Proper rental management is essential for successful real estate investment and rental management.
Rental management is a comprehensive operation to efficiently manage condominiums, apartments, and other rental properties to ensure stable income.
In recent years, as interest in real estate investment has grown, many owners have recognized the importance of rental management.
However, rental management encompasses a wide range of tasks from tenant recruitment to rent collection and building maintenance, and without the proper knowledge and experience, effective management is difficult.
In this article, based on our many years of experience in the real estate industry as INA & Associates, Inc. we will explain in detail the basic concepts and practical points of rental management in a way that is easy for the average person to understand.
The book also touches on the characteristics of different types of management, such as self-management, outsourced management, and subleasing, as well as specific strategies for success, to help readers select the most appropriate rental management method.
Rental management refers to all administrative tasks that occur when renting out condominiums, apartments, and other rental properties.
It is a comprehensive business activity that goes beyond simply owning a property to ensure ongoing revenue and to maintain the property's value.
The essence of rental management is to operate and manage rental properties on behalf of the property owner (owner).
This includes all elements of rental management, from tenant recruitment, contract management, rent collection, periodic inspections, and handling repairs.
In today's real estate market, rental management is more than just "administrative work"; it is a strategic aspect of business operations.
Proper rental management can maximize the profitability of a property and increase its long-term asset value.
Successful rental management is achieved through both the acquisition of quality properties and proper rental management.
No matter how good the location and the quality of the building, if the property is improperly managed, it will be difficult to generate the expected income due to increased vacancy rates and rent arrears.
On the other hand, a property with proper rental management will have high tenant satisfaction and promote long-term occupancy.
This not only reduces vacancy risk and ensures stable rental income, but also makes it easier to attract new tenants by improving the property's reputation.
Rental management operations can be broadly categorized into the following four areas
Tenant management is the core of rental management.
This area includes tenant recruitment activities, tenant screening, lease contract signing, contract renewal procedures, and attending tenants when they move out.
In tenant recruitment, it is important to develop and execute an effective advertising strategy.
It is necessary to properly promote the attractiveness of the property and efficiently reach the target tenant demographic.
In recent years, Internet advertising and SNS have become mainstream methods of attracting tenants, and a multifaceted approach combined with traditional print media advertising is required.
In the tenant screening process, we comprehensively determine rent-paying ability and personal credibility by checking credit information and scrutinizing proof of income.
Proper screening minimizes the risk of rent delinquency and neighborhood problems.
Building management is an important task to maintain the property's asset value and provide a comfortable living environment for tenants.
This area includes routine cleaning operations, periodic inspections, arranging for repair work, and developing long-term repair plans.
Through regular maintenance, building deterioration can be detected at an early stage and appropriate action taken to avoid the need for major repair work.
This leads to lower long-term repair costs and contributes to improved profitability.
The implementation of statutory inspections is another important element of building management.
Proper implementation of statutory inspections of firefighting equipment, elevators, simple private water supply, etc. ensures the safety of tenants and avoids legal risks.
Cash management is the proper management of income and expenditures for rental operations to maximize the owner's earnings.
This includes collecting rent, reminding tenants of delinquent payments, managing security deposits, and preparing income and expense reports.
In rent collection, it is important to establish an efficient collection system.
The introduction of automatic debit and online payment systems can improve the efficiency and certainty of collection operations.
When delinquency occurs, a prompt and appropriate response is required.
Appropriate reminders in the early stages can prevent prolonged delinquency and improve the collection rate.
Statutory inspections are an important part of ensuring building safety and fulfilling legal obligations.
Various inspections based on the Fire Service Law, Building Standards Law, Water Supply Law, etc. must be properly conducted.
| Types of Statutory Inspection | Laws and Regulations | Frequency of Inspection | Main equipment to be inspected |
|---|---|---|---|
| Inspection of fire-fighting equipment | Fire Service Act | 6 months or 1 year | Fire extinguishers, sprinklers, fire alarms |
| Elevator inspection | Building Standard Law | 1 month and 1 year | Elevator equipment |
| Simple Dedicated Water Supply Inspection | Water Supply Law | 1 year | Receiving tank, elevated water tank |
| Septic tank inspection | Septic Tank Law | 4 months or 1 year | Septic tank facilities |
Failure to perform these statutory inspections may result in administrative penalties, so it is necessary to ensure that they are performed.
There are three main forms of rental management, each with different characteristics and advantages and disadvantages.
It is important to select the most appropriate form of management based on comprehensive consideration of the size of the property, the owner's experience, and investment strategy.
Self-management is a form of property management in which the property owner is responsible for all rental management operations.
This is the starting point of rental management, and is often chosen especially when starting a small-scale rental business.
The greatest advantage of self-management is that there are no management fees.
Generally, management fees account for 3-5% of rent income, so being able to reduce these fees directly leads to increased profitability.
Another important advantage is the ability to build direct relationships with tenants.
By being in contact with tenants themselves, owners are able to directly grasp requests and complaints about the property and respond to them promptly.
This is expected to increase tenant satisfaction and promote long-term occupancy.
Another major advantage is the accumulation of practical knowledge and know-how regarding rental management.
By experiencing a series of operations from tenant recruitment to contract management and trouble-shooting, you can gain a deep understanding of real estate investment.
On the other hand, self-management requires considerable time and effort.
Inquiries from tenants and troubleshooting can occur 24 hours a day, 365 days a year, which can be a significant burden for owners who have their own day jobs.
Another important disadvantage is that a lack of specialized knowledge may prevent appropriate responses.
The reality is that many owners do not have sufficient knowledge of how to deal with legal problems and effective tenant recruitment techniques.
In addition, when problems such as rent arrears or neighborhood problems occur, it may be difficult for individual owners to resolve them.
Especially in cases where legal procedures are required, professional support is essential.
Self-management is suitable when the following conditions are met
Outsourced management is a form of property management in which all or part of the rental management operations are outsourced to a professional management company.
It is currently the most common type of management, and is chosen by many owners.
There are two types of outsourced management: outsourced core management and outsourced building management.
In outsourced core management, core operations such as tenant recruitment, contract management, rent collection, and troubleshooting are outsourced to a management company.
This greatly reduces the workload of the owner.
Many management companies offer plans with rent guarantees or late payment guarantees to stabilize rental income.
In addition, effective tenant recruitment and appropriate troubleshooting can be expected from a management company with specialized knowledge and experience.
In outsourced building management, physical management tasks such as cleaning, inspections, and repairs are outsourced to a management company.
In this case, the owner is generally responsible for tenant recruitment and contract management.
Regular cleaning maintains the aesthetics of common areas, and professional inspections enable early detection of building defects.
Also, repair work can be carried out at a reasonable price by utilizing the management company's network.
The greatest advantage of outsourced management is that you can entrust the work to professionals with specialized knowledge and experience.
Management companies have a wealth of experience and know-how, enabling efficient and effective management.
Another important advantage is that the owner's workload is greatly reduced.
Especially for owners who have their own day jobs or own multiple properties, outsourcing the management of their properties creates more time for them.
In addition, many management companies have a 24/7/365 response system, allowing them to respond quickly in the event of an emergency.
This is expected to improve tenant satisfaction and promote long-term occupancy.
The main disadvantage of consignment management is the management consignment fee.
Generally, the cost is 3-5% of rent income, which affects profitability.
Another important issue is that the quality of management depends on the quality of the management company.
If an inexperienced or unresponsive management company is selected, the expected benefits may not be achieved.
Furthermore, the lack of a direct relationship with tenants may make it difficult to understand their requests and problems with the property.
A sublease, also called a lump-sum lease, is a form of subleasing in which the management company rents the property from the owner and subleases it to a third party.
In this method, the management company manages the lease on behalf of the owner and pays a fixed rent to the owner regardless of whether the property is vacant or not.
In a sublease, a lease agreement is signed between the management company and the owner, and the management company becomes the tenant.
The management company then enters into a lease agreement with the actual tenant and operates the property as a sublessor.
The owner receives a fixed monthly rent from the management company, thus avoiding the risk of vacancy.
On the other hand, the management company earns the difference between the actual rent income and the guaranteed rent as revenue.
The greatest advantage of subleasing is the complete avoidance of vacancy risk.
Since a certain amount of income is guaranteed regardless of whether or not there are tenants, a stable income plan can be established.
In addition, the burden on the owner is minimized because all operations related to rental management can be outsourced to a management company.
The management company handles everything from tenant recruitment, contract management, troubleshooting, and repair arrangements.
Furthermore, since the management company also bears the risk of rent delinquency, owners do not need to worry about a decrease in income due to delinquency.
The main disadvantage of subleasing is that profitability is lower than with outsourced management.
Guaranteed rents are generally set at 80-90% of market rent, so revenues at the time of full occupancy are reduced compared to direct management.
In addition, guaranteed rents are generally reviewed on a regular basis, and changes in market conditions may result in a reduction in guaranteed rents.
A further issue is that it is difficult to reflect the owner's intentions regarding the property's management policies.
In some cases, the management company's decisions regarding the selection of tenants and implementation of repairs may take precedence.
| Type of Management | Profitability | Burden of work | Vacancy Risk | Specialization | Applicable Cases |
|---|---|---|---|---|---|
| Self-management | High | Large | Yes | Necessary | Small, short distance, with hours |
| Outsourced management | Medium | Small | Yes | Not necessary | General case |
| Sublease | Low | Min. | None | Unnecessary | Emphasis on stability, large scale |
As this table shows, each management format has its advantages and disadvantages, and it is important to make the best choice according to the owner's situation and investment strategy.
Successful rental management is achieved through appropriate strategies and continuous improvement efforts.
Here are some practical pointers gained from years of experience.
Tenant recruitment is one of the most important factors in successful rental management.
Shortening vacancy periods and securing quality tenants will ensure a stable revenue stream.
An Internet-based advertising strategy is essential to modern tenant recruitment.
In addition to posting on major real estate portal sites, information dissemination through social networking sites is also effective.
In order to maximize the appeal of a property, it is important to provide high-quality photos and detailed property information.
In addition to photos of the interior of the property, clearly introducing the surrounding environment and transportation accessibility will attract the interest of prospective tenants.
It is also effective to clearly define the target tenant demographic and emphasize appealing points that meet their needs.
For example, for properties for families, emphasize the educational environment and proximity to parks, while for properties for singles, emphasize the convenience of transportation and commercial facilities.
Rent setting is a factor that greatly influences the success of tenant recruitment.
It is necessary to have an appropriate grasp of the market rate and set a competitive rent that takes into account the characteristics of the property and its location.
Setting rents too high can lead to prolonged vacancy periods and, consequently, lower total revenues.
On the other hand, setting rents that are too low will not only damage profitability, but also reduce the value of the property.
It is important to monitor rent trends of surrounding properties through regular market surveys and review rents as necessary.
Securing quality tenants is directly related to long-term rental management success.
Proper tenant screening minimizes the risk of rent delinquency and neighborhood problems.
Tenant screening involves a comprehensive evaluation of the following items.
| Screening Items | Content of check | Severity |
|---|---|---|
| Income status | Annual income, place of employment, length of employment | High |
| Credit information | Past delinquencies, debt status | High |
| Personality Evaluation | Impression at interview, communication skills | Medium |
| Guarantor | Guarantor's income and credit status | Medium |
| Reason for moving in | Reason for moving out, estimated length of tenancy | Low |
With regard to income status in particular, the standard is generally to have a monthly income of at least three times the rent.
In addition, more careful screening is required if the tenure of employment is short or if the applicant has just changed jobs.
Rent collection is a fundamental part of rental management, and it is essential to establish a reliable collection system.
Today, a variety of payment methods are available, including automatic debits from bank accounts, credit card payments, and online payment systems.
By utilizing these systems, collection operations can be made more efficient and reliable.
The introduction of an automatic debit system can significantly reduce the time and effort required for monthly collection operations.
It also improves satisfaction for tenants, as it eliminates the need for them to make payments.
Prompt action in the event of rent arrears is extremely important to prevent the amount of arrears from increasing.
The longer it takes after the occurrence of a delinquency, the more difficult it becomes to collect, so appropriate measures must be taken in the early stages.
The basic flow of measures against delinquency is as follows
A payment demand is made by telephone or in writing.
Confirmation of the reason for the delinquency and consultation on a payment plan are conducted.
A demand letter will be sent by content-certified mail.
Contact the guarantor.
Consultation with an attorney will be conducted.
Begin preparations for a demand for surrender.
The use of a rent guarantee company is an effective means of significantly reducing the risk of nonpayment of rent.
Since the guarantee company guarantees the tenant's rent payment, the owner can secure a stable rental income.
In selecting a guarantee company, it is important to comprehensively evaluate the contents of the guarantee, the guarantee fee, and the responsiveness of the company.
In addition, since different guarantee companies have different screening criteria, it is necessary to select a guarantee company that is suited to the characteristics of the property and the tenant population.
Maintaining the property's asset value over the long term is critical to the success of rental management.
Proper maintenance will keep the property attractive, improve tenant satisfaction, and maintain rent levels.
While deterioration of a building inevitably occurs over time, regular maintenance can slow the progression of deterioration and avoid the need for major repairs.
Periodic maintenance includes the following items
Monthly Inspection
Checking the cleanliness of common areas.
Checking the operation of lighting equipment.
Inspection of water supply and drainage facilities.
Operation of security equipment is checked.
Quarterly Inspection
Cracks and stains on exterior walls will be checked.
Check the status of waterproofing on rooftops.
Cleaning and inspection of drains
Maintenance of plantings
Annual Inspection
Structural inspection of the entire building.
Comprehensive inspection of facilities and equipment.
Conduct statutory inspections.
Review of the long-term repair plan
A long-term repair plan is a strategic plan to maintain the asset value of a building.
The plan is formulated by taking into account the useful life of the building structure and facilities, and predicting the repair work that will be required in the future.
The general repair cycle is as follows
| Repair items | Repair cycle | Estimated cost (per m2) |
|---|---|---|
| Exterior wall painting | 10-15 years | 3,000-5,000 yen |
| Rooftop waterproofing | 12-15 years | 8,000-12,000 yen |
| Renewal of water supply and drainage pipes | 20-25 years | 15,000-25,000 yen |
| Elevator renewal | 25 to 30 years | 8-12 million yen/unit |
By setting up a reserve fund for repairs based on a long-term repair plan and making systematic financial preparations, a shortage of funds at the time of repairs can be avoided.
Improving resident satisfaction will promote long-term occupancy and attract new tenants through word of mouth.
It is important to grasp resident requests through periodic surveys and make improvements to the extent possible.
It is also effective to add value to the property by beautifying common areas and enhancing facilities.
For example, installing facilities that suit modern lifestyles, such as delivery boxes and Internet access, will contribute to tenant satisfaction.
If you choose to outsource management, the selection of an appropriate management company will greatly determine the success of your rental management.
Careful selection is necessary because the quality of the management company can make a significant difference in the profitability and asset value of a property.
The responsiveness of a management company is an important factor directly related to resident satisfaction.
It is important to evaluate responsiveness from the following perspectives
Promptness
The speed of initial response to resident inquiries and trouble reports is an important indicator of the quality of the management company.
The standard initial response time is 24 hours or less, and the company's ability to respond immediately to emergencies is also checked.
Expertise
Rental management requires a wide range of expertise, including legal, architectural, and marketing knowledge.
It is important to confirm that the person in charge has appropriate qualifications and a wealth of experience.
Communication Skills
Smooth communication with tenants and owners is essential for preventing and quickly resolving problems.
We evaluate the staff member's ability to explain and make proposals during the interview.
The ability of a management company to attract customers is extremely important, as shortening the duration of vacancy directly affects profitability.
Ability to develop advertisements
We will confirm whether the company is advertising on major real estate portals as well as through its own website and social networking services.
Expertise in photography and writing property descriptions are also important evaluation points.
Brokerage Network
Another important factor is whether the company has a cooperative system with other real estate brokerage firms.
A management company with a broad network can reach more prospective tenants.
Track record
Past performance data such as vacancy periods and closing rates are reviewed to evaluate the actual ability to attract customers.
If the company has a track record in the same area or the same type of property, it can provide a more reliable evaluation.
Different management companies specialize in different types of properties and areas.
It is important to select a management company that has the right expertise for your property.
Specialties by Property Type
Family condominiums, apartments for singles, luxury rental properties, commercial properties, etc. require specialized knowledge and experience in each of these areas.
Understanding of local characteristics
Management companies that have a deep understanding of local characteristics and tenant needs can manage more effectively.
It is important to compare and contrast the respective merits of locally based management companies and major management companies.
Management fees generally range from 3-8% of rent income, but vary widely depending on the services provided.
It is important to confirm the cost breakdown in detail and properly evaluate cost performance.
| Service Contents | Typical Cost Ratio | Services included |
|---|---|---|
| Basic management | 3-5% of total | Rent collection, tenant relations, basic building management |
| Full service | 5% (of the total) | Tenant recruitment, contract management, repair arrangements, statutory inspections |
| Additional services | Separate cost | Remodeling, major repairs, tax support |
In addition to management consignment fees, the following costs may also be incurred.
These include advertising costs when recruiting tenants, contract renewal fees, fees for arranging repair work, and fees for arranging legal inspections.
It is important to compare the total cost including these costs.
To objectively evaluate the effectiveness of the management company, the following indicators are monitored on a regular basis.
Profitability indicators
Changes in vacancy rate, average vacancy period, rent collection rate, and total revenue will be checked.
Operational Efficiency Indicators
We evaluate tenant satisfaction, trouble response time, appropriateness of repair costs, and the quality and frequency of reports.
It is important to confirm the term and termination conditions of the management contract in advance.
Generally, a contract term of one to three years is set, but it is also necessary to clarify the cancellation procedure in case of dissatisfaction with the service.
It is important to clearly define the scope of work to be performed by the management company in the contract.
To avoid problems that may arise at a later date due to ambiguous wording, the details of the work should be documented.
Agree in advance on the frequency and content of periodic income and expense reports and property status reports.
A highly transparent reporting system ensures that the property status is properly understood.
It is important to consider changing management companies if you are dissatisfied with their services or if you find a management company with better conditions.
A change of management company should be considered in the following situations
When the vacancy period is prolonged, when there are frequent complaints from tenants, when reporting and communication are insufficient, when repair costs are higher than the market rate, or when a management company with better conditions is found.
When changing management companies, the following points should be noted.
These include the cancellation of the current contract, transfer of security deposits and guarantees, notification to tenants, conclusion of a contract with the new management company, and transfer of various documents.
Through proper procedures, a change of management company can be achieved with minimal impact on tenants.
Rental management is an extremely important factor that determines the success of your real estate investment.
Based on the information presented in this article, we would like to reconfirm the following important points.
It is important to understand the characteristics of self-management, outsourced management, and subleasing, and to select the most appropriate form according to the property size and investment strategy.
Through appropriate advertising strategies and tenant screening, we will secure quality tenants and shorten vacancy periods.
Secure stable income by establishing an efficient rent collection system and taking appropriate measures to prevent delinquent rent payments.
We maintain the asset value of properties over the long term through regular maintenance and long-term repair plans.
When choosing outsourced management, we select a management company based on a comprehensive evaluation of responsiveness, ability to attract customers, and expertise.
A1. The choice is based on a comprehensive evaluation of the number of properties owned, investment experience, available hours, and location of the property.
If self-management is more suitable:
When the property owned is small, with only one or two units.
When the property is located within a short distance from the place of residence.
The client is able to devote sufficient time to rental management.
The client has basic knowledge of real estate.
Outsourced management is suitable for you
You own multiple properties.
You are too busy with your day job to devote time to property management.
The property is located in a distant place.
You lack professional knowledge and experience.
For beginners or those who have a day job, we generally recommend outsourced management.
A2. Generally, the outsourced management fee is about 3-5% of the rental income.
The cost varies depending on the services provided.
It is important to select a management company based on an overall evaluation of service content and quality, not just cost.
A3. Subleasing involves the following risks
Major risks:
There is a risk of rent reduction due to periodic reviews of the guaranteed rent.
There is a possibility of loss of profit opportunity when market rent rises.
There is a risk of vacancy in the event of contract termination.
There are restrictions on involvement in property management policies.
Risk Mitigation Measures:
Confirm the details of the contract terms and conditions.
Clarify the conditions for reviewing the guaranteed rent.
Check the financial condition of the management company.
Set appropriate contract terms and termination conditions.
When considering subleasing, it is important to fully understand these risks before making a decision.
A4. Promptness is the key when dealing with rent arrears.
We recommend the following step-by-step approach
Initial response (within one week of the occurrence of arrears):
Confirm the situation by telephone or visit.
Careful reminders are made to the borrower, taking into consideration the possibility that the borrower may have forgotten to pay.
Consultation on payment plans.
Formal demand (within 2 weeks of the occurrence of delinquency):
A formal written demand letter is sent.
Contact the guarantor and request cooperation.
We will contact the rent guarantee company (if you are a member).
Legal proceedings (within one month of the occurrence of the arrearage):
Consult with an attorney.
Send a final notice by content-certified mail.
We will begin preparations for a demand for surrender.
By taking appropriate action at an early stage, we can prevent the amount of arrearage from increasing and improve the collection rate.
A5. Yes, it is possible to change the management company, but the appropriate procedures must be followed.
Main reasons for change:
When there is dissatisfaction with the quality of service.
You want to improve cost-effectiveness.
You have found a management company with better conditions.
There is a discrepancy in expertise.
Procedures at the time of change:
Although the change requires a certain amount of time and effort, it is an important option for long-term profitability.