Communication is crucial in establishing a strong relationship between landlords and tenants, as it defines each party’s duties. Clear conversation reduces confusion and battles, developing an atmosphere of transparency, trust, and respect. This not only enhances the tenant experience but also fortifies the overall relationship between the parties involved. Here are some popular means of communication you can use as a landlord or property manager:
- In-Person Communication: Face-to-face interactions foster honest communication, allowing for immediate questions and answers, particularly regarding complex lease agreements and rental concerns. When scheduling meetings or property visits, flexibility is imperative to accommodate the tenant’s schedule. For in-person lease signings, guarantee all paperwork is prepared beforehand and that both parties understand the agreement’s terms.
- Phone Communication: The phone is a perfect tool for landlords and tenants to communicate easily. Landlords must avoid calling early morning or late at night and instead schedule calls during regular business hours, keeping them short and targeted.
- Email Communication: Email is an efficient way for landlords to communicate with tenants, sending essential announcements and updates right away. To ensure effective communication, landlords should use accurate email addresses, clear subject lines, and maintain a professional tone. For improved readability, organize emails using headings, bullet points, and short paragraphs, and keep copies of all sent emails for record-keeping.
- Text Messaging: The convenience and quick response times of text messaging have made it a popular way to communicate. Nevertheless, use caution and maintain professionalism when using it. Landlords can effectively communicate important information, such as examinations and rent reminders, through texting, but it’s essential to avoid overusing it or phoning tenants outside business hours to maintain a professional tone.
- Landlords should maintain professionalism in text communications by being straightforward, brief, and polite. Stay away from slang and use correct grammar. Sensitive issues like rent increases or eviction notices should be discussed in person or via email for more detailed conversations.
- Written Notices: To guarantee compliance with legal requirements, landlords and tenants are obligated to give clear and formal written notices for different cases, such as lease renewals or terminations. When composing 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 required to retain copies of all written notices for their records. Landlords are also responsible for ensuring that the language they use complies with all applicable laws and protocols 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 advantages and drawbacks. To promote excellent relationships, landlords should choose communication methods that align with their tastes and their tenants’ needs. Some tenants may select email or text for convenience, while others might pick in-person meetings or phone calls.
When you work with an experienced property management company such as Real Property Management Solutions, you simplify your life and improve your tenants’ experience. To alleviate the workload of managing your property in Hillsboro or the surrounding area, contact us online or call 503-224-3002 today. Let us help create a better living environment for everyone.
Originally Published on November 3, 2023
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.
