Problematic Tenants Moved Into Your Property in Prague? Here Are Some Tips to Help You Deal With Them

Unfortunately, the following scenario is not far from reality. Without any prior notice, your tenants storm in angrily and complain about the neighbor’s baby who won’t stop crying. They demand that you handle the situation immediately, but you have no idea what you can actually do about it, if anything. The next day, after you’ve already forgotten about it, they call you and threaten legal action, claiming you neglected the issue.

There’s no doubt that part of our role is to respond to tenants’ problems, but we often face unreasonable (if not absurd) demands that require special skills to handle difficult tenants. Here are some tips that will help you through the next crisis.

Hire a Professional Property Management Company

When landlords manage their property directly, tenants often expect immediate responses and instant solutions. They don’t understand why a request hasn’t already been handled. Hiring a property management company adds a buffer element that helps resolve conflicts. There’s a management company — it manages hundreds of properties and can judge which demands are reasonable and which are not.

Another advantage is experience. A company that manages hundreds of properties has the knowledge to draft protective contracts for landlords and bring to the table insights gained over years, allowing problems to be solved more efficiently. Still managing your property yourself? Keep reading:

Show You Care Through Actions

Sometimes, to make people feel their concerns matter, it’s not enough to say it — you have to show it through actions. Here are some simple ways to help your tenants feel valued, starting from the initial meeting and negotiation phase:

• Stand up and greet them when they arrive. Active attention lays the foundation for a more respectful conversation.
• Clear any papers or documents off your desk. This signals that they have your full attention.
• Sit beside them rather than across the table — it gives the impression you’re on the same side.
• Avoid crossing your arms. Place your hands on the table to convey openness.

Don’t Take Anything Personally

Unfortunately, anger and aggression are contagious emotions. When tenants confront you with complaints, it’s not the time to get defensive. Remember — their anger isn’t necessarily aimed at you. Try putting yourself in their shoes and stay calm.

Avoid Being Judgmental

You probably already have an opinion about your tenants. That opinion may color your entire interaction. But adopting a new perspective and setting emotions aside can do wonders. It lets you stay in control while also improving how you deal with difficult tenants.

Adopt a New Approach

Even if your tenants’ complaints sound ridiculous or infuriating, remember one important thing — they reached out for help. Their personality doesn’t change that fact. The more you remember this, the easier it will be to respond constructively.

Make sure your tenants feel that you’re on their side and that you’re doing your best to make their rental experience pleasant. At the same time, it’s important to set boundaries.

Use a Friendly Tone of Voice

A kind tone and calm voice are your best tools for calming an angry tenant. Imagine your tenants are people you care about and practice active listening. Sometimes, just giving them space to express themselves makes a huge difference.

Speak in a Constructive Manner

Be honest and straightforward. Phrases like “You’re great tenants and we’re glad you chose to live here” can break the ice and start the conversation on the right foot.

In addition to choosing the right words, choose the right tone. Speak slowly and maintain a low volume. This is a crucial strategy when dealing with frustrated or angry people — it helps.

Deliver Bad News Wisely

The way you approach difficult topics can diffuse tension. If you believe your tenants are hot-tempered, think ahead about how to deliver unpleasant news in a way that will be best received.

Review the Lease Clearly

Don’t just hand over the lease. Open it in front of them and read it aloud. Allow questions and make sure everything is understood. This prevents ambiguity later on.

Resolve Issues While They’re Small

Don’t wait for a conflict to act. With the right planning, many issues can be resolved before they escalate.

Set a Regular Time to Speak with Tenants

When tenants feel you’re too busy for them, they may assume you don’t care. Make time for regular communication and give them your full attention.

Don’t Make Promises You Can’t Keep

Never promise tenants something unless you’re 100% sure you can deliver. Whether it’s a repair, a refund, or your availability — broken promises can damage trust and escalate the situation.

Remember: Tenant Relations Are Your Responsibility

Managing the property is your main responsibility — but so is maintaining good relationships with your tenants. Many landlords outsource communication to a third party, but this can only go so far. Sometimes, it even backfires.

In the end, only a relationship based on trust, respect, and patience will allow you to maintain healthy communication with difficult tenants and prevent issues from arising.

Be Flexible

It’s true you must comply with the law, but there is room for flexibility. Too often, we instinctively say “no” before even considering what’s possible.

Creative thinking can help you manage tenants more effectively. While rules are necessary for structure, it’s also important to keep an open mind.

Being flexible with lease terms helps maintain good relations with tenants and supports long-term rental agreements that give you peace of mind.

For example, agreeing to electronic rent payments, allowing small pets that don’t damage the property, and more. The most important thing is to use sound judgment.

Be Consistent

If you rent out multiple units or have several tenants in the same building, treat them all equally. Consistency builds trust.

Give Tenants a Chance to Reflect

In the heat of an argument, we all sometimes say or do things we regret. Give tenants space to reflect and an opportunity to preserve their dignity.

Document All Communication

Reflect everything clearly to your tenants. It’s recommended to send a written summary after every conversation. This simple strategy ensures transparency and clarity.

In Summary

Managing tenant communication wisely and sensitively helps prevent unnecessary complications, allowing you to manage your property with peace of mind. The more open your approach, the more you’ll see that respectful, patient communication pays off in the long run. Feeling unsure or overwhelmed? Prefer to leave this in professional hands? Contact us. We manage hundreds of properties in Prague and major cities across the Czech Republic every day. We’d be happy to help you too.