How to Communicate with Your Tenants: 6 Mistakes to Avoid

#1 Using Many Communication Channels

When you communicate with your tenants, you should not use more than one communication channel per tenant. You should keep all your communications in one place, whether it is via email or text message. 

Indeed, if your tenants are used to you communicating with them via text message, they might not check their email inbox for updates about the property or their unit. This means that they might see your message late or not see it at all.

#2 Being Unclear

When you communicate with your tenants, make sure that you use the right words and that you do not beat around the bush. Indeed, you might understand what you are trying to communicate, but your tenants might not; things may be perfectly clear to you, but not at all to them.

Thus, if you are trying to explain something complicated or important, make sure that you explain it well, and be mindful of the words you use. For example, if you use technical words, the average Joe might not understand.

You should tell your tenants to contact you if they have any questions. Stay available to clear up any confusion, it is important!

#3 Using the Wrong Tools

The key to having a good relationship with your tenants is communication. However, if you have many properties to manage and many messages to send, communicating efficiently might be difficult. Property management software is useful, especially during busy periods. 

Every year, you must draft and send many letters and notices. Have you ever wished you could ease this process? Well, there are many tools available on the market to help you do just that. For example, property management software, like Proprio Expert, allows you to draft and send all your messages from a single platform through your tenants’ preferred communication channel.

#4 Not Using Your Answering Machine

Sometimes, it is a great idea to take advantage of your answering machine. Your tenants can leave messages voicing their questions or concerns, which gives you time to come up with a complete and appropriate answer. Of course, you must call them back in a timely manner (ideally within four hours). Even if you do not have an answer yet, this shows that you take their concerns seriously and that you are actively looking for a solution.

#5 Not Establishing Clear Building Rules

Clear building rules and regulations ensure a healthy landlord-tenant relationship. They will set up the landlord’s expectations. 

#6 Not Being Available

Property owners and managers must also stay available to their tenants. You should be reachable via many communication channels, such as email, text message, or telephone. Your tenants need to know that you care about their well-being and that you will respond quickly in case of emergency. This will influence your property’s credibility and your own!

In short, remember that your tenants are also your clients! Thus, it is important to stay available and open to them. Having a good relationship with your tenants will surely avoid many unpleasant situations.

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