The Best Way To Communicate With Tenants: Email, Text, Or Call?

Communication is always key, especially when it comes to being a landlord. Effective communication with tenants can lead to smoother interactions, timely payments, and a better overall renting experience for both parties involved.

In today's digital age, landlords have several options for communicating with their tenants, including email, text messaging, and phone calls. In this article, we'll explore the pros and cons of each method and provide tips for landlords to effectively utilize these communication tools.

McKenna & Vane Property Management, with its expertise in property management, has put together this comprehensive guide to help landlords navigate the complexities of tenant communication in the digital age.

Calling

Engaging with your tenants through phone calls serves various purposes that contribute to a smoother landlord-tenant relationship:

• Addressing emergencies promptly: Phone calls offer the quickest way to address urgent matters such as maintenance emergencies or security concerns. In critical situations, speaking directly to your tenants allows you to provide immediate guidance and assistance, ensuring their safety and well-being.
• Asking for additional details or clarification: Sometimes, written communication may not suffice, especially when complex issues arise. Calling your tenants allows you to have real-time conversations, seeking clarification or providing additional details as needed. This direct interaction fosters clearer understanding and helps resolve issues more effectively.
• Providing courtesy reminders: While email and text messages are effective for sending reminders, a phone call adds a personal touch. Whether it's a friendly reminder about upcoming rent payments or scheduled inspections, a phone call demonstrates your commitment to proactive communication and tenant support.

In essence, contacting your tenants by phone enables you to address emergencies promptly, provide personalized reminders, and engage in meaningful conversations to ensure effective communication and problem-solving.

Best Practices for Calling Your Tenants

When making phone calls to your tenants, it's essential to follow best practices to ensure effective communication and maintain positive relationships.

• Schedule calls in advance: Whenever possible, schedule calls with your tenants in advance to ensure they're available and prepared to discuss matters. This demonstrates respect for their time and helps avoid potential misunderstandings.
• Be concise and courteous: Start the conversation with a friendly greeting and clearly state the purpose of your call. Be concise in conveying information, avoiding unnecessary small talk or lengthy discussions.
• Listen actively: Allow your tenants to express their concerns or questions without interruption. Actively listen to their feedback and address any complaints or requests they may have with empathy and understanding.
• Document important details: Take notes during the call to document important information discussed, such as maintenance requests, rental payment arrangements, or lease-related queries. Keeping detailed records helps ensure accountability and serves as a reference for future interactions.
• Follow up in writing: After the call, send a follow-up email summarizing the key points discussed and any agreed-upon actions or next steps. This provides a written record of the conversation and helps prevent miscommunication or misunderstandings.

Are Phone Conversations Legally Binding?

Phone conversations between landlords and tenants can be considered legally binding, depending on the context and the agreements made during the call. While verbal agreements are generally enforceable under contract law, it's essential to exercise caution and ensure that important agreements or decisions are documented in writing whenever possible.

To mitigate potential disputes, landlords should maintain clear and accurate records of phone conversations, including notes summarizing key points and any agreements reached. Additionally, landlords should familiarize themselves with local landlord-tenant laws and regulations to ensure compliance and protect their interests in case of legal disputes.

Emailing

Email provides landlords with a convenient and efficient way to communicate with their tenants. Below are some reasons why emailing your tenants is essential.

• Send reminders: With email, landlords can easily send reminders about upcoming rent payments, property inspections, or other important deadlines. This helps ensure that tenants stay informed and accountable.
• Rapidly communicate crucial information: Email enables landlords to quickly communicate urgent information, such as emergency maintenance issues or changes to rental policies. This can help prevent misunderstandings and ensure timely resolution of issues.
• Convey visual data: Email allows landlords to include images, documents, and other visual aids to convey information effectively. This can be particularly useful for sharing maintenance schedules, utility bills, or important notices.
• Archive documents effectively: Email provides a convenient way to store and organize communication with tenants. Landlords can easily archive important documents, such as lease agreements, repair records, and correspondence, for future reference.

Efficient Methods for Emailing Your Tenants

To make the most of email communication with tenants, you will find some best practices to follow below.

• Use clear and concise language: Keep your emails brief and to the point, focusing on the key information you need to convey.
• Include a descriptive subject line: Use a descriptive subject line that accurately summarizes the content of your email. This will help ensure that tenants know what to expect when they open your message.
• Respect tenant privacy: Be mindful of tenant privacy when sending emails, especially if discussing sensitive or personal matters. Avoid including sensitive information in the subject line or body of the email.
• Provide contact information: Make sure to include your contact information in every email, so tenants know how to reach you if they have questions or concerns.

Are Email Notifications Legally Binding Documents?

While email notifications can serve as evidence of communication between landlords and tenants, they may not always be considered legally binding documents. To ensure compliance with legal requirements, landlords should familiarize themselves with local laws and regulations regarding communication and documentation of rental agreements.

Texting

Text messaging offers landlords a direct and immediate means of communication with their tenants. Some reasons to text your tenants include:

• Universal accessibility: Text messaging is widely accessible and can be easily received and viewed on any mobile device, making it convenient for tenants to stay informed, even when they're on the go.
• Ensures message delivery: Unlike email, which can sometimes end up in spam folders or go unread, text messages are typically delivered directly to the recipient's mobile device, ensuring that important information reaches the tenant promptly.
• Promotes responsiveness: Text messages are often read and responded to more quickly than emails or phone calls, making them an effective way to communicate urgent or time-sensitive information.
• Enhances competitiveness: Offering text messaging as a communication option can make your rental property more attractive to prospective tenants, especially younger generations who prefer texting over other forms of communication.

Getting Started with Text Messaging Your Tenants

To effectively use text messaging to communicate with your tenants, consider the following best practices:

Obtain consent: Before sending text messages to your tenants, make sure to obtain their consent to receive communications via text. This can help ensure compliance with privacy regulations and avoid potential issues.

• Keep messages concise: Text messages have a limited character count, so keep your messages brief and to the point.
• Use proper etiquette: Maintain a professional tone and avoid using slang or abbreviations that may be confusing or unprofessional. Always identify yourself and provide context for your messages to avoid misunderstandings.
• Respect tenant preferences: While text messaging can be a convenient communication option, some tenants may prefer other methods of communication. Respect their preferences and offer multiple channels for communication to accommodate their needs.

Are Text Notifications Legally Valid Documents?

Like email notifications, text messages can serve as evidence of communication between landlords and tenants but may not always be considered legally binding documents on their own. Landlords should consult legal experts to ensure compliance with relevant laws and regulations regarding communication and documentation of rental agreements.

Bottom Line

Effective communication is essential for landlords to maintain positive relationships with their tenants and ensure a smooth rental experience. By utilizing email and text messaging strategically, landlords can keep tenants informed, address issues promptly, and promote transparency and accountability in their rental properties.

At McKenna & Vane Property Management, we understand the importance of effective communication in property management. Our experienced team can help landlords streamline communication with their tenants through advanced digital tools and personalized support. Contact us today to learn more about how we can assist you in overseeing your rental property effectively.