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March 9, 2022

How To Build Better Communication with Tenants 

Regular communication is an absolute must between property management companies and their tenants. Need the parking lot clear of cars for winter plowing? You’ll need to communicate that with your renters. Renters, have a question or concern about a repair that needs to be completed? They’ll need to have communication access with the landlord or property management company. 

Whether it’s a big or small issue, renters and landlords alike need a reliable method to get communicate with each other. This is especially true in the case of a time sensitive or emergency issue. 

Here are a few ideas on how to open the lines of communication and keep them open. 

communication avenues

Provide Multiple Communication Avenues 

Not everyone communicates in similar manners. Some are comfortable with leaving a voice message or email to communicate an issue, while others feel more accustomed to using software to put in a request for repairs. 

Depending upon the urgency of the issues, different communication avenues may need to be used. For instance, if a tenant has a burst pipe and needs immediate attention, there should be an emergency number that can be used in those instances where someone will respond right away. 

Similarly, if there is an event, such as annual tree trimming that requires informing all residents of the sudden appearance of tree cranes and trucks, a simple email blast may be appropriate for communication. 

During winter, when walkways, driveways, and parking lots will need to be cleared of unit owner’s cars so that the plows may do their work a text message can alert renters when they should move their vehicles. 

As you can see, three different scenarios of varying urgency require different avenues of communication. We suggest that you open up several lines of communication including the use of software apps to schedule repairs or voice a concern, an emergency number for instant response, an email connection, and texts for timely response. Additionally, many communities have a community board where announcements can be placed to ensure that everyone gets the messages. 


Give Fast Feedback 

No one likes to wait for days on end to get a response. Whether you are the property manager or a renter, try to respond to emails, texts, and calls in a timely manner. This is especially important if scheduling repairs or other timely events. 

Fast feedback doesn’t imply that you will need to rush to respond, but rather respond when you have accurate information to help speed along communication. 

Be Professional 

In this day and age where keyboard warriors feel entitled to respond with anger or frustration, be sure to keep your communications professional. That means be honest and open with what the issues may be without losing patience. Remember that you get more bees with honey than vinegar! 

Good communication starts from the moment the lease has been signed. Introduce yourself and be friendly and open about your concerns. Contact us with your leasing and rental concerns. 

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