To be a successful landlord, you’ll need to learn how to build a good relationship with your tenants. One of the most important ways to achieve this is by keeping your communication lines open so that tenants can easily get in touch with you whenever they need to.
It’s equally important to communicate with your tenants from time to time to check on them, send important information and reminders, and give necessary updates about their tenancy.
Fortunately, with the advanced technology available nowadays, it’s a lot easier to communicate with each other than it used to be. The challenge now is to know which form of communication to choose, since we have so many options for getting in touch with one another.
For business communications like communicating with a tenant, each method of communication has its own purpose. As a rental property owner, knowing which communication method to use makes sure that you’re sending your message efficiently.
Before we discuss the different forms of communication, let’s first take a look at the factors that you should consider when deciding which method to use:
- Reason for communicating with tenants: One of the most important things that you should consider before you decide how to communicate with your tenants is why you’re getting in touch with your renters. The best communication method will vary depending on your purpose, and whether or not you need your message to be delivered formally.
- How urgent your message is: Another vital factor that could affect your choice is urgency. See whether or not your message could wait the next day. If you need your tenants to get the message right away (especially during an emergency), calling them would be the best idea.
- Your tenant’s preference: Before you draft the lease agreement, it’s best to ask your tenants what they would rather use so you can take their preference into consideration. Make sure to get your tenant’s approval for calls and text messaging.
Here are the different ways to get in touch with your tenants and when you should consider using them:
1. Phone Calls
Phone calls are a classic method of communication if you need to get a quick response or have a one-on-one conversation. Phone calls are best if you need to discuss complex information which you think might need verbal explanation and may warrant follow-up questions.
Here are a few reasons why you should call your tenants:
- Emergencies: In case of emergencies, it’s best to call your tenants right away. However, if you can’t reach them by phone, you’ll need to use other ways of communication to get in touch with them as soon as possible.
- Reminders: Courtesy reminders through phone calls may eliminate the need for formal notices, such as late rent payments.
- Clarifications: Phone calls are best done if you or your tenants need to clarify something and ask questions. Since it’s a two-way communication, you can expect to get and provide answers to questions immediately.
Sending emails is the most common way to get in touch with tenants if you need to send documents and share images and other visual information. You can also refer back to the saved trail of communication with your tenants when needed.
Email your tenants if you need to:
- Send legal documents: Emails allow you to attach documents easily, making the process of sending contracts back and forth simple.
- Share graphics: If you need to share visual information with your tenants, such as brochures, emailing them is the best way to go.
- Send important documented reminders: Reminders such as due rent amount, invoices, lease violations, and any overdue fees are best communicated through email. This is because emails are considered legal written documentation and they’re usually time-stamped.
- Communicate important updates: If you need to update your tenants about a repair status or an update in the rental agreement, emailing them is also a good idea. You can write the status or update in detail, include attachments, and send information to multiple recipients at once.
3. Text Messages
Text messaging is another quick and convenient form of communication that is available to everyone, including those who don’t have smartphones or aren’t connected to the internet. Text messaging is the best way to communicate short reminders to tenants. It’s also a preferable method of communication if you need the tenant to receive your message immediately and get a quick response or acknowledgment.
Make sure to ask for your tenant’s permission before you message them through text. Once you are both in agreement that it’s okay to communicate via text messaging, you should ensure that your text messages are precise and understandable to avoid any miscommunication.
Important Reminders When Communicating with Tenants
Choosing the best way to communicate with your tenants is necessary if you want to send your important messages clearly and efficiently and keep your renters happy. Whatever method you choose, make sure to maintain professionalism. Keep your messages brief and direct, but be respectful and professional at all times.
Also keep in mind that it’s best to document everything that you agree on (either verbally via phone or in writing through emails) and that both parties should always sign. This ensures that the communication is legal and binding.
Communicating with your tenants is an important part of being a landlord. It’s essential to know which method of communication is best depending on your purpose for sending the message. Remember that you also have the option to schedule a visit with your tenant and discuss certain matters in person, especially if they involve complicated issues that call for an in-person meeting.
If you want help communicating with tenants and managing your landlord-tenant relationships, contact the experts at Evolve Nevada. In addition to working with tenants, we take care of a ton of other responsibilities for rental property owners. Get in touch today to learn about our property management services!