Teso Property Management

Things Landlords Should Know to Save Big During Tax Season

As a landlord, tax season can feel like a complicated maze. However, with careful planning and understanding of key deductions and strategies, you can significantly reduce your tax burden. The U.S. tax code offers numerous opportunities for landlords to save on their taxes, but the trick is knowing where to look and what rules apply to your situation. In this blog post, we’ll explore the essential things landlords should know to save big during tax season.

1. Maximize Deductions for Rental Property Expenses

The IRS allows landlords to deduct a wide range of expenses related to the operation, maintenance, and management of their rental properties. These deductions can greatly reduce your taxable rental income. Here’s a breakdown of some of the most common deductible expenses:

  • Mortgage Interest: The interest you pay on your rental property mortgage is fully deductible. This can be a substantial deduction, especially for properties with high mortgage balances.
  • Property Taxes: You can deduct property taxes paid on your rental property as an expense.
  • Repairs and Maintenance: Expenses related to keeping the property in good condition, such as plumbing repairs, painting, and landscaping, are deductible. However, it’s crucial to differentiate between repairs (deductible) and improvements (which must be capitalized and depreciated over time).
  • Insurance Premiums: Landlords can deduct the cost of homeowner’s insurance, landlord liability insurance, and any other insurance related to the rental property.
  • Utilities: If you cover utilities such as water, gas, or electricity for your rental property, these are fully deductible.

By maximizing your eligible deductions, you can reduce your taxable rental income significantly, helping you save money when tax season arrives.

2. Understand Depreciation: A Powerful Tax Deduction

Depreciation is one of the most powerful tax benefits available to landlords. It allows you to deduct the cost of the property over time, even though the value of your rental property may actually increase in reality.

Under IRS rules, residential rental properties must be depreciated over a 27.5-year period, while commercial properties are depreciated over 39 years. This means you can deduct a portion of the property’s value each year as depreciation.

Example:

If you purchase a rental property for $275,000 (excluding land value), you can deduct $10,000 annually for 27.5 years. Depreciation reduces your taxable income without affecting your cash flow, making it a crucial tool for tax savings.

3. Take Advantage of the Qualified Business Income (QBI) Deduction

The Qualified Business Income (QBI) deduction, introduced under the Tax Cuts and Jobs Act (TCJA) of 2017, allows eligible business owners, including landlords, to deduct up to 20% of their net rental income.

However, not all rental activities qualify for the QBI deduction. To be eligible, your rental activities must meet the IRS definition of a “trade or business,” which typically requires regular, continuous, and substantial involvement in managing the property. Landlords who meet this standard can enjoy a significant tax break on their rental income.

4. Claim the Home Office Deduction

If you manage your rental properties from a home office, you may be able to claim the home office deduction. This deduction allows you to deduct expenses related to the portion of your home used exclusively for business, such as:

  • Rent or mortgage interest
  • Utilities
  • Home insurance
  • Repairs and maintenance

To qualify, your home office must be used regularly and exclusively for managing your rental properties. Additionally, your office should be your principal place of business for the rental activity. This deduction can be a great way to save money, especially for landlords with multiple properties to manage.

5. Utilize the 1031 Exchange to Defer Capital Gains Taxes

If you’re planning to sell one rental property and purchase another, you should consider using a 1031 exchange to defer paying capital gains taxes. A 1031 exchange, also known as a like-kind exchange, allows landlords to defer capital gains taxes when they reinvest the proceeds from the sale of a rental property into a new property of equal or greater value.

This strategy can be particularly valuable for landlords who want to grow their portfolio without being hit with a large tax bill. Keep in mind that there are specific rules and timelines to follow in order to qualify for a 1031 exchange, so it’s essential to work with a qualified intermediary and tax professional to ensure compliance.

6. Watch Out for Passive Activity Loss (PAL) Limits

While rental property losses can be deducted, the IRS considers most rental activities as “passive” unless you qualify as a real estate professional. This means that rental losses are subject to passive activity loss (PAL) limitations, which may prevent you from deducting rental losses against other forms of income, such as wages or investment income.

There is, however, an exception for landlords who actively participate in their rental properties. If you actively participate (e.g., make management decisions or arrange for repairs), you can deduct up to $25,000 in rental losses against non-passive income, subject to certain income limitations.

Landlords with significant rental losses or who want to offset rental losses against other income should consult with a tax advisor to determine how the PAL rules apply to their situation.

7. Know When to Capitalize vs. Deduct Property Improvements

Not all property expenses are immediately deductible. The IRS distinguishes between repairs (which maintain the current condition of the property) and improvements (which add value or extend the life of the property). Repairs are deductible in the year they’re incurred, but improvements must be capitalized and depreciated over time.

Examples of improvements include installing a new roof, upgrading the HVAC system, or remodeling a bathroom. These costs must be added to the property’s basis and depreciated over the property’s useful life. Knowing the difference between repairs and improvements can help you plan for the long-term tax implications of property maintenance and upgrades.

8. Keep Detailed and Organized Records

Good record-keeping is essential for landlords who want to maximize their tax deductions and avoid IRS scrutiny. Keep detailed records of all income and expenses related to your rental property, including:

  • Rent payments
  • Property maintenance and repairs
  • Mortgage and insurance payments
  • Utility bills
  • Property management fees
  • Travel expenses related to property management

Invest in a good accounting system or software specifically designed for rental properties. This will help you track income, expenses, and deductions throughout the year, making tax season much smoother.

Additionally, holding onto all receipts, invoices, and financial documents is crucial in case the IRS audits your returns. The IRS typically has three years to audit your return, but the statute of limitations can extend to six years in some cases, so it’s important to retain records for at least that long.

9. Deduct Travel and Transportation Expenses

Landlords often travel to manage or maintain their rental properties, and these travel expenses can be deductible. Whether you’re driving to collect rent, supervise repairs, or meet with a tenant, you can deduct the mileage on your vehicle or actual travel expenses.

For 2023, the IRS standard mileage rate is 65.5 cents per mile. Be sure to keep a detailed log of your travel, including the date, purpose, and number of miles driven. If you opt to deduct actual travel expenses, you can claim the cost of gas, vehicle maintenance, insurance, and depreciation.

Conclusion

As a landlord, you have access to numerous tax-saving opportunities that can help you retain more of your rental income. By understanding key deductions like mortgage interest, depreciation, and the home office deduction, you can reduce your taxable income. Taking advantage of the QBI deduction, planning for a 1031 exchange, and keeping meticulous records can further enhance your tax strategy.

Finally, consulting a tax professional ensures that you’re following the law while maximizing your savings. Tax season doesn’t have to be stressful for landlords – with the right knowledge and strategies, it can be an opportunity to save big!

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