shall be informed in advance and if there is any disagreement the issue is put across to the landlord immediately. We act as a facilitator to solve these issues in a quick and fruitful manner and advise you on the pros and cons of any action.

You mention about a Supervisory staff / Manager inspecting the property once in 6 months? How does it help?

A Manager is deputed to visit the tenant and inspect the property once in 6 months for the following reasons

  • Interior/Exterior inspection of the property
  • " To keep a track on executives and to monitor if the task assigned to them is being done properly
  • " Run through a Maintenance checklist survey to see if property is maintained well
  • " Make a courtesy call on the tenant to check if everything is going fine. A happy tenant goes a long way in maintaining your property like his own.

How will you handle tenant eviction if a tenant goes bad and refuses to vacate?

If a tenant refuses to move out after being served a due termination notice as per the lease agreement terms, we will seek your approval and file an eviction lawsuit on behalf of you. In most situations, when the tenant realizes that we mean business they will be willing to go for a negotiated settlement and vacate peacefully. If not, we will leave it to our legal counsel to obtain the court order directing the tenant to leave and local law enforcement agencies will be pressed into service if the tenant does not co-operate. Legal costs of tenant eviction are separate and it shall be estimated depending on complexity, location and the lease terms.

I have a property where I am unable to vacate the tenant who has resided in the premises for ages. Can you take over the tenant eviction part only?

Yes, we will be able to take up the tenant eviction part only after consulting with our legal team. We will do initial investigation with our legal counsel based on a preliminary fee that you will have to pay. Once the investigation is completed we will give you the legal opinion as well as a plan of action that you shall be free to pursue or drop.

If the existing rental agreement with my tenant is not water tight but if you are required to handle Tenant management in such a situation, would you handle it?

Yes, we can also persuade the tenant for a new lease agreement at the time of renewal. However we are not responsible if the tenant does not agree or refuses to change the terms at the time of renewal. We can also advise you on alternatives to protect your interests.

Who handles the legal aspects of sending a termination notice? Since the agreement will be between me and the tenant, are you authorized to send a termination notice?

We have an efficient legal team who will be handling all legal related issues. We shall take an authorization letter from you right at the beginning of the service giving us the right to issue a termination notice to your tenant on behalf of you.

What is the kind of book keeping you do on behalf of clients and how will it help me at the time of filing taxes or for general reconciliation?

We maintain and provide the following information:

  • Record of all income and expenses on the leased out property
  • Providing fully itemized monthly reports and year ending accounts statements
  • Facilitate a bank reconciliation to ensure complete transaction data integrity
  • Keep a copy of the necessary property papers for payment of property taxes and filing returns.

Who is authorized to do an inventory check at the time of moving in or moving out of a tenant? If there is multiple move-ins and move-outs within a year would you charge extra for inventory checks each time?

Our company representative will be assigned to do inventory check at the time of moving in or moving out of a tenant. Yes, we will charge extra for inventory checks if there is multiple move-ins and move-outs within a year.

How will you deal with things such as tax notices from Govt. Agencies, Apartment Association and Electricity Dept. etc?

Any tax or other notices from government agencies, apartment association are dealt with separately depending on the urgency. We shall follow the procedure of intimating the customer via mail with regard to details like date of payment, amount to be paid etc. If the owner does not respond, two reminder emails will be sent followed by a phone call to remind you about the payment before the due date. Once the payment is received by us, we will do the needful to pay it on your behalf. A proof of payment shall be sent across to you along with the monthly update. If the payment is not sent on time, a notice of non-payment shall be sent through email to the customer on the due date and YMI shall not be responsible for the consequences of non-payment. Our responsibility ends with timely intimation and facilitating payment for the client if required.

Are bill and tax payments errands part of the package? What happens if I fail to send you the money on time?

Bill and tax payment errands are part of the package.Bill and tax payment will be made only on receipt of the amount received from your end. However as a value added service we do remind all our customers via email about all such important items.

Does your service cater to any time repairs for the tenant? Do you undertake repairs / renovation work on behalf of the landlord if requested for?

No, our tenant package does not include any time repair services for the tenant. Minor repairs and fixes are part of the tenant's responsibility as per most lease agreements in India. In the event this has to be handled as well, it shall be taken up separately through an empanelled vendor of YMI at extra costs.
Major repairs and renovation that shall affect the building structure unless specifically caused by negligence / misuse by the tenant, usually come under the landlord's responsibility. If a major repair / renovation request is given by a tenant or if assessed independently by us, the same shall be intimated to you. If you choose to use our services for repairs / renovation or even for just supervising the work you can request for an estimate. We will liaise with our vendors / estimate the effort and give you a quote. Once you accept the quote and upon receipt of payment we will proceed with the requested work after informing the tenant. Updates and monitoring reports as may be agreed upon shall be given from time to time till completion of work. An assessment on work completion will be done by qualified personnel from our company
In case of an unforeseen emergency where there is danger to human life or property we may initiate repair works without waiting for an approval and the owner shall be contacted as soon as possible. Such repair work carried out by our vendors shall be inspected and certified by qualified personnel from our company. Once the work is completed the bill for the emergency repairs shall be sent across and will have to be reimbursed by the owner within a time frame of 15 days. Non receipt of payment for a period of 30 days shall lead to cessation of service and initiation of recovery proceedings against the owner.

How can I be sure that an estimate for repairs given by your executive is accurate and as per market standards? Who verifies whether the estimate is correct?

We will provide an estimate/ quote from a minimum of 2 reputed vendors who are empanelled with us and the same is forwarded for your approval. We have qualified personnel at every branch who have experience with repairs / renovation and maintenance activities who can assess whether a quote is accurate and reflective of actual costs. However if it is difficult to assess exact cost of repairs for some works due to adverse local conditions / wear and tear of parts and associated structures on which the repair is to be undertaken, the possibility of variation will be informed in advance to the client. In all such circumstances the client shall bear the additional cost (if any) on completion of the work. Non receipt of payment for a period of 30 days shall lead to cessation of service and initiation of recovery proceedings against the owner

Does your company take responsibility for the quality of work undertaken by your empanelled vendors? What happens if a job done by your vendor goes bad and I need to shell out additional money to replace the equipment/fixture?

Yes, we take due care to always undertake the work through experienced vendors and pay special attention to monitor their work properly. In the event, you choose to use the services of any vendor or an empanelled vendor with YMI without supervision from our side then we shall not take any responsibility for the quality of work. In the event you choose to use our services of supervision along with the repairs then qualified personnel from our company shall certify the work on completion. Feedback on the quality of work done shall also be obtained from the tenant. If minor flaws are noticed in the work then we shall get the vendor to rework and complete the job to satisfaction. If major flaws are noticed we shall take action against the vendor and withhold payments and take corrective measures through a different vendor.

If I were to get you to paint the house through your vendor and after a few months if the paint were to start peeling off or start showing bubbles what can I do about it?

Defects that get noticed after a few months could be due to various reasons. Poor workmanship could be one, but it could also be due to inherent defects in the structure, water leakage during rains or any such cause. If poor workmanship is the established reason after an assessment by our technical staff, we will initiate action against the vendor. But, if certain defects do appear after repairs within a reasonable time frame not due to poor workmanship but due to adverse conditions in the structure / parts or unforeseen problems with the property, our personnel shall review and recommend suitable action. In all such cases, the vendor or YMI cannot be penalized for the problem and the client is expected to settle all bills on time.

How do you assess completion of work and send me proof of it when an approved

Whenever an approved repair or renovation work is completed through us, qualified personnel from our company shall make a visit to assess it and shall certify the work completion. The bill for the work done, the assessment report and the tenant feedback report along with pictures (wherever required) shall be sent across as proof of completion of the assigned work.

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