Excessive Tenant Water Usage: A Guide to Clear Communication and Effective Notices

High water bills can be a headache for any landlord. They impact your bottom line, strain your relationship with tenants, and contribute to environmental concerns. This guide focuses on tackling excessive water usage in your rental properties, specifically how to address the issue with tenants and craft clear, effective notices.

Identifying Excessive Water Usage

The first step is to identify units with water consumption exceeding a reasonable level. Here’s how:

Monitor Water Bills: Regularly review water bills to identify any significant spikes in usage. 

Leverage Smart Water Monitoring Systems: If you don’t have unit-level data from your water bills to pinpoint the tenant responsible for the spike, install a smart water flow monitor. These water-saving devices track water consumption in real-time to give you a granular view of water usage by unit. 

Track Trends: Look for patterns over time. A single high bill might be an anomaly, but consistent spikes suggest a potential problem.

Investigating the Cause

Before approaching the tenant, gather some information:

Review Maintenance Records: Check for any recent plumbing repairs or reported leaks in the unit.

Consider Seasonal Fluctuations: Water usage might naturally increase during hot summer months due to more frequent lawn watering or longer showers.

Initiating a Conversation

Once you’ve identified excessive water usage and ruled out leaks or seasonal variations, it’s time to have a conversation with the tenant. Here’s how to approach it effectively:

Schedule a Meeting: Request a meeting with the tenant. Explain you need to discuss water usage in their unit.

Maintain a Positive Tone: Focus on the issue of water conservation rather than placing blame.

Present the Data: Clearly explain that their unit’s water usage has exceeded a reasonable level. Provide specific data points like usage compared to the average for similar units or historical data for their unit.

Explore Potential Causes: Discuss with the tenant any potential reasons for the high usage. Were they aware of the issue? Do they suspect a leak?

Offer Solutions: Work collaboratively to find solutions. This might involve suggesting water-saving tips like shorter showers, fixing leaky faucets, or offering to install low-flow showerheads at your expense.

Crafting an Effective Excessive Water Usage Notice

A formal notice might be necessary if the conversation doesn’t result in a significant decrease in water usage. Here’s what to include:

Clear Statement of the Issue: Indicate that the water usage for the unit has exceeded a reasonable level. Be specific about the period and water usage data.

Impact and Potential Consequences: Explain the effects on your operating costs and the environmental impact of excessive water waste. 

Solutions and Resources: Provide a list of water-saving tips and resources available to tenants. 

Timeline and Next Steps: Specify a timeframe for the tenant to reduce their water usage. Outline the following steps if the issue persists, such as a follow-up meeting or potential for further action according to your lease agreement and local regulations.

Maintain a Professional Tone: Use formal language and a professional tone throughout the notice.

Sample Letter to Tenants about Water Usage

***

Date: [Date]

To: [Tenant Name(s)]

From: [Your Name/Property Management Company]

Subject: Excessive Water Usage at [Unit Number]

Dear [Tenant Name(s)],

This notice is to inform you that the water usage for your unit, [Unit Number], has significantly exceeded the average for similar units in the past [Period].

During this period, your unit’s water usage was [Specific Usage Data] compared to the average of [Average Usage Data] for similar units.

High water usage can lead to increased operating costs for the property and significantly strain our valuable water resources. 

We appreciate your cooperation in resolving this issue. Here are some simple ways you can help reduce water usage in your unit:

• Shorter Showers: Aim for shorter showers instead of baths. Every minute saved can save gallons of water.
• Fix Leaks Promptly: Even a tiny drip from a faucet can waste a significant amount of water over time. Report any leaks to us immediately.
• Turn Off the Faucet While Brushing Teeth or Shaving: Don’t let the water run unnecessarily while performing these routine tasks.
• Run Full Loads of Laundry and Dishes: Only run washing machines and dishwashers when they are full to maximize water efficiency.
• Water Lawns Efficiently: Water your lawn early in the morning or evening to minimize evaporation. Consider using a broom to clean driveways and sidewalks instead of hosing them down.
• Install Low-Flow Showerheads and Faucet Aerators (upon request): We are happy to install these water-saving fixtures in your unit at no additional cost.

Please don’t hesitate to contact us at [Phone Number] or [Email Address] if you have any questions or require further assistance reducing your water usage. 

Sincerely,

[Your Name/Property Management Company]

***

Additional Tips:

Delivery Method: Deliver the notice in person or send it by certified mail with a return receipt to document proof of delivery.

Maintain Records: Keep a copy of the notice and any communication with the tenant regarding the water usage issue for your records.

Wrapping Up 

By following these steps and using the sample notice as a guide, you can effectively address excessive water usage with your tenants. Clear communication, a collaborative approach, and a well-crafted notice are crucial to resolving the issue and promoting water conservation in your rental properties.