Communication is the key to building a good relationship with your renters. Email is one of the best ways to communicate with renters despite other methods quickly gaining traction. It is efficient, professional, and trackable. Learn effective email communication with renters in this article with information on tips, best practices, common mistakes, and more.
- Why email is an essential communication tool for landlords
- Tips on effective email communication with renters
- When to use email communication
- Common mistakes to avoid with renter email communication
Why Email Is an Essential Communication Tool for Landlords
Email is an essential tool for landlords for several reasons. Email creates a record of communication with timestamps. You can see exactly what you wrote and when you sent it. This can clear up any misunderstandings or issues that arise.
A well-written and clear email displays your professionalism and experience as a landlord. This helps build trust and confidence in your renter as well as reducing miscommunication or confusion regarding important matters. Your renter can refer to the email at any time, as can you.
Tips on Effective Email Communication with Renters
Communication is a skill that every landlord or property manager should have because it creates a strong landlord and renter relationship. A good relationship is a great strategy to keep your renters from leaving and reduce tenant turnover. Here are some renter email communication tips to keep that connection going strong.
Set up guidelines and best practices
Having guidelines and best practices to follow ensures that your emails stay consistent. It also helps you be more efficient as you know exactly how to write an email and what not to put in one that could land you in any trouble (such as violating fair housing laws).
Maintain a professional tone
Keeping a professional and friendly tone in emails establishes clear boundaries, reduces conflicts/misunderstandings, builds your credibility, promotes trust, and reduces risk. It creates an environment where renters feel like they are heard and valued, making for a positive relationship.
Not letting your emotions dictate your writing is one of the most important parts of upholding a professional tone. You don’t want to write anything emotionally charged that could create a problem. Always keep it polite and respectful.
Avoid any slang or informal language and don’t get too personal. It is fine to offer general well wishes, but make sure you respect your renter’s privacy.
Use clear and brief subject lines
The subject lines of your emails need to be concise but informative. They need to highlight the importance of the email and briefly address the purpose in a couple of words. That way your renter knows why they need to read it and what to expect. It also makes it easier when trying to go back to look for the email.
Personalize your emails
Personalizing emails can foster a good relationship with renters as it shows you value them. However, you should maintain a professional tone. Personalization can be something as simple as referring to them by name or wishing them well.
Some emails don’t need to be personalized, so consider the purpose. To save time, automate emails for routine tasks, like rent reminders or late notices. When you collect rent on Apartments.com, payment emails (rent reminder emails, late fee notification emails, etc.) are sent automatically.
Be responsive
Part of being professional and maintaining your credibility is replying to emails in a timely manner. Let your renters know the typical time period they can expect for replies, such as within 24 hours, and then adhere to that guideline.
It is important to give yourself some time to reply. You can inform your renters that emails outside of work hours may take a little longer for you to reply to. Be sure they have a number to call in case of an emergency, whether that’s your number or maintenance.
Keep it brief while including all necessary information
Short and to the point emails are the best way to keep communication clear. Your renter will know exactly what you want right away. State the purpose at the top of the email and go into more detail later if needed.
If you require a specific response or outcome, like your renter needs to pay their rent by a certain date, be sure to state that towards the beginning and reiterate it towards the end if the email is long.
Proofread
Always proofread your emails; autocorrect can only catch so much. Make sure to double check all dates and information. If you’re using AI, carefully review and edit the content to make sure it is all correct and relevant.
When to Use Email Communication
Communication doesn’t always need to be in an email. But when you need to have a record, it is best to use email. Only send emails when necessary, but make sure that your renters know that your door is always open. Make it a habit to send maintenance notices, rent increase notices, and welcome letters via email so that you and your renters have a record of it.
Common Mistakes to Avoid with Renter Email Communication
To help you establish guidelines on using email, here are some common mistakes to avoid:
- Frequent and unnecessary emails. Don’t overwhelm your renters with unnecessary emails. Try to keep your emails to ones that must be sent about important information and notices.
- Avoid technical terms and jargon. Your renters may not be as well-versed in real estate lingo as you are. If you must include it, explain it or direct them to a resource to help them understand it.
- Sending the wrong information or documents. If you are sending an important notice and put the wrong date or attach an incorrect document, that could snowball into a larger issue. Always ensure that your dates, information, and documents are correct by double checking.
- Not including your contact information. Even if your renter has your email, it is good to offer another form of communication, such as a phone number, in case they’d prefer to reach you that way.
Save Time with Free Forms and Templates on Apartments.com
Writing all the letters and documents you need as a landlord can be time consuming and difficult. Apartments.com has you covered with free rental property forms in the download library. These templates cover a range of subjects and situations, from lease violation notices to security deposit return letters. Simply download and customize them before sending them off.
FAQ
How often should I email my renters?
It is best to only email your renters when there is something that needs to be brought to their attention.
Does email count as written notice?
It depends on your state as some places have laws regarding what counts as written notice. Usually, an email is fine but always check first. Also make sure you are following any laws regarding notice periods.
What should I do if my renters aren’t responding to emails?
If your renters aren’t responding to emails, try another method of communication. Try calling or talking to them in person. If you’re attempting to contact them for a serious reason, like your renter won't pay rent, you may have to go ahead with eviction.
