Breaking
the ice:
What
to do: Rapport Build. Polite, informal communication is
the first step when meeting someone new. Mentioning your mutual referral
source, complimenting them on their promptness, asking them a question about
themselves, or even commenting about the weather shows your interest in their
thoughts and opinions.
What
not to do: Don’t Be A Bore. Refrain from telling
long stories, asking personal questions or making political or religious
comments at this early stage. Take your cues from your guest. If they seem
disinterested or you realize you are doing most of the talking, it’s time to
move to the next phase of the interview process.
Getting
down to business:
What
to do: Qualification Questions. You’ve built rapport,
and it’s time to get down to business. You want to discover what makes them
qualified to rent/work with you? The objective of this phase of the interview is to
ask open-ended questions, which are questions that cannot be answered with a
simple “yes” or “no”. Open-ended questions allow them to elaborate.
Universally
successful open-ended questions such as:
1. What
interested you about my rental/this position?
2. What
about living here/working here appeals to you the most?
3. What
about living here/working here might be a drawback for you?
4. What
are your best qualities as a renter/employee?
What
not to do: Don’t Get So Close To Me. Don’t ask or comment on
their age, ethnicity, religion, sexual orientation, or any physical
characteristic. If they want to disclose personal information, they may at a
later time, but an interview is the wrong setting for personal questions. Also,
asking them during an interview may even be unlawful.
Rental
History/Employment History:
What
to do: Where Have You Been All My Life? Just as important as an
applicant’s current motive for renting is their rental history. It tells you
what you can expect.
Universally
successful questions are:
What do you do for a living/tell me about your last position?
What do you do for a living/tell me about your last position?
Why
are you moving/why did you leave your last job?
Review
the rental application with them. A quick (few minutes)
scan of the application gives them the opportunity to comment and you’ll learn
more than by reading the application after they’ve gone.
Ask
and Ye Shall Receive.
What
to do:
Inquire About Gaps in Rental/Employment History. This may help
you understand any illnesses or unemployment they may have experienced.
Ask
For Rental References. Ask that the applicant include one
or two recent rental references. If these cannot be verified, ask for two
personal references.
What
not to do:
Don’t Be Overly Trusting. If no references can be verified, move on to the next applicant. If
nobody can give a positive reference, there’s a good chance they have a poor
rental/employment record.
Also, if they can’t pay
a modest security deposit (such as last month’s rent), be aware that if they
vacate without a month’s notice, you’ll be left with an unexpected deficit in
income, and may be scrambling to find another renter.
It’s
A Number’s Game.
What
to do: State The Monthly Rent and Lease Duration. Ask:
Does the monthly rent amount and lease duration work for you?
State
The Deposits. Ask: Will you be able to pay the deposit
(s)? If you can, be flexible about accepting the deposit in several payments,
but be clear about when the deposit payment (s) will be due.
Provide
a Rental Contract. It should specify: monthly rent, lease
term, deposits (with payment dates), provisions for pets, and how many people
will be occupying the rental. An oral agreement cannot be verified in court,
while a written agreement or lease can. Protect yourself by providing a written
contract. Rental contracts templates can be found on the internet for free.
I’m
An Open Book.
What
to do: Be A Good Host. Show your prospective renter your
home is clean and safe:
1. Give
them a tour of each room in the house/office (unless occupied), and the grounds.
2. Inform
them where the nearest public transportation stop is, nearby shopping, restaurants
and parks.
3. If
you have a pet, introduce them if you can, giving pertinent information such
as: age of pet, breed, and what the renter can expect behaviorally from your
pet (is he a “lapdog,” or shy with newcomers?). Is there anything the renter
should know about your pet?
Finally, ask if they have any other questions you haven’t answered?
Closing Time.
What
to do: Shake their hand and/or smile and thank them for their time.
What
not to do: If the applicant asks to hug you that is
fine, but don’t initiate a hug. Realize that although you may be feeling “warm
and fuzzy,” hugging strangers is uncomfortable for some people.
A
thorough interview can be accomplished in an hour or less.
If it is much longer than that, you may mistakenly be communicating that you’re
looking for a friend, and your applicant is there to apply for a rental, not a
friendship. Over time, if a friendship develops, that is an added bonus.
Remember the purpose of the interview: to meet, review qualifications and
rental history, and review financial arrangements. Close the interview by
giving the applicant a date you will be notifying them of your decision (usually
1 week or less). Ask if you can call them if you have any other questions, and
encourage them to contact you if they think of any.
It’s
ganna' make you look good, I guarantee it. Being
well-prepared in advance of conducting an interview will show the applicant that you are serious about finding the right
renter, and will impress them that you are an intelligent and orderly person.
It communicates, “I care” about yourself, your environment, and most
importantly, your future renter/employee.
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