The Basics of Landlording: Lease Agreements, Deposits, and Screening Tenants

Becoming a landlord is one of the most popular paths in real estate investing.

Whether you’re renting out a single property or building a portfolio of income-generating homes, understanding the fundamentals of landlording is key to long-term success.

Managing tenants, handling lease agreements, and collecting deposits may sound straightforward—but each step requires careful planning and a clear understanding of local laws and best practices.

In this guide, we’ll explore the essential building blocks of being a responsible and profitable landlord: lease agreements, security deposits, and tenant screening.

By mastering these basics, you’ll not only protect your investment but also create a positive experience for both you and your tenants.

Why Landlording Matters in Real Estate Investing

Owning rental property isn’t just about collecting rent checks—it’s about managing relationships, maintaining assets, and making strategic decisions that support your broader real estate investing goals.

Effective landlording ensures steady income, minimizes vacancies, and helps maintain the long-term value of your property.

Strong landlords share a few key characteristics:

• They set clear expectations with tenants from day one.
• They understand the importance of documentation and legal compliance.
• They treat their rental property as a business—tracking expenses, maintaining records, and enforcing policies fairly.

When done right, landlording can turn a single property into a reliable income stream—and serve as the foundation for growing your real estate investing portfolio.

Crafting a Strong Lease Agreement: Your First Line of Defense

A lease agreement is more than a piece of paper—it’s a legally binding contract that defines the landlord-tenant relationship. It outlines expectations, protects both parties’ rights, and sets the tone for a professional and transparent rental experience.

Key elements every lease agreement should include:

• Names of all tenants: Ensure every adult occupant is listed and legally responsible for the lease terms.
• Lease term: Specify the start and end dates, along with renewal or termination conditions.
• Rent details: Include the amount due, due date, late fees, and acceptable payment methods.
• Security deposit: State the amount, purpose, and refund process, following local laws.
• Maintenance responsibilities: Clarify who handles repairs, lawn care, and other upkeep.
• Rules and policies: Include pet policies, noise restrictions, smoking rules, and parking details.
• Entry notice requirements: Specify how much notice is required before entering the property for inspections or repairs.

Having a comprehensive lease helps prevent misunderstandings and provides a clear reference point if disputes arise. Many landlords use state-specific templates, but consulting a real estate attorney to customize your lease can offer extra peace of mind.

Understanding Security Deposits: Protecting Your Investment

Security deposits play a vital role in real estate investing by providing financial protection against property damage, unpaid rent, or lease violations.

However, they’re also one of the most regulated aspects of rental property management—so it’s essential to follow the law carefully.

Best practices for handling deposits:

• Know your local limits: Many jurisdictions cap deposits at one or two months’ rent.
• Keep deposits separate: Store them in a dedicated account rather than mixing them with operating funds.
• Provide a receipt: Always document the amount received and the date it was paid.
• Conduct move-in inspections: Record the property’s condition with photos or videos before tenants move in.
• Follow legal timelines: Most areas require landlords to return deposits within a certain number of days after move-out.
• Provide itemized deductions: If you deduct for damages, list each item clearly and include receipts or estimates.

Transparency is key. Tenants appreciate clear communication about how their deposit is handled—and landlords benefit from documented proof if disputes arise later.

By being consistent and fair, you’ll establish trust while safeguarding your property’s condition and value.

Screening Tenants: Choosing the Right Occupants

Tenant screening is one of the most important steps in successful real estate investing. Selecting reliable tenants can dramatically reduce late payments, property damage, and turnover costs.

On the other hand, a rushed or incomplete screening process can lead to costly mistakes.

Essential steps in the tenant screening process:

• Pre-screening questions: Before showing the property, ask about move-in dates, income, and rental history to gauge fit.
• Rental application: Require detailed applications that include employment history, income verification, and previous landlord references.
• Credit check: Review credit scores and payment histories to assess financial responsibility.
• Background check: Screen for criminal history while adhering to fair housing laws.
• Reference verification: Speak with past landlords to learn about payment habits, cleanliness, and behavior.
• Income verification: Request pay stubs or bank statements to confirm the tenant can afford rent—ideally 2.5–3x monthly income.

Consistency and fairness are crucial. Always apply the same criteria to every applicant to avoid discrimination claims and maintain compliance with the Fair Housing Act.

Setting Fair and Competitive Rent

Determining the right rental price is part art and part science. Set the rent too high, and you risk long vacancies; set it too low, and you leave money on the table.

For effective real estate investing, your rental rate should strike a balance between profitability and market competitiveness.

Tips for setting rental rates:

• Research local comps: Check listings for similar properties in your area.
• Factor in amenities: Adjust rates based on property features like parking, in-unit laundry, or outdoor space.
• Account for expenses: Include mortgage, taxes, insurance, and maintenance in your calculations.
• Monitor market trends: Adjust pricing annually to reflect shifts in supply and demand.
• Incentivize renewals: Offer small upgrades or minor rent discounts to retain good tenants.

Rent-setting is not a one-time task. Reviewing your pricing regularly ensures you stay competitive and continue to earn a fair return on your investment.

Maintaining Positive Landlord-Tenant Relationships

Successful real estate investing depends not only on the numbers but also on the relationships you build. Happy tenants are more likely to renew leases, care for the property, and pay rent on time. Building a good rapport reduces turnover and helps your investment thrive.

Ways to strengthen landlord-tenant relationships:

• Communicate clearly: Be responsive and transparent in all interactions.
• Respect privacy: Give proper notice before entering the property.
• Address maintenance quickly: Prompt repairs show tenants you care about their comfort and safety.
• Be fair but firm: Enforce lease terms consistently to maintain professionalism.
• Offer renewals early: Give tenants ample time to decide and reduce vacancy risk.

Good management doesn’t mean being overly lenient—it means setting clear expectations and following through. When tenants feel respected and heard, they’re more likely to treat your property like their own.

Legal and Ethical Responsibilities of a Landlord

Every landlord engaged in real estate investing must understand the legal framework that governs rental properties. Ignoring these responsibilities can lead to fines, lawsuits, or even the loss of your rental license.

Key legal considerations include:

• Fair housing compliance: Never discriminate based on race, religion, gender, family status, disability, or national origin.
• Safety standards: Ensure the property meets health and safety codes, including smoke detectors and secure locks.
• Privacy laws: Provide proper notice before entering a tenant’s unit, as required by local regulations.
• Eviction procedures: Follow legal eviction processes; avoid “self-help” methods like changing locks or shutting off utilities.
• Disclosure requirements: Inform tenants about environmental hazards, such as lead paint or mold.

Staying informed about local and national landlord-tenant laws not only protects you from legal trouble but also builds your credibility as a professional investor.

Final Thoughts: Building a Solid Foundation in Real Estate Investing

Mastering the basics of landlording—drafting strong lease agreements, managing deposits responsibly, and screening tenants carefully—is essential to success in real estate investing.

These foundational skills protect your property, ensure steady income, and reduce the stress of property ownership.

Remember, being a landlord is about more than collecting rent—it’s about running a business that provides value and security to both you and your tenants. The more organized and transparent you are, the more rewarding your investment journey will be.

Ready to get started? Find out when to buy your first rental property.