---
title: "New Landlord Mistakes and the Systems That Prevent Them"
canonical: https://www.ondorealestate.com/blog/new-landlord-mistakes-systems/
---

# New Landlord Mistakes and the Systems That Prevent Them

Systems beat luck every time.

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Educational

ONDO Team·Published December 10, 2025·1 min read

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On this page

- [Top Mistakes](#top-mistakes)
- [Systems to Prevent Them](#systems-to-prevent-them)
- [Maintenance Playbook](#maintenance-playbook)
- [Utah Lens](#utah-lens)
- [Takeaway](#takeaway)
The biggest new-landlord mistakes are operational, not financial. Here are the recurring ones and the simple systems that stop them.

## Top Mistakes

- Skipping move-in documentation (video, timestamped).
- Underwriting vacancy at 0–3% instead of 6–8%.
- No reserve policy (CapEx + operating blended in one pile).
- Unclear maintenance SLAs; tickets languish and tenants churn.
- Multiple channels for comms; no audit trail.

## Systems to Prevent Them

Documentation

- Video walk-through at move-in/out; store with lease.
- Single thread per unit for all messages.

Reserves & Underwriting

- 6–8% vacancy baked into pro formas.
- CapEx reserve separate from operating cash (3–6 months).

## Maintenance Playbook

- States: new → triage → scheduled → in-progress → done → rated.
- Response targets: same day acknowledge; schedule within 24–48 hours.
- Preferred vendor list with price bands; avoid scramble pricing.

## Utah Lens

Winter-proofing (pipes/roof) and summer HVAC strain are predictable cycles. Pre-schedule inspections; tenants appreciate proactive care.

## Takeaway

Landlording is a process business. If you build simple systems, docs, reserves, maintenance states, you avoid the expensive mistakes most new landlords make.

On this page

- [Top Mistakes](#top-mistakes)
- [Systems to Prevent Them](#systems-to-prevent-them)
- [Maintenance Playbook](#maintenance-playbook)
- [Utah Lens](#utah-lens)
- [Takeaway](#takeaway)

## Keep going

[Property management What Ondo RE manages, what it costs, and how owners are kept informed.](/property-management/)[Self-manage vs Ondo RE calculator Compare your net income managing it yourself against handing it over.](/calculators/owner-vs-self/)[Talk with Ondo RE Ask a question or request a free rental analysis.](/contact/)

## What to do next

Questions about your own property or plan? Ondo RE can walk through it with you.

[See Ondo RE property management](/property-management/)[Self-manage vs Ondo RE calculator](/calculators/owner-vs-self/)[Talk with Ondo RE](/contact/)

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