What are effective ways to renew leases for tenants with reasonable accommodations?

1 Review the accommodation request

Before you renew a lease for a tenant with a reasonable accommodation, you should review their original request and documentation to make sure it is still valid and necessary. You may ask for updated information from the tenant or their health care provider, but only if there is a reasonable basis to do so. For example, if the tenant's condition has improved or worsened, or if the accommodation is no longer available or feasible. You should not ask for more information than what is needed to verify the disability and the need for the accommodation.

2 Communicate with the tenant

Communication is key to maintaining a good relationship with your tenant and avoiding misunderstandings or disputes. You should inform the tenant of the lease renewal terms and conditions, including any rent increase, security deposit, maintenance fees, or other changes. You should also remind the tenant of their rights and responsibilities regarding the accommodation, such as notifying you of any problems, damages, or modifications, and keeping the accommodation clean and safe. You should also invite the tenant to discuss any concerns or questions they may have about the renewal or the accommodation.

3 Negotiate the lease terms

If the tenant agrees to renew the lease, you should negotiate the lease terms in good faith and in compliance with the law. You should not charge the tenant extra fees or deposits for the accommodation, unless you can justify that they are necessary to cover the actual costs or risks of the accommodation. You should also not impose different or stricter rules or standards on the tenant because of the accommodation, unless they are reasonable and consistent with your policies and practices. You should also respect the tenant's privacy and confidentiality, and not disclose their disability or accommodation to other tenants or third parties without their consent.

4 Document the lease agreement

Once you and the tenant reach an agreement on the lease renewal, you should document it in writing and have both parties sign it. You should include a clear and detailed description of the accommodation, its purpose, duration, and scope, as well as any conditions or limitations that apply. You should also specify who is responsible for the installation, maintenance, repair, removal, or restoration of the accommodation, and how the costs will be shared or reimbursed. You should also state how the accommodation will be handled in case of lease termination, eviction, or transfer.

5 Follow up with the tenant

After you renew the lease for a tenant with a reasonable accommodation, you should follow up with them regularly to ensure that the accommodation is working well and meeting their needs. You should also respond promptly and professionally to any requests, complaints, or issues that may arise regarding the accommodation. You should also keep records of all your communications and transactions with the tenant, as well as any inspections, repairs, or modifications that you perform or authorize for the accommodation. This will help you avoid or resolve any disputes or legal claims that may occur in the future.

6 Update your policies and procedures

Renewing leases for tenants with reasonable accommodations can be a learning opportunity for you as a property manager. You should use this experience to update your policies and procedures regarding accommodations, and to train your staff and contractors on how to handle them. You should also review your property's accessibility and compliance with the fair housing laws, and make any improvements or adjustments that may be needed. By doing so, you will not only benefit your current and future tenants with disabilities, but also enhance your reputation and performance as a property manager.

7 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?