Safety and Security Measures for Absentee Owners

Diversifying your investment portfolio effectively often includes geographic diversification,  leading to ownership of properties located beyond your immediate reach for hands-on management. Absentee ownership introduces risks that require proactive safety and security measures. 

Without the day-to-day presence of an owner, minor issues like broken fixtures or neglected maintenance can escalate quickly. Additionally, in many places, laws such as occupiers’ liability hold property owners responsible for ensuring that premises are safe for all visitors. When you are not physically present, you must have a robust plan in place to prevent accidents and protect both your tenants and your investment.

Remote Monitoring

A key element in securing an absentee property is technology, including remote monitoring systems. Modern security cameras with live-streaming capabilities allow you to keep an eye on your property around the clock. Look for systems that offer motion detection and alerts so you receive immediate notifications if something out of the ordinary occurs. For example, if a camera detects movement during off-hours, you can quickly verify the situation and contact local authorities if needed. 

By using these remote monitoring tools, you can catch issues early, reducing the risk of vandalism or unauthorized access. However, ensure you choose systems that comply with privacy laws and respect tenant privacy by limiting camera placement to common areas and exterior spaces. 

Regular On-Site Inspections

Even the best remote monitoring cannot replace the value of physical inspections. Arrange for routine on-site visits to inspect the property’s condition. These visits should be scheduled regularly and may be conducted by a trusted local contractor or property management professional. Inspections should cover critical areas such as roofs, stairs, hallways, and common areas. Look for signs of wear and tear, water damage, or any potential hazards. This ensures problems are caught before they become severe and allow you to maintain a detailed record of the property’s condition over time. Make sure inspections follow all local regulations; most provinces require at least 24 hours’ notice, and there are restrictions on what can be inspected.

Hiring a Reliable Local Property Manager

Because you can’t be on the spot easily, hiring a reputable local property manager is critical. A competent manager acts as your representative on the ground. Their responsibilities include routine maintenance, handling tenant concerns, and conducting safety checks. By entrusting these tasks to a professional, you can be confident that issues will be addressed promptly. Ask for references and verify credentials before hiring, and make sure there is a clear agreement outlining the manager’s duties and response times. A dedicated property manager not only oversees the physical upkeep of the property but also ensures compliance with local safety regulations.

Physical Security Measures

Beyond remote monitoring and routine inspections, enhancing the physical security of your property is crucial. Begin by installing high-quality locks, secure entry systems, and access control devices. For multi-unit buildings, consider using electronic key cards or biometric systems that limit access only to authorized individuals. 

Adequate lighting is another important security measure. Well-lit areas, both inside and outside the building, deter criminal activity. Regularly update and test alarm systems to ensure they are functioning correctly. Additionally, consider installing security features such as reinforced doors and window sensors to further protect against break-ins.

Careful landscaping helps, too. Implementing strategic landscaping can significantly deter criminal activity around residential buildings. Adopting the “3-8 rule”, maintaining hedges no higher than three feet and ensuring tree canopies start no lower than eight feet, enhances visibility, particularly around entryways and windows, reducing potential hiding spots. Additionally, planting thorny shrubs like climbing roses, holly, or hawthorn along fences and under windows creates natural barriers that discourage unauthorized access.

Insurance and Legal Responsibilities

Even with robust preventive measures, comprehensive insurance coverage that protects your investment against unforeseen events like vandalism, natural disasters, and other issues is essential. Review your insurance policy regularly with your broker to ensure it reflects the current risks associated with absentee ownership. In parallel, stay informed about local laws and ordinances regarding property safety, consulting with legal experts as necessary.

Clear Communication Channels

Effective communication is the glue that holds your safety strategy together. Ensure that there is a clear, established communication line between you, your property manager, and your tenants. Create a system where tenants can easily report maintenance issues or safety hazards, so concerns can be promptly addressed.

Responding Quickly to Emergencies

No matter how well you plan, emergencies can still occur. Develop an emergency response plan that outlines what to do in the event of a security breach, fire, or natural disaster. Share this plan with your property manager and tenants. The plan should include a list of local emergency contacts, detailed procedures for various types of incidents, and clear instructions for reporting emergencies. 

Proactive Maintenance Schedule

One of the best ways to enhance safety is to keep your property in excellent condition. Develop a proactive maintenance schedule that includes regular checks of structural components, safety equipment, and common areas. Even if a repair seems minor, addressing it quickly can prevent bigger problems in the future. 

A Comprehensive Approach

For absentee property owners, managing safety and security from a distance can be challenging, but it’s not insurmountable. They can effectively manage properties with a comprehensive strategy that combines technology, local oversight, and preventative measures. Remote monitoring, on-site inspections, and a trusted property manager ensure operational control, while strong security, insurance, and legal preparedness mitigate risks. Clear communication, emergency planning, and proactive maintenance keep tenants safe and the property in top condition. This integrated approach protects investments and ensures peace of mind.