Get My Free Owner Consultation

Best Ways to Communicate with Tenants: Email, Text, or Call?

Get A Quote
Best Ways to Communicate with Tenants Email, Text, or Call?

It’s crucial for landlords to keep open lines of communication with their tenants. After all, a simple call can save you when dealing with repairs or tenant complaints. Moreover, effective communication is key to retaining tenants for longer, as it helps you build a long-lasting relationship with your renters.

While communicating with renters can highly reduce the risk of misunderstandings, it’s important to note that not all tenants like to receive calls from their landlords. That’s why it’s important to choose the right channel to communicate with your tenants. Keep reading to learn when to email, text, and call renters. 

When Should I Communicate with Tenants?

Communicating with your tenants doesn’t have to be overly complicated. A quick call or a short email can often go a long way. Times when it’s important to stay in touch with renters, whether it be through a call, text message, or email, include: 

  • Emergencies. It’s crucial that renters can reach you in case of an emergency. A quick call is the best way to coordinate any necessary actions in such a situation.
  • Complaints. A simple call or a short text can be the best way to address tenant complaints and maintain a good relationship with neighbors and occupants. 
  • Signing or renewing the lease. You must communicate with tenants well in advance before signing a lease. This will ensure they understand the terms, including the expiration date, tenant responsibilities, and renewal policy.
person holding a pen and looking over a rental contract
  • Rent and payment issues. Having your tenants’ contact info can make dealing with late or missed payments much easier. 
  • Maintenance and repairs. Keeping your renters informed of home maintenance checklist or upcoming repair work goes a long way. This can help you ensure their safety and minimize disruptions to their day-to-day life.

Things to Keep in Mind When Emailing Tenants

Emails are a great way to communicate with your renters. Mailing lists allow you to send the same information to large groups of people, which can come in handy if you have more than one tenant. Plus, you can schedule emails to go out at a certain time, so you can set up automated reminders without having to do much work.

Emails can also be used for sharing important notices, such as upcoming renovations, invoices, and overdue rent reminders. What’s more, because every interaction is automatically stored, it’s easier to go through email threads to solve misunderstandings or false claims. When emailing tenants, it’s best to:

  • Never send incomplete emails.
  • Ensure every email has a clear purpose.
  • Ensure you’re sending it to the right address.
  • Include your contact information at the bottom of each email.
  • Always double-check to ensure you’re not missing any necessary attachments.
  • Send or schedule emails to be sent during business hours. 
  • Avoid emailing legal documents, such as move-out notices, lease violation notices, or eviction notices.
an email app on a phone with twenty notifications

Things to Keep in Mind When Calling Tenants

Some tenants prefer calls over other forms of communication. In fact, calling up your renters can be the best option in some circumstances. For instance, a quick call is better than a text or email when you need a fast response, especially in the event of an emergency. 

Calls are also great for giving Boise, ID tenants reminders and solving inquiries, as they minimize the risk of misunderstandings. Here are some things to keep in mind when calling tenants:

  • Call during business hours. No one likes to receive calls in the middle of the night.
  • Keep things professional. Being too chatty or steering away from the subject can annoy tenants. Instead, it’s best to state the purpose of your call upfront.
  • Be brief. Be mindful of tenants’ time and try to keep every call short and sweet.
  • Leave a voicemail. If a tenant doesn’t pick up the phone, always leave a voicemail telling them why you called. This will increase the chances of a callback.

To avoid being woken up in the middle of the night by a call that could have been a quick text, let tenants know when the best time is to call you, as well as the reasons that require a call versus what can be talked through in an email or text.

person in a dark suit and glasses taking a phone call

Things to Keep in Mind When Texting Tenants

Many landlords prefer to text tenants because of how simple it is. Plus, texts have a high open rate and can be answered in a short span of time. Texts are great for sending tenant reminders, like payment due dates or upcoming inspections, or discussing day-to-day issues or concerns. 

When texting tenants, keep your messages short and professional. Avoid sending non-business-related texts. More importantly, avoid texts about serious or sensitive information. This includes late rent notices, lease terminations, or even eviction notices. It’s best to discuss this issue through a formal letter or in person to ensure your renter’s information is always safe.

Bottom Line

Clear and open communication can help you resolve issues promptly and build a strong, long-lasting relationship with your renters, which can translate to longer tenancies. Modern technology makes it very easy to stay in contact with tenants. You can communicate with them through a variety of methods, including phone calls, text messages, and emails. 

However, it’s important to note that there’s a time and place for each method of communication. Texts are great when you need a quick response from tenants. Calls are often the preferred method for discussing serious matters. Lastly, emails are great for sending reminders and important documents.

Do you need help communicating with tenants or managing requests? Contact Realty Management Associates, Inc. today! With over four decades of experience, we know how to keep both renters and landlords always happy.