Skip to Content

The Art of Landlord-Tenant Communication: A Comprehensive Guide

A property manager talks on the phone while showing a house.Since it is important to avoid misunderstandings and conflicts arising from poor communication, communication is crucial for ensuring that both parties understand their roles and responsibilities. There is more trust, openness, and respect between landlords and tenants when they can talk to each other well.

This article will explore different communication methods that enhance the landlord-tenant relationship. We will explore various communication channels, including face-to-face, phone, email, and text messages.

In-Person Communication

Face-to-face interactions promote more transparent communication between the parties, allowing them to ask questions and get answers right away. When discussing complex lease agreements or concerns related to the rental property, this is especially helpful.

When setting up meetings or property visits, it’s important to be flexible and willing to work with the tenant’s schedule. When conducting lease signings in person, it is essential to ensure that both parties fully understand the terms of the agreement and to complete all necessary paperwork in advance.

Phone Communication

For landlords and tenants to communicate, the phone is an excellent tool. It has many upsides, such as making it easy and quick to share important information.

When making phone calls to tenants, landlords should be mindful of the appropriate times. It may be a nuisance for tenants to call early in the morning or late at night. Instead, landlords should make an effort to schedule phone calls during normal business hours and keep phone calls brief and to the point.

Email Communication

Email is an efficient and straightforward means for landlords to communicate with their tenants and send important notices, updates, and paperwork. To make sure their emails are read and understood, landlords can use a few best practices.

  1. Have the right email addresses for each tenant. You can get these from the lease agreement or by asking the tenant. Email addresses should always be up to date, especially if a tenant moves out.
  2. Use a subject line that is clear and to the point and accurately describes the content of the email so that the tenant can quickly figure out what it’s about and put it in the right order of importance.
  3. Communicate in a professional and respectful tone.
  4. Break up the text in the email with short paragraphs, bullet points, and headings to make it easy to read and understand.
  5. Make sure to keep a copy of all emails that you send to tenants. This way, you’ll have a record of all communications that you can look back on if you need to.

Text Messaging

Due to its convenience and quick response times, text messaging is now ahead of traditional methods of communication like phone calls and emails as the most popular. But it’s important to use texting judiciously and appropriately in all communications and to maintain a professional tone.

As a landlord, you can quickly relay important information like upcoming inspections, rent reminders, or maintenance updates by texting. Additionally, it can be a useful tool for quickly responding to tenant queries and taking care of issues. The right balance between being responsive and intrusive, however, must be found. Some things that people might think are unprofessional are texting outside of business hours or sending too many messages.

In order to maintain professionalism in text communications, landlords should be professional, forthcoming, and to the point. To avoid using slang or abbreviations that the tenant might not understand, it’s important to use proper grammar and spelling. Landlords should also refrain from discussing sensitive issues like rent increases or eviction notices via text messages. Instead, these problems should be dealt with in person or via email, where there is more time for in-depth explanations and discussions.

Written Notices

Clear and formal written notices must be given by landlords and tenants for a variety of certain incidents, such as lease renewals and terminations, in order to ensure compliance with legal requirements.

The information that follows should be encompassed by landlords in written communications:

  • The date the notice is being issued.
  • The name and address of the tenant.
  • The reason for the notice (lease renewal, termination, etc.)
  • The date the lease will expire or terminate.
  • Specific instructions or requirements for the tenant to follow if needed.
  • Contact information for the landlord in case the tenant has any questions or concerns.

Landlords and tenants are required not to throw out copies of all written notices for their records. Additionally, landlords need to make sure that the language they use is not discriminatory and complies with all applicable laws and rules.

Alternate Communication Methods for Landlords

  1. Online Portals and Apps: In the modern age of technology, online platforms and apps have reshaped property management, making it easier, faster, and more convenient for landlords and tenants.
  2. Social Media and Community Groups: Landlords can engage with their tenants with greater success through social media and community groups. To facilitate communication and spread important announcements, private groups can be established for each building or group of buildings. Additionally, by using photos and videos, showcasing buildings and amenities on social media sites like Instagram and Facebook can help attract new renters.
  3. Maintenance and Repair Requests: Tenants can report maintenance issues by phone, email, text, or request forms. Landlords ought to indicate which way they prefer to handle emergencies. Landlords need to acknowledge requests and give a repair timeframe after receiving them.
  4. Emergency Communication: Finally, but not least, landlords and tenants must establish broad as well as successful emergency communication protocols. These protocols ought to include specific communication instructions during crises like fires, natural disasters, or medical problems.

Landlords have various methods to communicate with their tenants, each with advantages and disadvantages. To maintain good tenant relationships, landlords need to choose the communication strategies that work best for both them and the needs of their tenants. Some renters may find it easier to communicate through email or text messages, while others may prefer to meet in person or over the phone.

Always be willing to put in to adapt and use different communication methods as necessary. Resources and support for landlords, including legal guidance and dispute resolution services, are offered by a variety of organizations. Messaging apps that make it easier to talk to people and provide quick updates and notifications can also help landlords.

We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.

The Neighborly Done Right Promise

The Neighborly Done Right Promise ® delivered by Real Property Management, a proud Neighborly company

When it comes to finding the right property manager for your investment property, you want to know that they stand behind their work and get the job done right – the first time. At Real Property Management we have the expertise, technology, and systems to manage your property the right way. We work hard to optimize your return on investment while preserving your asset and giving you peace of mind. Our highly trained and skilled team works hard so you can be sure your property's management will be Done Right.

Canada excluded. Services performed by independently owned and operated franchises.

See Full Details