How Landlord Can Communicate With Tenants

In any business agreement, solid communication is crucial between all parties. While it may seem obvious, even the simplest forms of communication can minimize tension and ensure mutual satisfaction in any formal business relationship.

The real estate industry is no exception. From cash home buyers to general contractors, the ability to communicate effectively can make or break a relationship. 

The relationship between tenants and landlords is arguably the most delicate. There are emotions and dollars signed involved at all times. This type of agreement isn’t something you can leave at the office. It involves a substantial asset on one side and someone’s place of residence on the other.

Whichever side of the agreement you’re on, it’s important to make sure you’re using whatever tools are at your disposal to make communication as seamless as possible. Whether renting an apartment or home, consumers value a landlord who communicated effectively.

Landlords in particular have a lot to gain from using these tools. Property damage and late rent payments are two of the most common disputes between landlords and tenants.

If you’re a landlord, here are some effective ways to communicate with your tenants to help avoid mishaps later.

Property Management Apps

As technology becomes more ingrained in the real estate industry, smartphone applications are becoming a more common platform for communication. They label themselves as a one-stop-shop for landlords and tenants to hash out any notable issues.

One benefit of these apps is to keep all communications in one location. Juggling emails, text messages, voicemails, and letters can get old fast. By using an app, you can organize all communication while keeping it archived in the app for later reference when needed.

You likely won’t see these apps used as much for landlords that only own one or two properties. The true benefit is for landlords that own large multi-unit buildings, or a large portfolio of buildings.

Property managers usually insist on using some type of app for communicating with tenants. Some apps include a feature that allows rent to be collected through it. 

Landlords typically hear from tenants the most when there is something that needs to be repaired. Service requests can be submitted and handled directly from these apps. This allows service requests to be documents and increases response time back to the tenant.

Although technology can be scary, it is worth it to improve the communication between landlords and tenants.

Social Media

A great way to stay connected with your tenants without spending too much money on apps or other technology is through social media. You can use the chat function to message tenants personally and deliver news or updates about the property. Similar to a newsletter, this is another way to get the word out to the masses.

To create a more formal and intimate online environment for your tenants, you can create a Facebook group. Here, your tenants can communicate with each other and potentially solve any problems they might have before it escalates to your attention. This can save you both time and effort when communicating with tenants. However, make sure your tenants are technologically savvy enough to use social media routinely. 

Social media comes with additional communication benefits. People are sometimes more likely to check their Facebook notifications versus email notifications. For landlords that need to get a hold of their tenants as soon as possible, these platforms can help. It can also help issues get solved faster. 

For example, if you have a new tenant that is unsure how to use or access certain facilities in your large commercial building, other tenants can sometimes provide the answer. Especially if there are questions that get asked multiple times, a tenant can look back into different chat threads to uncover the answer. There is power in numbers. Allow your tenants to help each other out, and ultimately improve the communication flow between you and them.

Slack

Similar to creating a group on Facebook to communicate with tenants, Slack can be a great place for people to communicate within the same space. Slack is an online platform that you can also access on your smartphone. Its primary purpose is to streamline communication for groups, teams, or companies that are working on projects. 

Creating a slack group wouldn’t be necessary for every landlord. Your plan may be to buy a house and only own one for the rest of your investing career. If you only have one tenant, you won’t need Slack. It would be much more useful for landlords who own large multi-unit buildings. More specifically, if the tenants are a younger demographic that is accustomed to using technology for daily communication, Slack could solve countless communication issues. 

When communicating on this platform, landlords and tenants can track conversations and get live updates on important matters regarding a property. If there is an emergency, slack is a great way to notify a group of people instantly through their phones.

Do you plan to ask your tenant to do certain repairs on your property themself? You can track the progress of the home repairs through Slack. Pictures and video files are easy to upload. This ensures that the renovations are done on time, and to the degree that you expect. 

Tenant Newsletter

This may seem old fashioned, but many businesses still use newsletters to keep their customers up to date with news, events, and offers. Newsletters can offer a similar utility to landlords. If you own a property that has +50 units, a newsletter is perfect for keeping tenants up to date on things like scheduled maintenance. 

Newsletters are also great for communities owned by the same owner or company. Senior living communities often use newsletters to announce fun events going on for the residents. You can update everyone at the same time, and include an FAQ to help residents find answers to commonly asked questions.

Newsletters don’t just dispense news, however. They’re also great for creating a sense of community within your property. It may seem unnecessary, but fostering a community means keeping tenants that actually care about your property, and go out of their way to take care of it.

A vacancy is a landlord’s worst enemy. By keeping your tenants satisfied and engaged, you increase the likelihood of them renewing their lease or continuing to live in that community.

Depictions in the media of landlords as rent collectors who bang on doors are long outdated. Use these methods of communication to not just communicate with your tenants, but help avoid issues down the road by keeping everyone informed.

Hopefully, you have enjoyed these tips on effectively communicating with tenants as a landlord.