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The Best Methods for Communicating with Tenants: What to Use and When

Hampton Property Manager and Tenants TalkingAs a Hampton rental property owner, communicating with your tenants is important for creating and sustaining a great relationship and guaranteeing that your property is taken care of. But now, more than ever, we have various options for keeping communications open. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll touch on particular methods of communication and talk about which ones work best for both landlords and tenants.

Email

The most conventional methods of communication between Hampton property managers and tenants are phone calls, emails, and text messages. Email, precisely, is an excellent way to communicate since it’s quick, easy, and free. You can quickly send attachments with your email, which is suitable if you have to send your tenants a copy of their lease agreement or other important documents.

Email is, in addition, an excellent way to keep a record of your communication with your tenants, which is often necessary. By saving your emails to and from each tenant, you can record your interactions with them in case a dispute arises.

Text Message

Text messages are another quick and easy approach to communicating with your tenants. They’re useful if you want to get a hold of your tenants in a hurry or don’t have time for a phone call. In particular, younger tenants may prefer to text over email or phone calls. Texting can be very good for sending quick reminders of various things, for instance, rent due dates and maintenance appointments.

Text messages are particularly effortless because they can be sent and received anytime, even if your tenant is on the go. But still, text messages are not the right choice for other purposes and don’t offer the advantage of a paper trail like email. It’s, on top of everything else, salient to get your tenant’s permission before texting them since not everyone will choose this mode of communication.

Social Media

Another means of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is an excellent way to connect with your tenants, build rapport, and get to know them better.

But on the flip side, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also bear in mind, that not all tenants will work with social media, so it’s necessary to have other methods of communication in place, as well.

Phone Calls

In innumerable situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be very good for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, especially when raising challenging or sensitive issues or handling a disagreement. If you have sensitive matters to discuss, you may seriously need to think of using a method to document what is said, by whom, and when.

Snail Mail

While it’s a fact it may seem old-fashioned, snail mail is still a beneficial means to communicate with your tenants. It’s particularly favorable for sending important documents that need to be signed, such as a lease agreement or legal notices related to renting payments and lease violations. (You should never send legal notices by email or text.)

It’s, in addition, an appropriate way to send handwritten notes or cards, making your tenants feel greatly appreciated. Except, snail mail is not ideal for quick communication and can be expensive if you must spend a lot of documents or packages.

There are indeed pros and cons to each of these methods of communication, so it’s salient to take the one that works best for each situation. If you’re wavering about which method to use, try a combination of different approaches to see what works best for you.

 

Real Property Management Seacoast New Hampshire is an expert and very proficient in tenant communication. Let us deal with your rental property, so you never have to be agitated and stressed toward saying the wrong thing or using the wrong method of communication again! Contact us online or call 603-343-2202.

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.