Phone and Email
You ought to have a specific phone number and email address for your rental property business. No matter how many rental properties you own, this is true. A phone number and email address are the most professional methods of contact for tenants. A specialized phone and email can guarantee that all communications are directed through the correct channels, are documented, and that nothing falls through the cracks.
Emergency Maintenance Line
Establishing an after-hours emergency maintenance phone line for your tenants is a crucial communication tool. It must be made clear to the tenant that this line is only for emergencies and that a live person, not a machine, will answer it. This will aid in ensuring that tenants use this line only for emergencies and are aware that there may be additional fees for using this service.
Tenant Portal
Creating a tenant portal is another excellent way to stay in touch with your tenants and ensure that all communications are forwarded through the right channels. A tenant portal is an online platform that enables tenants to pay rent, request non-emergency maintenance, and get in touch with you all from one location. Most tenant portals let you and your tenants communicate with one another and are made specifically for landlords and property owners. Utilizing a tenant portal will help you maintain organization and make sure that all communications are properly recorded.
Social Media
You might want to think about using social media to interact with your tenants if you feel comfortable using it to advertise your rental properties. This is a wonderful way to update tenants on maintenance, any alterations to the property, or any other significant information. Furthermore, they can leave inquiries and give you the chance to address them. A private messaging system or private page should be used if you choose to use social media for tenant communication to prevent your conversations from becoming public.
Set Clear Boundaries
There may be more than one form of communication necessary to communicate with tenants effectively. Nevertheless, whichever option you go with, it’s important to establish clear rules for how and when your tenant can get in touch with you. Having clear, predetermined consequences for tenants who attempt to circumvent your rules would be helpful. One of the best actions you can do is to model respectful communication, encourage it, and consistently enforce your boundaries. You can ensure that communications with your tenant are appropriate and sent through the proper channels by being clear about your expectations.
The bottom line is that it’s crucial to be professional, consistent, and clear when communicating with tenants, regardless of the method or combination of methods you select. Hiring an experienced property management company, such as Real Property Management Trailhead, to handle tenant communications on your behalf is another excellent option. Contact us online to learn more about our tenant portal and other professional property management tools