New Landlord Mistakes and the Systems That Prevent Them

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

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.