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The Art of Landlord-Tenant Communication: A Comprehensive Guide

A property manager talks on the phone while showing a house.To be able to avoid misunderstandings and conflicts arising from poor communication, communication is essential for making sure both parties understand their roles and responsibilities. Transparency, trust, and respect between landlords and tenants are all facilitated by effective communication.

This article will explore different communication methods that enhance the landlord-tenant relationship. Face-to-face, phone, email, and text messages are just a few of the communication channels we’ll look at.

In-Person Communication

Face-to-face interactions facilitate more transparent communication, which enables both parties to ask questions and get prompt answers. Discussing complex lease agreements or addressing any concerns related to the rental property can benefit from this in particular.

It is necessary to exhibit flexibility and accommodate the tenant’s schedule when arranging meetings or property visits. When conducting lease signings in person, it is essential to ensure that both parties fully understand the terms of the agreement and to have all required paperwork ready beforehand.

Phone Communication

For landlords and tenants to get in touch, the phone is a great tool. It has several advantages, notably being an immediate and efficient means to communicate crucial information.

When making phone calls to tenants, landlords should be mindful of the appropriate times. Avoid calling early in the morning or late at night, as these times may be inconvenient for tenants. Instead, landlords should try to schedule phone calls during regular business hours and keep phone calls brief and to the point.

Email Communication

Landlords can quickly and easily send important notices, updates, and documentation to their tenants via email, which is a convenient and effective way for landlords to communicate with their tenants in writing. Landlords can make sure their emails are successful and well-received by adhering to a few best practices.

  1. Obtain the correct email addresses for each tenant by double-checking with the tenant or from the lease agreement. Make sure that email addresses are current, particularly if a tenant moves out.
  2. To help the tenant quickly determine the purpose of the email and prioritize it appropriately, use a clear and concise subject line that accurately describes the content of the email.
  3. Communicate in a professional and respectful tone.
  4. Use headings, bullet points, and short paragraphs to break up the text and make the email easy to read and understand.
  5. Make a record of all communications with tenants by saving a copy of each email.

Text Messaging

Text messaging has gained popularity due to its convenience and quick response times, while phone calls and emails have been the traditional forms of communication. It is imperative, however, to use texting judiciously and appropriately and to maintain a professional tone in all communication.

Texting can be a useful tool for landlords to quickly relay important information like impending inspections, rent reminders, or maintenance updates. Additionally, it can be a useful tool for quickly addressing concerns and responding to tenant queries. The ideal balance between being responsive and intrusive, however, must be achieved. For example, sending too many messages or texting outside of regular business hours can be considered unprofessional.

Landlords should be polite, succinct, and clear in their text messages to maintain professionalism in text communications. It’s important to use proper grammar and spelling and to refrain from using slang or acronyms that the renter might find confusing. Additionally, landlords ought to refrain from sending text messages containing sensitive information like rent increases or eviction notices. Instead, it would be preferable to discuss and explain these matters in greater detail over the phone or in person, either in person or via email.

Written Notices

Landlords and tenants are required to give clear and formal written notices for an assortment of scenarios, including lease renewals and terminations, in order to ensure compliance with legal requirements.

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.

Landlords and tenants are both required to retain copies of all written notices for their records. Landlords should also make sure that the language they use is not discriminatory and complies with all applicable laws and regulations.

Distinctive Modes of Communication for Landlords

  1. Internet portals and apps: In the current digital era, online platforms and apps have transformed property management, offering tenants and landlords greater ease, speed, and convenience.
  2. Landlords can engage with their tenants more effectively through social media and community groups. To facilitate communication and spread important announcements, private groups can be established for each building or group of buildings. Additionally, by using images and videos, showcasing buildings and amenities on social media sites like Instagram and Facebook can help attract new renters.
  3. Requests for Maintenance and Repairs: Renters can use forms, email, phone calls, or texts to report maintenance issues. Landlords ought to indicate how they would like to handle emergencies. Landlords should respond to requests promptly and give a repair timeframe after receiving them.
  4. Emergency Communication: Lastly, but just as importantly, landlords and tenants need to set up thorough and efficient emergency communication protocols. These protocols ought to contain comprehensive communication instructions during crises like fires, natural disasters, and medical emergencies.

Landlords have various methods to communicate with their tenants, each with advantages and disadvantages. Landlords should select the communication channels that best meet the needs of their tenants as well as their own to maintain good tenant relationships. While others might prefer phone calls or in-person meetings, some tenants might prefer email or text messages for convenience.

Always be adaptable and prepared to use different communication methods as necessary. Resources and support for landlords, including legal guidance and dispute resolution services, are offered by a variety of organizations. Messaging apps that facilitate communication and provide quick updates and notifications can also be advantageous to landlords.

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