Landlord Portal

Why This Portal Exists

Michigan’s landlord landscape is dominated by owners with fewer than 10 units. Juggling repairs, rent collection, and ever-evolving statutes can be overwhelming. This portal distills must-know compliance points—security deposits, notices, and entry rules—into easy reference tables and action templates so you can focus on running profitable, dispute-free rentals.

Security Deposit Compliance Checklist

• Collect no more than 1.5 months’ rent (MCL 554.602).
• Give written receipt within 14 days stating bank name & account number.
• Provide blank inventory checklist at move-in; keep signed copy.
• Require tenant’s forwarding address notice within 4 days after move-out.
• Itemize deductions or return funds within 30 days.
• Limit deductions to unpaid rent, damage beyond wear, utilities, and court costs.
• Include simple interest if local ordinance mandates (e.g., Ann Arbor).
• Store funds in a Michigan account; avoid co-mingling with personal funds.

Entry & Notice Quick Reference

Michigan law requires “reasonable” notice—commonly interpreted as 24 hours—for most non-emergency access. Emergencies like burst pipes waive notice but still demand post-entry documentation. Always specify a 2-hour arrival window and log confirmation attempts.

Document every notice attempt to shield against “illegal entry” claims—learn more in our privacy guide.

Model Communication Templates

Consistent, written communication minimizes misunderstandings and strengthens your legal footing. Access editable DOCX versions inside our Sample Letters tool.

• Notice of Entry. 24-hour template citing purpose and time window.
• Demand for Late Rent. Aligns with late-fee rules.
• Security Deposit Itemization. Pre-formatted table for deductions.
• Repair Completion Confirmation. Provides closure and tenant sign-off.
• Lease Renewal Offer. Outlines new term and rate with e-signature line.
• Non-Renewal Notice. 30-day form compliant with MCL 554.134.

Avoiding Retaliation Claims

Under MCL 600.5720, actions taken within 90 days of a tenant’s protected activity—such as reporting code violations or requesting repairs—are presumed retaliatory. Penalties include dismissal of eviction and potential damages.

• Maintain a repair ledger showing dates, costs, and vendor invoices.
• Apply objective screening criteria for all applicants; archive decisions.
• Stagger rent increases annually, not immediately after complaints.
• Respond in writing to all grievances within 48 hours.
• Keep meeting notes; follow up with an email summary.

Lead-Based Paint Disclosure Guide

If your rental was built before 1978, federal law requires you to provide every incoming tenant with an EPA-approved pamphlet on lead hazards and a signed disclosure form. Michigan courts treat non-compliance as a material breach, meaning tenants can rescind the lease or sue for triple damages if a child tests positive for elevated blood-lead levels. The regulation applies even when you believe all peeling paint was remediated years ago. It also covers detached garages, sheds, and common hallways—any pre-1978 structure on the parcel counts.

The safest workflow is to email tenants the PDF pamphlet and attach the disclosure form with e-signature fields during the application phase. Many landlords wait until lease signing, but early delivery documents your diligence and weeds out applicants who may knowingly hide unsafe renovation projects. Keep the executed form for at least three years; auditors often request it long after tenants have moved out. Store it in a “Compliance” folder with inventory checklists and smoke-alarm certifications for quick retrieval.

Disclosures aren’t just paperwork—they create a defense shield. In Michigan negligence suits, landlords lose more than 70 % of lead cases because they lack a signed form. Spending five minutes up-front can save five-figure settlements later. Finally, remember that repainting alone does not equal abatement; you must follow EPA’s RRP rules when disturbing more than six square feet of paint per room. Hire certified contractors and keep their clearance reports on file.

Seasonal Maintenance Calendar

Proactive maintenance keeps tenants happy and minimizes emergency calls that wreck your weekend. A written calendar also proves “ordinary diligence” if a habitability claim lands in district court. Below is a sample four-season checklist that small landlords can integrate into Google Calendar or property-management software. Feel free to tailor tasks to local climate, heating system, and building age.

• Spring (March–May): Test sump pumps, clear downspouts, schedule HVAC tune-up, and inspect grading to prevent basement leaks when Michigan thaw hits full stride.
• Summer (June–August): Service window screens, trim trees away from power lines, pressure-wash siding, and inspect decks for loose railings before grilling season.
• Fall (September–November): Clean gutters, swap furnace filters, replace weather-stripping, and mark shut-off valves so tenants can locate them during frozen-pipe scares.
• Winter (December–February): Check attic insulation, test GFCI outlets, stock ice-melt for common walks, and photograph roofs after heavy snow to dispute future leak claims.

Each task should be logged with date, vendor, cost, and follow-up note. Email a summary to tenants so they see the effort you put into asset preservation; transparency discourages frivolous repair-and-deduct attempts. For multi-unit buildings, post a seasonal checklist on the bulletin board and invite residents to add suggestions. Crowdsourced tips often reveal hidden issues long before they escalate into violations.

Tax Deductions & Record Keeping

Smart record keeping transforms everyday expenses into lawful deductions on Schedule E. The IRS lets you write off mortgage interest, property taxes, insurance premiums, utilities paid on behalf of tenants, routine maintenance, travel to and from the property, and depreciation. Michigan imposes no special add-backs on residential rentals, so the federal ledger usually mirrors state returns.

Set up a dedicated business checking account to avoid co-mingling and make audits painless. Use accounting software—or a free spreadsheet—to categorize income and expenses monthly. Scan receipts the day they hit your pocket and label files “YYYY-MM-DD_vendor_amount.pdf” so they alphabetize chronologically. Cloud drives like Google Drive or Dropbox provide redundant backups; a lost shoebox of receipts can cost you thousands.

Don’t forget mileage: at 62.5 ¢ per mile (2025 rate), even four round-trips per month adds up. For capital improvements—new roof or HVAC—store contractor invoices separately; you’ll depreciate them over 27.5 years rather than expense them outright. Finally, archive documents for at least seven years; the IRS has six years to challenge returns when under-reporting exceeds 25%. With digital folders, long retention no longer clutters the filing cabinet.

Useful External Resources

• MSHDA Landlord Manual – Official guidance on voucher programs and inspections.
• Attorney General Consumer Protection – File rent-related complaints.
• HUD Landlord Resources – Fair-housing compliance and training.
• MI Courts Landlord-Tenant Forms – Download district-court eviction forms.
• Michigan Mediation Directory – County-level dispute resolution centers.

Frequently Asked Questions