Skip to Content

The Art of Landlord-Tenant Communication: A Comprehensive Guide

A property manager talks on the phone while showing a house.Communication is very important if you want to avoid misunderstandings and conflicts arising from poor communication. Additionally, it aids in making sure that both parties are aware of and understand their roles and responsibilities. Effective communication is essential for fostering openness, confidence, and respect between landlords and tenants.

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

In-person interactions allow for more open and transparent communication between the parties, allowing them to ask questions and receive answers right away. This is especially helpful when discussing complex lease agreements or concerns related to the rental property.

When setting up meetings and property visits, it’s important to be flexible and remember the tenant’s time. When conducting lease signings in person, it is important that all paperwork is ready and that both parties fully understand the terms of the agreement.

Phone Communication

The telephone is a great way for landlords and tenants to communicate. It has many benefits, such as making it quick and easy to share important information.

When making phone calls to tenants, landlords should be mindful of the appropriate times. Calling early in the morning or late at night might be inconvenient for tenants. On the other hand, landlords ought to try 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 in writing and send important notices, updates, and paperwork. Following a few best practices can help landlords send emails that get results and are well received.

  1. Have the correct email addresses for each tenant by confirming with the tenant or obtaining it from the lease agreement. Keep email addresses up-to-date, especially if a tenant moves out.
  2. Use a clear and concise subject line that accurately describes the content of the email so the tenant can quickly identify the email’s purpose and prioritize it accordingly.
  3. Use a professional and respectful tone.
  4. Ensure the email is easy to read and understand by using short paragraphs, bullet points, and headings to break up the text.
  5. Keep a copy of all emails sent to tenants, as this will ensure a record of all communications to refer back to if necessary.

Text Messaging

Texting exceeded phone calls and emails as the most preferred method of communication, in part due to its convenience and quick response times. Still, it’s important to use texting judiciously and appropriately, and to maintain a professional tone in all of your communications.

You can quickly relay important information to your tenants via text message, such as upcoming inspections, rent due dates, and maintenance updates, to them as a landlord. Responding to tenant queries and taking care of problems quickly can also be facilitated by it. However, finding the right balance between being responsive and intrusive is essential. One example of being unprofessional is sending too many messages or texting outside of business hours.

Landlords should use clear, concise, and polite language in their messages to maintain professionalism in text communications. It’s important to use proper grammar and spelling to avoid using jargon or slang that the tenant might not understand. Text messages should not be used by landlords to discuss sensitive issues like rent increases or eviction notices. Instead, these issues should be discussed in person or via email, where there is more room for in-depth discussions and explanations.

Written Notices

In order to guarantee compliance with legal requirements, landlords and tenants must give clear and formal written notices for a number of events, such as lease renewals or terminations.

When drafting written communications, landlords should include the following information:

  • 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.

Both landlords and tenants have to document all written notices for their own records. Landlords also need to make sure that the language they use is appropriate and not discriminatory.

Alternate Communication Methods for Landlords

  1. Online Portals and Apps: In today’s digital age, online platforms and apps have revolutionized property management, making it easier, faster, and more convenient for landlords and tenants.
  2. Social Media and Community Groups: Landlords can use social media to engage with their tenants more effectively. Creating private groups for each building or group of buildings can facilitate communication and disseminate essential announcements. In addition, showcasing buildings and amenities on social media platforms like Instagram and Facebook can help attract new renters through photos and videos.
  3. Maintenance and Repair Requests: Tenants can report maintenance issues via request forms, email, phone, or text. Landlords should specify their preferred method for emergency issues. After receiving a request, landlords should acknowledge it and provide a repair timeframe.
  4. Emergency Communication: Lastly, but not least importantly, landlords and tenants must establish emergency communication protocols that are both comprehensive and effective. These protocols should include detailed communication instructions during crises, such as natural disasters, fires, or medical emergencies.

Landlords have various methods to communicate with their tenants, each with advantages and disadvantages. In an effort to maintain good tenant relationships, landlords should use the communication channels that work best for them and the needs of their tenants. It’s possible that some renters would rather talk to you on the phone or in person, while others would find it easier to use email or text messages.

Be flexible and willing to try out different communication methods all the time. A number of different organizations provide resources and assistance to landlords, such as legal guidance and dispute resolution services. Messaging apps that provide quick updates and notifications and facilitate communication can also be beneficial to 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