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

Charlotte Hall Property Manager and Tenants TalkingAs a Charlotte Hall rental property owner, communicating with your tenants is salient for creating and maintaining a healthy relationship and making sure that your property is taken care of. But now, more than ever, we have countless options for communicating. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll scrutinize several methods of communication and speak about which ones work best for both landlords and tenants.


The most used means of communication between Charlotte Hall property managers and tenants are phone calls, emails, and text messages. Email, primarily, is an efficient way to communicate because it’s quick, easy, and free. You can, as quickly as you want, send attachments with your email, which is functional and helpful if you will need to send your tenants a copy of their lease agreement or other important documents.

Email is also quite a convenient way to keep a record of your communication with your tenants, which is always principally 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 simple system to communicate with your tenants. They’re helpful if you need to get a hold of your tenants in a hurry or don’t have time for a phone call. Specifically, younger tenants may prefer to text over email or phone calls. Texting can be terrific for sending quick reminders as regards things like rent due dates and maintenance appointments.

Text messages are, in addition, very convenient considering the fact they can be sent and received anytime, even if your tenant is on the go. But on the flip side, text messages are not appropriate for other purposes and don’t offer the advantage of a paper trail like email. It’s additionally necessary to get your tenant’s permission when texting them because not everyone will want this mode of communication.

Social Media

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

Yet, 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 that, not all tenants have and will use social media, so it’s really important to have other methods of communication in place too.

Phone Calls

In a handful of situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be terrific 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 some rather sensitive issues or handling a disagreement. If you have sensitive matters to deal with, you may take into account using a method to document what is said, by whom, and when.

Snail Mail

Even though it may seem old-fashioned, snail mail is still a crucial way to communicate with your tenants. It’s effective 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 always take note never to send legal notices by email or text.)

It’s especially an excellent way to send handwritten notes or cards, making your tenants feel valued. On top of that, snail mail is not ideal for quick communication and can be expensive if you will need to send various documents or packages.

There are pros and cons to each of these means of communication, so it’s really necessary to take and use one that works best for each situation. If you’re not sure which method to use, try a combination of different systems to see what works best for you.


Real Property Management Gold is good at tenant communication. Let us administer your rental property, so you never have to be upset and worried as regards saying the wrong thing or using the wrong method of communication again! Contact us online or call 301-392-2172.

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