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The Best Methods for Communicating with Tenants: What to Use and When

Rolesville Property Manager and Tenants TalkingAs a Rolesville rental property owner, communicating with your tenants is pivotal for building and sustaining an awesome relationship and always making certain that your property is taken care of. But now, more than ever, we have different options for getting in touch. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll examine some methods of communication and talk about which ones work best for both landlords and tenants.


The most frequently used tactics of communication between Rolesville property managers and tenants are phone calls, emails, and text messages. Email, more importantly, is an ideal way to communicate owing to the fact it’s quick, easy, and free. You can, anytime you want, send attachments with your email, which is a great aid if you want to send your tenants a copy of their lease agreement or other important documents.

Email is an excellent way to effectively keep a record of your communication with your tenants, which is indeed necessary. By saving your emails to and from each tenant, you can record your interactions with them in case a dispute arises.

Text Message

Text messages are another nice and easy approach to communicating with your tenants. They’re more importantly applicable if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. Additionally, younger tenants may prefer to text over email or phone calls. Texting can be superb for sending quick reminders for things including rent due dates and maintenance appointments.

Text messages are as well truly convenient given that they can be sent and received anytime, even if your tenant is on the go. But on the flip side, text messages are not meant for other purposes and don’t offer the advantage of a paper trail like email. It’s also significant to get your tenant’s permission right before texting them because not everyone will want to use this mode of communication.

Social Media

Another usual method of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is indeed an excellent way to connect with your tenants, build rapport, and get to know them better.

Then again, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Over and above that, not all tenants will make use of social media, so it’s certainly necessary to have other methods of communication already in place as well.

Phone Calls

In quite several situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be superb for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, namely when raising particularly sensitive issues or handling a disagreement. If you have sensitive matters to take up, you may want to use a method to document what is said, by whom, and when.

Snail Mail

Allowing that it may seem old-fashioned, snail mail is still a salient way to communicate with your tenants. It’s particularly convenient for sending important documents that need to be signed, such as a lease agreement or legal notices related to renting payments and lease violations. (You should take note to never send legal notices by email or text.)

It’s particularly a beneficial way to send handwritten notes or cards, making your tenants feel special. But on a different note, snail mail is not ideal for quick communication and can be expensive if you need to spend lots of documents or packages.

There are pros and cons for each of these styles of communication, so it’s significant to settle on the one that works best for each situation. If you’re dithering on which method to use, try a combination of different approaches to see what works best for you.


Real Property Management Raleigh is brilliant in tenant communication. Let us conduct the management of your rental property, so you never have to be stressed about saying the wrong thing or using the wrong method of communication again! Contact us online or call 919-481-0008.

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