Keep Your Tenants Safe, Notified

Your tenants’ safety should be of the utmost importance to you—not only to keep you from being sued, but also because safe, happy tenants continue to pay their rent.

As you know, there are federal, state and local requirements regarding safety notices you must post in conspicuous areas at your property. But there are other notices that, if nothing else, keep your tenants informed of what is going on around the property. You may not be required to post these, but doing so can project that you and your company are service-minded, care for your tenants and want them to stay aware of their surroundings.

The following are suggestions for signage, not necessarily those required by law. Consult your local building code officials and your attorney to determine which notices and signage are required for your property.

“There are several different government agencies that have regulations on what needs to be posted or provided,” says Sylvia L. Hill, president of H.M.S. Development Inc. in San Jose, Calif. “Protecting my clients and residents from liability takes continual research and training.”

The Musts
One of the most important pieces of information to post isn’t necessarily about safety or evacuation procedures—though they certainly should be posted—but rather about whom to contact in case of an emergency.

“This information may be used by the residents or by the emergency teams that are called to the site,” Hill says. “Local regulations may dictate where that notice is posted.”

Usually, this would be you, the property manager. You should include office hours and how to contact you during off hours, or at least the person who covers for you during these times.

Any common area facility such as a swimming pool, exercise room or recreation hall should have rules posted in a conspicuous manner.

Safety Equipment
If you provide emergency equipment, typically fire extinguishers, within your property, they should be marked clearly, Hill says. Further, within the individual unit, it is a good idea to provide directions to any of the equipment. Hill even suggests explaining to your residents how to operate the equipment, should an emergency arise.

Depending on what region of the country you live in, your local codes may require different equipment. Some dictate collapsible ladders for multi-story buildings; some require you to provide notices regarding tornados, earthquakes or hurricanes.

“Building codes in some areas now require sprinklers while others do not,” Hill says. “Sprinklers may be required depending on the size of the building and the type of construction.”

Despite these considerations, Hill says, “The one that is least expensive and saves more lives would be the smoke detector.” Law requires these most likely, but you should consider showing your tenants where each one is located, and then explain their operation.

Close behind the smoke detector is the carbon monoxide (CO) detector. “Every landlord should be cognizant of the codes in their area regarding these two safety devices,” Hill adds. “If it isn’t required, it is still prudent to care for the welfare of the residents to provide these.”

In fact, Illinois has gone so far as requiring CO detectors be placed within 15 feet of all bedrooms in buildings that use gas or have a fire place or attached garage.

Because CO detectors have different readings than smoke detectors, it is a good idea to provide notices or pamphlets, etc., so your tenants are aware of how CO detectors work, since maintenance is often their responsibility.

Signs, Signs Everywhere
“Sometimes, all it takes is a walk through the property,” Hills says. “Train yourself to be cognizant of where danger may exist. I would encourage any owner, or agent for the owner, to get involved with an association that provides education and publications concerning liability and safety issues for managing a residential property.

“A good rule is to think about what notification you would like to receive,” she adds.

Hill suggests providing your residents with information at three times during their stay in one of your units: before they move in; while they are residents; and when moving out.

“In other words, any material factor that would affect their residency should be provided,” she says.