No matter how airtight your lease is, sooner or later a resident will ask for something it doesn’t cover:
“Can I install a fire pit in the backyard?”
“Will you discount rent if I paint the bedrooms myself?”
“Could you waive the pet fee for my emotional-support iguana?”
Handle these one-off requests well and you’ll strengthen relationships, avoid fair-housing trouble, and protect your bottom line. Handle them poorly and you risk inconsistent precedent—or worse, discrimination claims. Here’s a step-by-step framework Springfield landlords can use to stay fair, consistent, and in control.
1. Sort the Request into One of Three Buckets
Bucket Examples Must-Do or May-Do?
| A. Legally Required | ADA ramp, service-animal exception, reserved parking for disability | Must Grant if “reasonable accommodation” under Fair Housing Act HUD |
| B. Discretionary but Reasonable | Adding a ceiling fan, early-lease extension, small garden bed | May Grant—evaluate cost vs. benefit |
| C. High-Risk or Unreasonable | Large breed dog in “no pets” duplex, permanent structural changes, rent barters | Usually Decline—or require strict conditions & addenda |
2. Use the Four-Point Test Before Saying Yes
Legal – Would granting (or denying) violate fair-housing, building codes, or local ordinances?
Financial – Who pays upfront? Who fixes or removes it later?
Operational – Can your team maintain or monitor the change?
Precedent – Will this open the door to similar requests you can’t afford to grant for everyone?
Consistency is everything. Written, uniform policies are your strongest defense if a denial is ever challenged as discriminatory. propertyadvantage.com
3. Put It in Writing—Every Time
Have residents submit requests in writing (email or portal).
Respond with an approval, denial, or conditional approval that spells out costs, timelines, and restoration requirements.
File the correspondence with the lease so you can show you handled the request consistently with policy.
4. Price the Privilege
For discretionary requests you approve:
Scenario Typical Cost Recovery
| Resident Installs Ceiling Fan | Resident buys fan + pays certified electrician; you keep fixture at move-out |
| Paint Request | Resident pays for paint & return-to-neutral fee, or you supply approved color and charge labor |
| Early Lease Renewal w/ Upgrade | Offer $20 monthly premium for added amenity (e.g., smart lock) to offset install cost |
5. Tactful Ways to Say “No”
Empathize: “I understand why that’s important to you.”
Explain Policy: “Our insurance limits open-flame features like fire pits.”
Offer Alternatives: “You’re welcome to use a gas grill on the patio, which meets safety code.”
Stay Consistent: The same written explanation goes to every resident requesting the same thing.
6. Quick Reference Checklist
Document request immediately.
Apply Four-Point Test.
Consult owner/partner if CAPEX > $500.
Approve/deny in writing within 3 business days.
Update lease addendum if needed.
Schedule post-move-out inspection for any reversible changes.
In Short
Unusual resident requests don’t have to derail your operations—or expose you to fair-housing risk. A clear, repeatable framework keeps every decision legal, consistent, and financially sound while showing residents you take their needs seriously. Handle the off-script asks correctly, and you’ll protect both goodwill and net operating income.
Disclaimer: This article is for informational purposes and is not legal advice. Always consult a qualified attorney or fair-housing specialist for guidance on specific accommodation requests.
