Dos & Don’t of Newsletters in Associations 

Good communication is a hallmark of being a good property manager. From connecting personally on lease signing day or move-in day to keeping renters apprised of happenings around the property throughout the year, communication is key to keeping the property running smoothly. 

One method of communicating that we have discussed at length over the past few years is the use of email blasts and newsletters to keep all unit owners informed of what may be going on whether it is a repair ongoing and that workmen may be around the property to notification of parking rules during the snowy season. Newsletters can convey important information in a concise and accurate manner that can be referred back to over and over. 

There are some rules to sending newsletters, however, that property managers should be aware of. Here is our quick list of what to include in your newsletter and what to avoid each time you send a community newsletter. newsletter

Do …

Things that you will want to include in your newsletter or email blast should be timely information. For instance, if any information has changed with your community amenities such as swimming times at the pool or tennis sign-up times during the summer weather or contractors who will be snow plowing in the winter months. This helpful info should be included in your newsletter. Community members want to know what their rent/HOA dues are being spent on and this will help them understand. 

Additionally, include in your newsletter a list of important dates such as the last day to pay rent before a late fee is added on or the day that landscapers will be on the property for regular maintenance. Community members should be made aware of third-party contractors who will be on the property. 

As you write these newsletters be sure to write well and be pleasant with any requests or reminders. Don’t forget to proofread! stop

Don’t …

Newsletters are not a place to list grievances about the property such as litter or unpaid bills. Leave those items off your newsletter but use gentle reminders instead. 

Do not get personal on a community newsletter that is being sent to the whole community. There is no need to call someone out for late payment or other infractions on a community newsletter. Keep that information private. 

On that same note, newsletters should be informative but avoid sticky situations such as mentioning any issues that may be between two tenants. Keep that private as well. However, if the root of the problem was a miscommunication, this would be a good place to remind everyone of the guidelines so that there will be no misunderstanding, such as quiet hours or trash collection rules.

The ultimate goal of a community newsletter is to be informative, and helpful, and keep your tenants in the loop. If you stay in that realm while you write, your newsletter should be a positive communication device for your property. 


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