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The Art of Landlord-Tenant Communication: A Comprehensive Guide

A property manager talks on the phone while showing a house.Communication is required for fostering a strong relationship between landlords and tenants, as it defines roles and obligations. Clear communication diminishes errors and disputes, promoting an atmosphere of transparency, trust, and respect. This not only enhances the tenant experience but also strengthens the entire relationship between the parties involved. Below are numerous prevalent communication ways available to a landlord or property manager:

  • In-Person Communication: Face-to-face interactions encourage clear communication, facilitating prompt questions and responses, mainly with complex lease agreements and rental concerns. When scheduling meetings or property visits, flexibility is important when planning a tenant’s schedule. For in-person lease signings, ensure all paperwork is prepared earlier and that both parties understand the agreement’s terms.
  • Phone Communication: The phone is an efficient tool for landlords and tenants to communicate smoothly. Landlords should avoid calling early in the morning or late at night and instead schedule calls during regular business hours, ensuring they are brief and targeted.
  • Email Communication: Email is an efficient way for landlords to communicate with tenants, relaying essential news and updates to tenants promptly. To ensure effective communication, landlords should utilize exact email addresses, clear subject lines, and maintain a professional tone. Draft emails employing succinct paragraphs, bullet points, and headings to improve readability, and keep copies of all sent emails for record-keeping.
  • Text Messaging: Text messaging has become a dominant communication method due to its convenience and quick response times. On the other hand, it is critical to employ it cautiously and maintain professionalism. Landlords can effectively communicate important information, such as inspections and rent reminders, through texting, but it’s important to avoid overusing it or messaging tenants outside business hours to keep a professional demeanor.
    • Landlords should maintain professionalism in text communications by being clear, concise, and respectful. Using proper grammar and avoiding slang are crucial. 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 must provide clear and formal written notices for many situations, such as lease renewals or terminations. Landlords must include the following information when drafting written communications:
    • The date the notice is being issued.
    • The name and address of the tenant.
    • The purpose of 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 keep copies of all written notices for their reference. In addition, landlords need to confirm that the language they use complies with all applicable laws and policies and that they are not discriminatory.

Alternate Communication Methods for Landlords

  1. Online Portals and Apps
  2. Social Media and Community Groups
  3. Maintenance and Repair Requests
  4. Emergency Communication

Landlords can communicate with tenants through various methods, each offering unique benefits and drawbacks. To cultivate beneficial relationships, landlords should choose communication methods that match their priorities and their tenants’ needs. Some tenants may choose email or text for convenience, while others might prefer in-person meetings or phone calls.

When you collaborate with a dependable property management company like Real Property Management Trustworthy, you make your life more efficient and enhance the experience for your tenants. To take away the hassle of managing your property in Oxford or its surroundings, contact us online or call 984-666-0912 today. Permit us to aid in cultivating an enhanced living environment for everyone.

Originally Published on November 3, 2023

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