Property Management Blog

Key Takeaways

• Transparent pricing is now the standard – Landlords should adopt “all-in” pricing to eliminate hidden fees, reduce disputes, and improve collections.
• Tenant screening faces stricter oversight – Keep criteria tied to lease obligations, document processes, and provide clear adverse action notices to stay compliant.
• Deposits and move-out practices require precision – Use timestamped photos, condition checklists, and invoices to support deductions and meet strict return deadlines.
• Energy, data, and disclosure compliance are rising priorities – Track building performance, centralize utility data, protect resident information, and ensure listings/leases meet new disclosure requirements.

If you own rental property, 2025 is the year to get your compliance house in order. Regulators are tightening expectations around transparent pricing, fair screening, energy performance, and data practices for landlords. 

Rules still vary by city and state, but the direction is clear: simpler costs for residents, better documentation from owners, and faster, more consistent service. The same habits that satisfy regulators also make your business smoother and more profitable.

In this guide, SGI Property Management Dallas will help you understand the regulatory changes made to property management in 2025. 

Why 2025 Feels Different

Pricing transparency has moved from consumer wish to legal standard in many markets, and technology driven screening sits under sharper oversight. 

Add continuing pressure to track building performance, strict timelines for deposit returns, and clearer disclosures in listings and leases, and you get a playbook that rewards owners who standardize operations and document each step from ad to move out.

Fee Transparency And “All In” Pricing

“All in” pricing aims to end surprise charges that appear only at signing. Even where not required, presenting one clean monthly figure with recurring fees included reduces disputes and improves collections. 

Start with a fee audit. List every recurring and one-time charge. Confirm the purpose, where it appears in ads and leases, and whether it reflects a real service. 

Tenant Screening Under A Microscope

Regulators now watch how owners and vendors score applicants. Keep your criteria tied to the obligations of the lease, such as the ability to pay and a record of honoring housing commitments. 

If you use automated scoring or third party reports, document your settings, understand how results are produced, and correct errors quickly. Maintain a written adverse action procedure so you can give reasons promptly and show applicants how to dispute inaccuracies. 

Review ad language and application questions to avoid blanket exclusions or subjective phrasing that could invite complaints.

Security Deposits, Chargebacks, And Move-Out Documentation

Deposit handling is a prime focus in 2025. Use timestamped move-in and move-out photos, a signed condition checklist, and a documented notice of entry. Be aware of the exact return deadline in every jurisdiction and set internal reminders to ensure timely action.

Every charge should map to a clause in the lease and be supported by photos and invoices. The goal is a statement that is correct, clear, and understandable.

Energy And Building Performance Expectations

Benchmarking and performance reporting continue to expand. Even if your buildings fall below formal thresholds, the habits behind compliance create value. 

Centralize utility data for every property in one tracking tool and schedule a quarterly review to confirm coverage and completeness. 

Plan simple upgrades that often pay for themselves, like LED retrofits, hot water tuning, and sealing obvious air leaks. Document projects and their results so you can show progress to tenants, insurers, and future buyers.

Short Term Rentals, Zoning, And Neighborhood Impacts

Cities keep adjusting rules for short term rentals. Expect tighter registration, stricter tax remittance, and stronger enforcement of occupancy caps and quiet hours. 

If vacation rental income is part of your model, verify zoning at the front end of any acquisition and recheck annually. In markets focused on long-term housing, budget for compliance costs or convert select units back to standard leases if that stabilizes income and lowers risk.

Listings And Lease Disclosures

Treat the listing as a transparency document. State the total monthly cost in plain language and list recurring fees up front. Identify any administrative or broker fees and avoid vague terms that sound like hidden charges. 

If your jurisdiction requires disclosures about utility allocation, smart devices, pest services, flood history, or local registration numbers, present them prominently and keep template versions controlled so updates publish cleanly.

Data Privacy And Resident Communications

Modern operations hold sensitive information. Make a simple data inventory that notes what you collect, where it is stored, who can access it, and how long you keep it. Give residents a clear way to correct contact information and dispute errors. 

For daily operations, use a predictable communication cadence. Acknowledging maintenance requests, confirming appointment windows, and sending rent reminders reduce complaints and create a record of good faith. That record is often the difference between a quick resolution and a formal complaint.

Evictions, Notices, And Payment Pathways

Post-pandemic adjustments continue to shape notice periods, mediation programs, and cure rights. Know the exact day a notice may be posted and which delivery methods count. 

Where a pay-to-stay path is required, have a standard offer ready and send it through channels that provide proof of receipt. 

When residents fall behind, use a consistent approach with payment plan templates, timestamped messages, and clear cutoffs. Aim to resolve cases before court while keeping statutory timelines intact.

Build Your 2025 Compliance Plan

Start with a jurisdiction map of your portfolio and note the themes that apply to each location, including pricing disclosures, screening rules, energy reporting, local registrations, and special habitability items. 

Audit your listing template, lease package, and fee schedule. Fix documents first, then retrain staff so conversations in the field match what residents read. Create a short written screening policy that covers criteria, documentation, adverse action steps, and a dispute process. 

Update move-in and move-out checklists so photos, walkthrough forms, and invoices land in the resident file. Place utility data for every building in one repository and assign a quarterly completeness check. 

Convert the plan into a calendar with listing refresh windows, lease reviews, energy checks, and training days clearly marked.

Conclusion

Regulation is not going away. With a firm handle on fees, a thoughtful screening playbook, clean deposit accounting, and organized building data, you can turn 2025 compliance demands into an asset. 

Residents will know what they are paying, why they were approved, and how their home is maintained. Regulators will find your files in order. 

Partner with SGI Property Management Dallas to ease your property management process. Contact us today to learn more!