If you’re a landlord, tenant communication is undoubtedly one of the most essential parts of your job. Being able to communicate effectively with tenants helps build trust and strengthens relationships, but deciding how to go about it can be tricky. Should you call them, text them, or email them?
With so many different ways of connecting, figuring out which method best suits your needs can be confusing. In this blog post, we’ll go over all three methods in detail so that you can determine which works best for your particular situation.
Benefits of Email Communication
Email communication offers many advantages, which makes it the preferred method of communication for landlords and tenants, including:
Documented Record
Email provides a documented record of conversations, which can be easily referenced in the future. This is invaluable in resolving conflicts or disputes, as both parties can access the same information.
Easy Access to Detailed Information
Email makes it easy for landlords and tenants to send each other essential documents or notices as attachments. Compared to traditional mail or hand delivery, email can save you time and effort.
Automate Processes
Using email, landlords and tenants can automate certain processes, such as reminders for maintenance tasks or notifications about upcoming events. This can help everyone stay organized and on top of important tasks.
Best Practices
For effective email communication, here are some best practices landlords should follow:
- Address the recipient of the email by name, as it helps establish a connection between the sender and receiver. Remember to also include your contact information in the body of the email for reference.
- Write a concise subject line stating what you’re emailing about so your tenant knows what action to take.
- Always proofread your emails before sending them, as spelling and grammar mistakes can create a wrong impression. Double-check any attachments to make sure they’re the correct ones.
- Schedule emails for business hours, and try to respond to all emails as soon as possible. This will help maintain good communication and avoid misunderstandings.
- Always be respectful and courteous when communicating with tenants via email.
- Be professional and only include necessary information in your emails. Unnecessary or irrelevant content can distract from the point you’re trying to make.
Advantages of Text Messaging
Text messaging has many benefits, making it an ideal way to communicate with tenants. Some of them include:
Quick and Concise Communication
Text messages are quick, efficient, and brief, ideal for urgent or time-sensitive matters. They can be used to send short messages such as reminders, notices, or updates in seconds. Before reaching out, make sure to identify what maintenance issues count as emergencies.
High Likelihood of Reading and Response
Unlike emails, text messages are likely to be read and responded to quickly. This is especially important for urgent matters that require immediate attention from the recipient.
Cost-Effective
Text messages are low-cost and can be sent in large quantities without incurring additional charges, making them an economical way to communicate with tenants.
Best Practices
Following are some best practices landlords should follow when it comes to texting:
- Write messages professionally and respectfully. Avoid using slang, as it may be misinterpreted or taken incorrectly.
- Keep messages short and to the point. Only include information that is necessary for the recipient to take action.
- Always get your tenant’s permission before texting them. Let them know what type of information you will communicate via text message so they can expect it beforehand.
The Power of Phone Calls
Phone calls are the most personal and immediate form of communication, making them ideal for complex discussions or situations that require clarification. Phone calls have the following benefits:
Ability to Convey Tone and Emotion
A phone call may be the best way to establish a connection with someone, as it allows you to hear their voice and notice their speech’s subtle inflections. This helps create a more intimate setting which can be used to build rapport or resolve conflicts or disputes.
Time-Saving
Phone calls are great for quickly conveying a message. The immediacy of a phone call allows for faster resolution of issues and can save time in the long run.
Best Practices
For effective phone conversations, these are some best practices landlords should follow:
- When calling a tenant, always introduce yourself so they know who’s calling.
- Be respectful and courteous when speaking with tenants.
- Ask clarifying questions to ensure a higher level of understanding.
- Emphasize important points and ask if the tenant has further queries or needs clarification.
- Always follow up after a phone call with an email summarizing the conversation and any agreements made.
Choosing the Right Communication Method: When to Text, Call, or Email
When it comes to choosing the correct communication method, landlords should take into consideration the purpose of the message and its urgency.
Text messaging is best used for brief messages, such as rent reminders or repair updates. Phone calls are great for complex conversations or situations that require clarification. Emails are ideal for longer and more detailed messages, such as notifications of changes to the rental agreement or policy updates.
Final Thoughts
Communicating with tenants is an essential part of being a landlord. Choosing a suitable communication method will depend on the purpose of the message and its urgency. Text messages are great for brief messages, phone calls can be used for complex conversations, and emails are ideal for longer messages.
By partnering with Young Management, landlords can make use of our advanced communication tools to easily stay in touch with tenants and manage their rental properties. Contact us today to learn how we can help you better communicate with your tenants.