Keeping a well-organized property binder is essential for the smooth operation of your rental property. A property binder should contain all the important information and documents related to your rental property and the tenants who reside there. In addition to physical copies of files, it is a good idea to maintain electronic records as well. This article will outline the contents of a comprehensive property binder that every landlord should have:
Rental Agreement or Lease: This is the most important document in the property binder. It outlines the terms and conditions of the tenancy, including the rent amount, payment due date, security deposit, late fees, and the responsibilities of the landlord and the tenant.
Contact Information: Keep a list of emergency contacts, such as the names, phone numbers, and addresses of your tenants, as well as your own contact information.
Property Inventory: An inventory of the contents of the rental property, including all fixtures, appliances, and furnishings, can help resolve disputes over damages and security deposits at the end of the tenancy.
Maintenance and Repair Records: Keep track of all maintenance and repair work that has been carried out on the property, including the date, description of the work, and the cost. This will help you keep track of expenses and ensure that your property is well-maintained.
Insurance Documentation: Keep copies of your insurance policy and any claims you have made. This will help you in the event of a loss or damage to the property.
Tax Records: Keep copies of property tax bills and any other relevant tax documents, such as depreciation schedules or 1099 forms.
Rent Collection Records: Keep track of rent payments, late fees, and any other income related to the rental property.
Correspondence: Keep a record of all written correspondence with tenants, such as letters, emails, and notices.
Legal Documents: If you have taken legal action against a tenant, such as eviction proceedings, keep all the relevant legal documents in the property binder.
Miscellaneous Documents: Keep any other relevant documents in the property binder, such as a copy of the property's title, building plans, and pest control records.
In conclusion, a comprehensive property binder is a valuable tool for landlords. It helps you keep track of important information and documents related to your rental property, and can provide valuable evidence in the event of a dispute. Regularly updating and maintaining your property binder is essential to ensure that it remains useful and effective.
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