Phone and Email
You should, at the very least, have a phone number and email specifically for your rental property business. Whether you own one rental property or dozens, this is true. The best way for tenants to get in touch with you is via phone and email. All communications can be routed through the appropriate channels, documented, and prevented from slipping through the cracks by having a dedicated phone and email.
Emergency Maintenance Line
An emergency maintenance line that tenants can call outside of normal business hours is another important communication tool to implement. This line ought to be answered by a live person, not a recording, and it must be clear to the tenant that it is only for emergencies. This will ensure that tenants only use this line for emergencies and are aware that there may be additional fees associated with its use.
Tenant Portal
The use of a tenant portal is another excellent way to stay in contact with your tenants and guarantee that all communications are forwarded through the correct channels. Tenants can submit routine maintenance requests, pay rent, and get in touch with you all in one place using a tenant portal, an online system. A tenant portal is designed specifically for property owners and landlords, and the majority of them allow you and your tenants to exchange messages and information. You can keep things in order and make sure that all communications are properly documented by using a tenant portal.
Social Media
Consider using social media as a channel of communication with your tenants if you are comfortable using it to advertise your rental properties. This is an excellent method for providing tenants with maintenance updates, changes to the property, and any other pertinent information. Inquiries from them also give you the chance to address worries. If you decide to use social media to communicate with tenants, be sure to use a private messaging system or a private page to keep your conversations private.
Set Clear Boundaries
Effective communication with tenants may require the use of multiple channels. However, regardless of which option you choose, it is essential to establish clear ground rules regarding when and why your tenant should contact you. When tenants attempt to circumvent your rules, it would be helpful to have clear, predetermined consequences in place. Setting an example, encouraging respectful communication, and consistently enforcing boundaries are some of the best things you can do. It will be easier to ensure that communications with your tenant are appropriate and sent via the correct channels if you are clear about your expectations.
No matter which method or combination of methods you choose for tenant communication, it is essential to be professional, consistent, and clear. A professional property management company, such as Real Property Management Impact, can also be contracted to handle tenant communications on your behalf. Contact us online to learn more about our tenant portal and other professional property management tools.