Summary of Long-Term Rentals: Everything You Need to Know Before You Self-Manage

Overview of Long-Term Rentals: Everything You Need to Know Before You Self-Manage

In this BiggerPockets conversation, Tony prepares to self-manage his first long-term rental after years of relying on property managers and short-term rentals. Ashley Kerr walks him through the full process of getting a single-family rental ready, marketing it, screening tenants, handling move-in, and setting expectations so the lease runs smoothly. The big theme: long-term rentals are less about furnishing and “guest experience” and more about systems, screening, documentation, and clear communication.

Getting the Property Rent-Ready

Ashley’s first step is to treat the unit like a true rental, not a personal home.

Pre-listing checklist

• Touch up paint instead of repainting everything
• Fix anything broken or deferred while the owner lived there
• Check for safety/liability issues:
  • handrails
  • broken steps
  • missing window screens
  • anything that could cause injury or a claim
• Decide what appliances will stay based on local comps and market norms

Appliance strategy

• In many markets, fridge, oven, and dishwasher are expected
• Washer/dryer may be optional depending on comps
• Ashley notes that leaving appliances can help make the home more competitive, but it also adds maintenance risk
• A practical compromise: include them if market-standard, but be clear about who maintains or replaces them

Maintenance before leasing

• HVAC filter replacement is important
• Drain cleaning/snaking is a good idea if you want to prevent early tenant complaints
• Ashley emphasizes that many owners only fix issues after they appear, rather than doing a full reset before listing

Marketing the Rental

Tony and Ashley discuss whether to wait until the home is vacant before listing.

Best timing

• Ashley recommends listing as soon as possible, even if the home is still occupied
• You can use current photos to start generating leads
• Add a note that showings won’t begin until a specific date

Photos

• Professional photos can help, but aren’t always necessary if you can take clean, well-lit images
• She suggests matching the market:
  • if comparable rentals use pro photos, it may be worth doing
  • if not, good DIY photos may be enough
• The goal is to build interest early while the unit is being prepared

Listing platforms

• Ashley prefers TurboTenant because it syndicates listings to multiple sites and streamlines lead management
• She contrasts this with Zillow, which she found harder to manage for bulk communication and showings

Showings and Open Houses

Ashley explains that showings should be organized and efficient.

Scheduling showings

• Use short time blocks, like 15-minute windows
• Include clear showing instructions:
  • where to park
  • which door to use
  • how to access the unit
• Let prospects book directly through the platform

Individual showings vs. open house

• If demand is high, an open house can be more efficient than multiple individual appointments
• She notes that many scheduled showings never actually result in a no-show, so open houses help capture more traffic in less time
• In high-interest situations, she may convert booked showings into one open-house window

During the showing

• Ashley prefers to let prospects look around freely
• She gives a brief greeting, then steps back
• Her approach is to avoid overselling and let tenants evaluate the property comfortably

Screening Applicants

Ashley emphasizes that the screening process should be structured and consistent.

When to send applications

• She sends applications to all leads on the same day she begins showings
• This keeps the process moving and reduces delays

Screening criteria

• She recommends having the criteria listed clearly in the rental ad
• Her standard rule: 3.5x monthly rent in income
• She also screens for:
  • credit
  • background
  • income verification
  • rent-to-income ratio
  • smoking/pet rules
  • lease terms and move-in timing

Verifying documents

• She always checks uploaded documents manually
• Reason: fake pay stubs and altered documents are possible, especially with AI tools making fraud easier

Hold deposits

• Ashley recommends a hold deposit to secure the unit after approval
• The hold deposit can later be applied toward the security deposit
• This helps prevent applicants from backing out after approval

Selecting a Tenant and Moving Them In

Once a tenant is approved, Ashley keeps everything in writing and moves quickly.

Approval process

• Notify the applicant in writing through the platform
• Give them a deadline, such as 24 hours, to:
  • pay the hold deposit
  • sign the lease
• Confirm key lease details:
  • pets
  • lease start/end date
  • utilities
  • move-in date
  • rent amount
  • prorated first month if needed

Move-in checklist

• Collect:
  • security deposit
  • first month’s rent
• Provide key pickup options
• Do a walkthrough or inspection
• Use software-based inspection tools where possible

Move-in inspections

• Ashley likes using tenant-completed inspection forms
• The tenant documents the condition of the property, room by room, with photos
• This helps prevent later disputes about damage

Lease Terms and Tenant Responsibilities

A major part of self-management is setting expectations clearly in the lease.

What should be covered

• Utilities
• Appliance responsibility
• Lawn care
• Snow removal
• Cleaning obligations
• Minor maintenance expectations

Single-family home expectations

Ashley says landlords can reasonably ask more of tenants in a single-family home than in a multifamily building, especially regarding:

• lawn maintenance
• general upkeep
• gutter cleaning or seasonal exterior care, if stated clearly

Repairs vs. maintenance

• Repairs: landlord responsibility
• Maintenance/cleaning: can often be tenant responsibility if clearly written into the lease

Important Caveats

State and local laws matter

Ashley repeatedly notes that laws vary by state, and some rules are especially strict in places like New York.

Examples from New York

• Pre-move-out inspection rights may be required
• Lease language may not protect landlords the way they expect
• Evictions can take a very long time

Why this matters

Tony’s situation is relatively low-risk because it’s his old primary residence near his new home, but Ashley still stresses:

• document everything
• keep communication in writing
• know your local rules before making assumptions

Key Takeaways

• List the property early to build a lead list before it’s vacant
• Match appliance and photo expectations to your local market
• Use organized showings and consider open houses when demand is high
• Screen aggressively and verify documents manually
• Keep communication in writing
• Use the lease to define responsibilities clearly
• Treat move-in and move-out inspections as essential protection
• Always check state-specific landlord-tenant laws before acting

Practical Action Items for a New Self-Managing Landlord

• Create a rent-ready punch list:
  • paint touch-ups
  • safety checks
  • appliance decisions
  • maintenance fixes
• Compare nearby rental comps for:
  • appliances
  • pet policy
  • screening requirements
  • photo quality
• Write clear listing criteria:
  • income threshold
  • pet/smoking rules
  • occupancy timing
• Set up a tenant screening workflow
• Use a written move-in inspection process
• Make sure the lease clearly assigns maintenance responsibilities

Bottom Line

Ashley’s advice is that self-managing a long-term rental is very doable, but success comes from preparation and process, not improvisation. If Tony keeps the home clean, screens carefully, documents condition thoroughly, and communicates everything in writing, he should be able to manage the property confidently without relying on a property manager.