Improve your landlord-tenant relationship with these tenant communication tips. Learn about communication methods, how to keep a professional tone, and what methods to use to ensure you and your tenants understand one another. Additionally, learn about prompt and honest communication, showing tenants appreciation, and diplomatically working together to resolve conflicts and concerns.
Landlords and property managers typically have a lot to think about when renting out property. One of the great benefits among these is the ability to connect with and build a community. The people you provide housing to are important parts of their community, and you have the unique opportunity to partake in building that community through the housing you provide.
However, one of the most important elements of building a community is communication. Respectfully communicating with your tenants is key to creating an environment where they feel comfortable and you can minimize issues. With effective communication, you can solve issues efficiently and promote an environment free of disputes and tenant or lease concerns.
Create Easy Communication Methods
Whether it is text, email, or an app for communication, ensure your tenants have access to it and know how to use it effectively. If communicating with you is easy, your tenant will be more likely to report any problems or needs promptly. With prompt communication, problems can be caught and solved quickly, meaning there will be much lower odds of related issues resulting in more expenses.
Keep it Friendly and Professional
Whether the interaction is your first, last, or any other, one of the easiest ways to ensure good communication is tone. Forbes discusses the importance of communication in a professional but friendly manner.
Tenants viewing you as someone easy to communicate with will prompt them to come to you when they need something, especially if you are renting to young adults. A tenant who is nervous or stressed around you is less likely to contact you first thing if something breaks or they encounter issues. Communicate with them the same way you would a colleague or a client.
If you struggle with tone over text, consider using a writing assistant. These resources can help you perfect your tone. Alternatively, communicate with your tenants verbally, whether that is over the phone or in person. Remember that some communication should happen via documentable and written notifications to ensure you and your tenants can reference them later if needed.
Respond to Concerns Promptly and Honestly
As a landlord or property manager, your tenants will occasionally have appliances break. It’s inevitable. But your responses to broken appliances or necessary maintenance are the important part here. Respond promptly to your tenants’ requests, arrange repairs or maintenance quickly, and be honest with them about the timeframe of these services. If it’s going to take a few days to have the dishwasher fixed, give your tenant that timeline. Transparency is important to maintaining tenant trust and positivity in your landlord-tenant relationship.
Learn more: 5 Small Maintenance Tasks That Landlords Can’t Overlook
Show Your Tenants Your Appreciation
Whether it’s creating a community, hosting events, or the occasional holiday gift, showing your tenants your appreciation is an excellent way to maintain positive relationships and keep tenants living on your property longer. It doesn’t need to be anything big or flashy, but something to show your tenants that you care about them and want them to enjoy their time in your rental. Items such as welcome baskets, coupons and vouchers for local businesses, or small, commonly used appliances make excellent gifts.
Similarly, hosting events can help you to create a community among your tenants, which can also encourage them to stay at your property longer. If you own many rental properties in an area or own an apartment complex, this is an easy way to encourage tenants to meet one another.
If you live nearby, you can even host seasonal parties to encourage community connections. Friendsgiving parties, winter holiday parties, Fourth of July parties, and Halloween parties are all great options, and having celebrations for each season has the added benefit of regularity in the meetings between you and your tenants.
Work With Your Tenants
When addressing tenant concerns, collaborating with them to develop a plan helps create a good rapport. It will also help them to feel more comfortable and valued as individuals, rather than a number. Offering your tenants some agency over their living space may also prompt them to take more steps to care for it. This, in turn, will encourage them to prevent damage, contact you with concerns, and otherwise reduce the risks of repairs and modifications being necessary when they move out.
Approach Problems Diplomatically
Even the best tenants and landlords will sometimes have problems come up. Maybe rent was late one month, or maybe a lease item was violated. Whatever the issue, it is best to approach it diplomatically and kindly. You do not want your tenant to become defensive or frustrated, as it will make communication far more difficult than it needs to be. When problems come up, reach out to your tenant with the aforementioned friendly and professional tone to address the issue.
Learn more: 5 Types of Problem Tenants and How to Deal With Them
Final Thoughts
Tenant communication is the key to a positive, successful landlord experience. Fortunately, mastering it is easy with these tips. With these guidelines, you can prevent miscommunication, avoid disputes, and develop positive relationships with your tenants.