How can Facility Managers (FM) resolve conflicts with landlords?

1 Understand your rights and responsibilities

Before you enter into any dispute with your landlord, make sure you know your rights and responsibilities as a tenant. Review your lease agreement carefully and check for any clauses that specify how to handle maintenance, repairs, or other issues. If you have any questions or doubts, consult a legal expert or a professional association for FM. Knowing your rights and responsibilities will help you avoid unnecessary conflicts and communicate your expectations clearly.

2 Communicate respectfully and proactively

Communication is key to resolving any conflict, and that applies to your relationship with your landlord as well. Don't wait until a problem escalates to contact your landlord, but instead, reach out to them regularly and update them on any issues or concerns. Use respectful and polite language, and avoid blaming or accusing them of anything. Listen to their perspective and try to understand their point of view. If possible, communicate in writing and keep a record of your correspondence for future reference.

3 Negotiate and compromise

Sometimes, you and your landlord may have different opinions or interests on how to deal with a certain issue. In that case, you need to negotiate and compromise to find a mutually acceptable solution. Be flexible and open-minded, and don't insist on having everything your way. Focus on the common goals and benefits, and try to find some areas where you can agree. For example, if your landlord is reluctant to pay for a repair, you could offer to share the cost or do some of the work yourself. If you reach an agreement, make sure to document it and follow through on your commitments.

4 Seek mediation or arbitration

If you and your landlord cannot resolve a conflict through direct communication or negotiation, you may need to seek external help from a third party. Mediation or arbitration are two options that can help you settle a dispute without going to court. Mediation involves a neutral mediator who facilitates a dialogue between you and your landlord and helps you find a voluntary resolution. Arbitration involves an arbitrator who hears both sides of the argument and makes a binding decision. Both methods are usually faster, cheaper, and less stressful than litigation, but they also require the consent of both parties.

5 Know when to escalate or terminate

Sometimes, despite your best efforts, you may face a situation where you cannot resolve a conflict with your landlord in a satisfactory way. This could be because your landlord is unresponsive, unreasonable, or violates the lease agreement. In that case, you may need to escalate or terminate the relationship, depending on the severity of the issue. Escalating means taking legal action, such as filing a complaint, suing, or withholding rent. Terminating means ending the lease agreement and moving out. Both options have significant consequences and costs, so you should only consider them as a last resort and after consulting a legal expert.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?