Communicating with tenants has never been easier, thanks to the modern technologies landlords and tenants have at their disposal. However, it can be challenging to discern which mode of communication is most appropriate for each situation. Every communication channel has different advantages and disadvantages. Whether you’re looking to contact tenants via email, texts, or phone calls, it’s critical to consider how your chosen communication strategy will impact your relationship with your tenant.

This article will help you decide what communication channels to use by offering advice on how and when to use specific communication tools and a list of pros and cons associated with each communication strategy.

If you need help deciding how to communicate with your tenants, keep reading!

Texting

Most people own a cell phone, which means texting can be a great way to communicate with your tenants! Texting your tenants has a lot of advantages, especially when you just need to send them a quick note.

However, you should review the following tips before texting your tenants:

  • Verify that your tenant consents to communicate with you via text.

  • Texts are ideal for sending reminders about seasonal maintenance, rent deadlines, or maintenance and repair updates.

  • Tell your tenant which issues they can text you about.

  • To ensure you have a healthy work-life balance, let your tenant know that you will only reply to texts during business house.
    a landlord in a white button down shirt sits by a window and texts their tenant to remind them of seasonal maintenance responsibilities
    Before you decide to communicate with your tenant via text, consider the following.

  • Archiving and storing text message conversation records can be difficult.

  • Tenants may not respect your boundaries and expect you to respond immediately to their messages.

Email

Emails are ideal if you prefer to use one communication channel for all of your tenant interactions. Emails are easy to keep records of and are suitable for a wide variety of communications. Whether you want to deliver legal paperwork or wish your tenants a happy new year, email is an ideal communication tool.

Email correspondence has many advantages! Unlike other communication tools, emails allow you to attach documents, including contracts and inventories. This makes it possible for tenants to sign paperwork and accept agreements via email.
a landlord with tight natural curls sits on a white couch while emailing their tenant important documents
Additionally, emails are less disruptive than SMS or phone calls. Tenants are less likely to send multiple emails in a short time and will be more understanding if you take longer to respond.

Emails may not be as efficient as calling and texting. Some tenants won’t want to raise their concerns through email, especially in an emergency. If you choose to email your tenants, the message can remain unread in their inbox for a long time. You won’t know how soon your tenants will see or reply to your message. Additionally, emails sometimes cause misunderstandings because it’s harder to communicate your tone in this style of communication.

Phone Calls

Real-time communication and hearing someone's voice can make communicating effectively and addressing concerns easier.

We recommend phone calls in the following circumstances.

  • Emergency Situations.
  • Phone calls are ideal for addressing emergencies.
  • Polite Reminders.
  • Brief, cordial phone calls can prevent lease agreement breaches or late rent payments.
  • Clarifying Information.

Emails and texts, while convenient, can be impersonal and lack the conversational dynamic that could organically ensure you and your tenants are on the same page.
a landlord with an afro and wire frame glasses answers a call from their tenant regarding maintenance issues
However, there are disadvantages to phone calls, including those below.

  • Phone discussions are difficult to record and document, which means they aren’t reliable if you need to resolve disagreements or legal issues.
  • If you don’t answer your tenants’ calls, they will be less likely to reach out to you again.
  • Contacting multiple tenants over the phone means making individual calls, which can be very time-consuming.
  • Tenants won’t want to make important decisions during phone calls, especially if they live with other renters or a partner.

Conclusion

As your tenant begins their tenancy, it's crucial to discuss which communication channels they prefer. Having this conversation with your tenants will help you avoid misunderstandings in the future and guarantee that your tenants receive the information they require in an efficient and comfortable manner.

To protect you and your tenant, ensure you can record your interactions. Documenting your communications with your tenants will help guarantee that you and your tenant have a healthy relationship which will encourage them to renew their lease.

Consider getting in touch with GoodDoors Property Management if you're seeking a reputable property management company to help you communicate with your tenants. Our team of expert property managers knows the most effective ways to reach your tenants and keep communication channels open.

When you choose us as your property management partner, you won't have to spend time telling your renters about essential matters like rent increases or offering reminders about seasonal yard maintenance. GoodDoors Property Management is committed to helping you maximize your ROI and provide you with peace of mind.