- In-Person Communication: Transparent communication is facilitated by face-to-face interactions, which enable immediate inquiries and responses, particularly in the context of complex lease agreements and rental concerns. When scheduling meetings or property visits, it is essential to be flexible to accommodate the tenant’s schedule. For in-person lease signings, ensure all paperwork is prepared in advance and that both parties understand the agreement’s terms.
- Phone Communication: The phone is an exceptional tool for landlords and tenants to communicate properly. Landlords should avoid calling early in the morning or late at night and instead schedule calls during regular business hours. These calls should be concise and focused.
- Email Communication: Email is an efficient way for landlords to communicate with tenants, immediately sending imperative announcements and updates. Landlords must maintain a professional tone, use plain subject lines, and use accurate email addresses to ensure effective communication. Improve the readability of emails by utilizing bullet points, headings, and brief paragraphs, and keep copies of all sent emails for record-keeping.
- Text Messaging: Text messaging has become a favored communication method due to its convenience and quick response times. Nevertheless, it is crucial to exercise caution and maintain professionalism. Landlords can effectively communicate important information, such as inspections and rent reminders, through messaging. However, it is vital to avoid overusing it or contacting tenants outside business hours to maintain a professional manner.
- Landlords should maintain professionalism in text communications by being clear, concise, and considerate. It is crucial to adhere to appropriate grammar and refrain from employing slang. Sensitive issues like rent increases or eviction notices should be discussed in person or via email for more detailed conversations.
- Written Notices: To ensure compliance with legal requirements, landlords and tenants must provide clear and formal written notices for a variety of cases, such as lease renewals or terminations. Landlords are advised to incorporate the following information into their written communications:
- 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 must retain copies of all written notices for their documentation. Additionally, landlords must guarantee that the language they employ complies with all applicable laws and regulations and that they are not discriminatory.
Alternate Communication Methods for Landlords
- Online Portals and Apps
- Social Media and Community Groups
- Maintenance and Repair Requests
- Emergency Communication
Landlords can communicate with tenants through various methods, each with its perks and drawbacks. To promote healthy relationships, landlords should choose communication methods compatible with their preferences and their tenants’ needs. Some tenants prefer email or text for convenience, while others want in-person meetings or phone calls.
Hiring a reliable property management company, such as Real Property Management Last Frontier, simplifies your life and enhances the experience of your tenants. To alleviate the tension associated with managing your property in Wasilla or the surrounding area, contact us online or call 907-268-4779 today. Let us help create a better living environment for everyone.
Originally Published on November 3, 2023