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Best Ways to Communicate With Tenants: Email, Text, or Call?

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Being a landlord can be a rewarding but incredibly challenging endeavor. Having to deal with repairs, maintenance, and rent collection all by yourself can be extremely tiring. Plus, misunderstandings can arise at any given time over rent payments, lease terms, or maintenance requests, leading to frustration and disputes. 

Luckily, you can have a more positive and harmonious rental experience by fostering positive relationships with your tenants from the moment they move in. 

One of the main keys to a better relationship with tenants is effective communication. Keeping open lines of communication fosters trust and transparency. 

As a landlord, you must know how to communicate with tenants effectively. Different communication methods, such as email, text, or phone calls, can improve efficiency, reduce misunderstandings, and enhance tenant satisfaction when used correctly. 

In this guide, the experts at Real Property Management Talent will go over the benefits and drawbacks of emails, texts, and calls. Keep reading to discover what’s the best way to communicate with tenants!

When It’s Best to Email Tenants

Emails are a great form of communicating with tenants. They allow landlords to communicate with tenants in a more formal manner, enhancing the professionalism of the interaction. They also help create a digital paper trail of important documentation, preventing misunderstandings or disputes. 

Because of this, emails are great for sending important documents and information, such as rental agreements, maintenance requests, or inspection reports. You can also use them for discussing serious matters, such as renewal terms or changes in the lease.

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When you email tenants, you allow them to respond at their own convenience. Because of this, emails are great for non-urgent matters, such as general updates, maintenance request follow-ups, or simple reminders. 

Unlike texts or calls, emails can be written in advance and scheduled to be sent later on, which is great when sending tenants upcoming payment or inspection reminders.  

Emails are not suitable for certain situations, such as sending sensitive information. Some tenants may not check their emails regularly, leading to delayed communication, which can be terrible in case of an emergency or when an issue needs to be resolved quickly. 

It’s also important to note that emails can be easily ignored or overlooked. Important information can get lost in tenants’ inboxes, especially if they receive a high volume of emails. 

When It’s Best to Text Tenants

Nowadays, nearly everyone has a cellphone and checks it regularly. This makes text messages a simple, quick, and real-time form of communicating with tenants. 

Texts can be sent and received easily. Because of this, text messages are ideal for discussing simple time-sensitive issues, such as notifying tenants about sudden maintenance work or confirming appointments. Texts are also great for providing quick updates or maintenance follow-ups. 

Text messages are less formal than emails and phone calls, so they’re not great for discussing serious matters. They’re also not ideal for providing detailed instructions or discussing complex issues, as people tend to have a shorter attention span when reading and responding to texts. 

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Additionally, text messages are not great for keeping records or creating a paper trail since they’re not easy to save for later.  You should abstain from discussing legal, financial, or lease-related matters over text.

Another thing to keep in mind is that short texts can sometimes lead to misunderstandings, especially when the tone or context is unclear. If you want to avoid confusion or misunderstandings over text, make sure to keep in mind the following recommendations:

  • Be Concise: Keep messages short and sweet. Abstain from discussing non-serious matters and keep to the point. 
  • Avoid Sensitive Topics: Don’t discuss serious or time-sensitive matters over text. Use email or calls instead.
  • Respect Timing: Text during appropriate hours to avoid disrupting tenants.
  • Stay Professional: Keep a polite and respectful tone, even in casual communication.
  • Confirm Important Details: If discussing serious matters, follow up with an email for better record-keeping.

When It’s Best to Call Tenants

Calls are a direct and real-time form of communication. This makes them great for situations that require a fast response, such as emergencies, time-sensitive matters, or urgent repairs. 

Another benefit of phone calls is that they reduce miscommunication. That’s why they’re great for resolving complaints or discussing complex issues that require a lot of back-and-forth or plenty of clarification.

While phone calls are great for ensuring clear communication, they don’t create a paper trail, making it difficult to prove what was agreed upon if a dispute arises later. Another drawback is that many tenants find phone calls intrusive, so it’s best not to abuse this form of communication.

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Key Considerations for Choosing the Right Communication Method

When deciding how to communicate with tenants, it’s important to take into consideration the urgency of the matter, whether you’ll need to document or record what’s being discussed, and how serious the matter is. For example, emails are great for documenting interactions, however, this would be unnecessary if you’re simply reminding tenants of an upcoming inspection. 

Additionally, it’s important to keep tenants’ preferences in mind. Before signing the lease, make sure to ask your tenants how they prefer to be contacted. 

Some may prefer texts for everything, while others might want emails for formal discussions and calls for emergencies. Respecting tenant preferences will help you foster a more positive relationship.

Bottom Line

Keeping open lines of communication with your renters is the key to a stress-free tenancy. As a landlord, you must know how to use different methods of communication, such as emails, texts, and phone calls. 

Each communication method has its unique benefits and drawbacks, and the key is to choose the right one based on the situation’s urgency, the need for documentation, and the tenant’s preferences. By utilizing these communication methods effectively, you will enhance tenant satisfaction, reduce disputes, and streamline day-to-day operations!  

Need help communicating with tenants? Contact Real Property Management Talent! Our team of dedicated property managers will help you ensure that all of your tenants’ concerns and requests are always addressed promptly.

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