Tenant Management Best Practices for PG Owners

Tenant management is the backbone of every PG business. When tenant onboarding, KYC, rent tracking, and communication are clean, you reduce disputes, improve retention, and keep your cash flow predictable. This guide gives you a practical tenant management playbook you can implement immediately.

1) Standardize onboarding

A consistent onboarding process prevents missing information and sets expectations from day one.

2) Store KYC safely (and retrievably)

KYC isn’t just compliance—it protects you in disputes and helps verify tenant identity.

• Keep KYC linked to the tenant profile.
• Store documents in your own Google Drive so you always own and control the data.

3) Maintain a rent ledger per tenant

A monthly ledger makes it easy to track paid vs pending, add electricity charges, and avoid confusion.

• Record payment status month-wise.
• Capture payment method (cash/UPI/online) and payment date.
• Track deposit collected and deposit released during exit.

4) Communicate clearly (and centrally)

If rules and notices live only in WhatsApp, tenants miss them and disputes increase.

• Maintain published notices for important updates.
• Keep a public rules page (Do’s & Don’ts) so expectations are always visible.
• Use multi-language where needed for better clarity.

5) Use a support/ticket flow

Track issues with an “Open → Resolved” workflow so nothing gets lost and tenants feel heard.

• Collect tenant email/phone and issue details.
• Maintain a resolution timestamp for accountability.

6) Have a clean exit process

Exits are where the most confusion happens: pending rent, deposit settlement, and room availability.

• Mark tenant inactive and free the bed for next tenant.
• Settle pending rent + deposit release with clear history.