Introduction
Renting out a property comes with its share of responsibilities – but those responsibilities don’t lie with the landlord alone. Tenants have important obligations too, and it’s in everyone’s interest that they’re made clear from day one.
Providing tenants with the right information helps reduce wear and tear, minimise disputes, and protect your investment. Here are our top ten topics that we believe every landlord in Edinburgh should communicate to their tenants.
1. End-of-Tenancy Cleanliness Expectations
Make it’s clear from the start that the property must be returned in a very high standard of cleanliness – to the level of a professional clean and in a condition ready for immediate occupancy by the next tenant. It’s wise to include a detailed cleaning checklist and recommend that professional cleaning service is used. This avoids ambiguity and ensures deductions from the deposit are easier to justify if needed.
2. Handling of the Tenancy Deposit
Explain the role of a Tenancy Deposit Scheme (TDS) in Scotland, and that the deposit will be registered and protected in a government-approved scheme such as SafeDeposits Scotland. Let tenants know what could result in deductions (e.g., damage, cleaning, missing items), and how the process works at both the beginning and end of the tenancy.
3. Reporting Maintenance Issues
Tenants should be given clear instructions on how and when to report maintenance issues. Emphasise that they must not arrange repairs themselves – even in emergencies—unless they’ve contacted you (or your appointed agent) and followed the appropriate protocol. Provide a dedicated contact method – ideally via email or a maintenance reporting system – and set expectations on response times.
4. Regular Maintenance Inspections
Let tenants know that periodic property inspections will take place – typically every 3–6 months. Inform them in advance how they will be notified, who will attend (e.g., you or your agent), and what areas will be reviewed. Emphasise that this is standard practice and not cause for concern – just part of maintaining the property to a high standard and preventing small issues becoming large expensive issues.
5. Emergency Maintenance Procedures
Provide a specific list of emergency contacts – including your own, your agent’s, and any approved contractors for out-of-hours emergencies like major leaks or electrical faults. Clearly define what qualifies as an emergency and reiterate that tenants should still notify you immediately, even if an approved contractor is contacted.
6. Notifying Absence During Extended Holidays
Tenants should inform you if they plan to be away from the property for more than two weeks, especially during winter months. This allows you to make arrangements (e.g., ensuring heating is on a timer to prevent frozen pipes) and helps with insurance compliance.
7. Location of Shut-Off Points
Supply a diagram or walk-through to show tenants where to find:
- The stopcock (main water shut-off)
- The gas shut-off valve
- The main electrical fuse board
Make sure this information is part of the welcome pack and ideally located visibly inside a cupboard or utility area.
8. Appliance User Guides
Ensure tenants are provided with user manuals for all appliances. This is not only helpful to them and sends a message that you want to be helpful but also removes any excuse for misuse and protects both parties. For example, if a tenant damages a dishwasher or causes a costly call-out due to incorrect use, you’ll have a clear record that the correct guidance was made available.
9. Basic Troubleshooting Knowledge
Tenants should be provided instructions for basic household tasks like:
- Topping up the boiler pressure
- Preventing drain blockages (e.g., not pouring fats/oils down the sink, using drain strainers)
- Resetting the fuse board after a trip
Including brief guides or laminated instruction sheets can reduce unnecessary call-outs and empower tenants to handle minor issues themselves responsibly.
10. Property Security Tips
Remind tenants of their responsibility to keep the property secure:
- Always lock all doors and windows when out.
- Don’t leave keys in obvious places (e.g., under mats or flowerpots).
- Report any suspicious activity immediately.
- Ensure bins and external areas are tidy to avoid attracting attention.
You may also wish to recommend using timers for lights when the property is vacant and explain any alarm systems provided.
Conclusion:
A Well-Informed Tenant Is a Responsible Tenant
Clear, written communication isn’t just good practice – it’s a safeguard for both landlords and tenants. Providing this kind of detailed guidance at the beginning of a tenancy sets the right tone, prevents damage, and fosters a professional, respectful relationship. It also greatly reduces the chances of disputes at the end of the lease.
Consider including all of the above in a Tenant Welcome Pack or digital handbook. Not only does this demonstrate that you’re an attentive and professional landlord, but it can also protect your property – and your time – in the long run.
Disclaimer:
This article is for informational purposes only and does not constitute legal advice. HomeForce Property Management (HFPM) makes no representations or warranties regarding the accuracy, completeness, or reliability of the information provided. While every effort has been made to ensure the content is up to date, regulations may change, and interpretations may vary. HFPM is not responsible for any errors, omissions, or actions taken based on this article. Readers are advised to seek independent legal or professional advice regarding their specific circumstances. Links to external websites are provided for convenience and do not imply endorsement or responsibility for their content.
