As a landlord, clear and effective communication is the cornerstone of a positive relationship with your tenants. While a phone call can feel personal and direct, it isn't always the best tool for the job. Knowing when to call and when to send a message can save you time, prevent misunderstandings, and create a more professional dynamic. Messaging offers a convenient, documented, and often less intrusive way to handle many day-to-day interactions.
Let’s explore five specific situations where choosing to message your tenants instead of calling them is the better move. We will cover everything from sending simple reminders to documenting important agreements, helping you streamline your communication and manage your properties more efficiently.
3. Appointments
1. Rent Payment Reminders
Discussing money can be awkward, and a phone call to chase down rent can feel confrontational for both you and your tenant. A friendly, automated, or pre-scheduled message is a low-pressure way to remind tenants that rent is due soon. This approach feels less like a demand and more like a helpful courtesy.
A simple text or email serves as a gentle nudge and gives the tenant a written record of the due date and amount, which they can easily reference.
Examples of communicating reminders:
- Friendly reminder: "Hi [Tenant Name], this is just a friendly reminder that rent of [Amount] is due on [Date]. Thanks!"
- Slightly more formal: "This is a courtesy reminder that your rent payment for [Month] is scheduled for [Date]."
2. Non-Urgent Updates
Not every piece of information requires a conversation. For non-urgent updates or announcements that don’t require immediate action from the tenants, a message is far more convenient. Your tenants can read and process the information at their convenience, rather than being caught off guard by a call while they are at work, with family, or otherwise busy.
Examples of communicating non-urgent updates:
- Landscaping: "Good morning! Just a heads-up that our landscaping crew will be on the property this Friday to trim the trees."
- Filter changes: "Hi everyone, we will be changing the HVAC filters on Monday between 9 AM and 12 PM. We will only need a few minutes in each unit."
- Community notices: "The community pool will be closed for cleaning tomorrow morning until noon."
3. Appointments
Whether it’s for a scheduled repair, a property showing, or a routine inspection, confirming appointments via message is a best practice. A phone call can easily be missed, and voicemails can go unheard. A text or email provides a clear, written confirmation that both parties can refer back to.
It also creates a digital paper trail, confirming that the tenants acknowledged the appointment time and date. This is particularly useful for legally required notices, such as providing 24-hour notice before entering a unit.
Examples of communicating appointments:
- Maintenance confirmation: "Hi [Tenant Name], I am reaching out to confirm the maintenance appointment for tomorrow, [Date], at [Time] to fix the leaky faucet. Please let me know if this time no longer works."
- Inspection notice: "This is a formal notice that we will be conducting a routine property inspection on [Date] between [Time Window]. Please confirm you have received this message."
4. Special Requests
Details of a phone conversation can be forgotten, misheard, or disputed later. When you need a clear record of communication, messaging is the superior choice. Any agreement made, permission given, or important notice sent should be in writing.
This written record protects both you and your tenants. If a dispute arises later, you can refer back to your email or text history to clarify what was said and agreed upon.
Examples of situations that require a written record:
- Granting permission for a new pet.
- Agreeing on a payment plan for late rent.
- A tenant's notice to vacate.
- Permission (or denial) for a long-term guest.
5. Maintenance Issues
When a tenant reports a maintenance issue—like a dripping sink, a loose cabinet handle, or a burned-out lightbulb in a common area—a message is often the most efficient way to handle it. It allows the tenant to send a detailed description and even include photos or a short video of the problem.
This gives you all the information you need to assess the situation without a lengthy back-and-forth phone call. You can quickly determine the urgency, decide on the next steps, and forward the details to your contractor. It also allows you to respond with an action plan, like "Thanks for letting me know. I've contacted our plumber and will let you know when they are scheduled to arrive."
The benefits of messaging for repairs:
- Photo and video attachments provide scope and context. (Is the ceiling fan actually broken, or does a bulb need to be replaced? A picture is worth a thousand words.)
- You’ll have a documented record of each report and your response.
- You can manage multiple requests without handling multiple phone calls.
Messaging offers a powerful way to handle many tenant interactions with professionalism and efficiency. This approach not only creates a clear record that protects you legally but also helps maintain a cooperative relationship with your tenants. Implementing these simple communication strategies can make a significant difference in how smoothly your rental properties operate.
Communicate with Your Tenants via Apartments.com Messaging
Apartments.com has made landlord-tenant communications even more seamless and efficient. With our new messaging platform, you can now interact directly with your tenants in real time. You can answer questions, receive maintenance requests, and send reminders in one convenient location.
Additionally, the messaging feature helps ensure that your communications are organized and readily accessible, eliminating phone tag and pile-ups in your inbox. It's a timesaver that makes property management more straightforward and stress-free. Get connected now!
