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

Spring Property Manager and Tenants TalkingAs a Spring rental property owner, communicating with your tenants is certainly important for creating and maintaining a satisfying relationship and making sure that your property is taken care of. But now, more than ever, we have various options for corresponding and keeping in touch. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll cover here several methods of communication and highlight which ones work best for both landlords and tenants.


The commonly used approaches of communication between Spring property managers and tenants are phone calls, emails, and text messages. Email, specifically, is a great way to communicate on the account it’s quick, easy, and free. You can, in a flash, send attachments with your email, which is helpful if you entail sending your tenants a copy of their lease agreement or other important documents.

Email is, more importantly, the most ideal way to keep a record of your communication with your tenants, which is in any case very important. 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 fast and easy means to communicate with your tenants. They’re suitable if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. In addition, younger tenants may prefer to text over email or phone calls. Texting can be ideal for sending quick reminders concerning things such as rent due dates and maintenance appointments.

Text messages are additionally advantageous since they can be sent and received anytime, even if your tenant is on the go. But on the other hand, text messages are not effective for other purposes and don’t offer the advantage of a paper trail like email. It’s likewise necessary to get your tenant’s permission preparatory to texting them because not everyone will like this mode of communication.

Social Media

Another commonly used way of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is certainly a great way to connect with your tenants, build rapport, and get to know them better.

Except, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. On top of everything else, not all tenants will take advantage of social media, so it’s very important to have other methods of communication in place likewise.

Phone Calls

In particular situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be ideal for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, particularly when raising very serious issues or handling a disagreement. If you have sensitive matters to deal with, you may seriously take into consideration using a method to document what is said, by whom, and when.

Snail Mail

Granting that it may seem old-fashioned, snail mail is still a great way to communicate with your tenants. It’s, in particular, useful 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 never send legal notices by email or text.)

It’s, specifically, an excellent means to send handwritten notes or cards, making your tenants feel important. But on the contrary, snail mail is not ideal for quick communication and can be expensive if you have to send different documents or packages.

There are pros and cons to each of these ways of communication, so it’s indeed salient to select the one that works best for each situation. If you’re doubting which method to use, try a combination of different practices to see what works best for you.


Real Property Management Republic is a known expert in tenant communication. Let us administer your rental property, so you never have to be troubled concerning saying the wrong thing or using the wrong method of communication again! Contact us online or call 281-362-5001.

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