Landlord Showings: What You Need to Know

Whether you’re renting out a single apartment or a whole building, showing the space to prospective tenants is a routine task. It sounds easy, but a few missteps can lead to angry renters or even legal issues. Below you’ll find the basics of a good showing, what the law expects, and a quick checklist to keep things running smoothly.

Preparing for a Showing

First off, talk to the current tenant. Most leases require at least 24‑hour notice before you step inside, and many states demand a specific notice period. Send a polite text or email that states the date, time, and reason for the visit. Offer a few time slots so the tenant can pick what works best – flexibility builds goodwill and reduces complaints.

Next, tidy up the unit. A clean space shows off the property’s best features and makes it easier for you to point out upgrades. Check that lights work, windows open, and the HVAC is humming. If you notice minor repairs, fix them before the showing; a small leak can turn a promising lead into a walk‑away.

Finally, gather all the paperwork you’ll need on hand: a one‑page fact sheet, rent price, deposit amount, and any recent utility bills. Having this ready speeds up the conversation and shows you’re organized.

Legal Must‑Knows for Landlords and Tenants

Every state has its own rules about when and how you can enter a rental unit. In most places you can’t just swing by unannounced – that’s considered trespassing. The standard rule is “reasonable notice,” usually 24‑48 hours, and access must be during normal business hours unless the tenant agrees otherwise.

If a tenant refuses entry without a valid reason, you may need to go through the court to get an order. That’s a costly and time‑consuming route, so it’s best to avoid it by being respectful and flexible from the start.

Don’t forget about the Fair Housing Act. When you’re showing a unit, you can’t single out or reject a potential renter based on race, color, religion, sex, national origin, disability, or familial status. Keep your language neutral and focus on legitimate qualifications like income or credit score.

Another common pitfall is “self‑showings.” Some landlords let prospects walk through a unit without anyone present. If you go this route, make sure the lease permits it and that you have a solid liability plan – you don’t want an accident that lands you in court.

Lastly, keep a log. Write down the date, time, who you let in, and what you showed. This paper trail can protect you if a dispute pops up later.

Running a smooth landlord showing takes a bit of planning, but the payoff is worth it – fewer vacancies, happier tenants, and fewer legal headaches. Use the checklist below for every visit and you’ll stay on top of the process.

Showings Checklist:

• Notify current tenant 24‑48 hrs in writing.
• Offer at least two time options.
• Clean the unit and fix visible issues.
• Prepare fact sheet, rent details, and utility info.
• Verify local notice laws and Fair Housing compliance.
• Log each visit with date, time, and visitor name.

Stick to these steps, stay courteous, and your showings will run like clockwork.