Best Methods of Communication Between Tenants and Property Management Companies

Effective communication between tenants and property management companies is necessary for optimizing rental income. There are many strategies for building a tenant communication plan. By fostering a healthy communication channel, tenants and property managers can promptly address and resolve concerns. This can lead to improved tenant satisfaction, which, in turn, improves investors' profitability.

Below is a list of some of the best communication methods between tenants and property management companies. 

Email

Email communication between tenants and property managers is quick and simple. Emails also provide both parties with a written record of communication, which makes Them incredibly important for documenting maintenance requests, tenant notices, complaints, and other updates. Emails also maintain a great record of important discussions and agreements, which can minimize misunderstandings and help resolve disputes.

Emails aren’t perfect, however, as not every tenant will diligently check their inbox. This can delay urgent matters. Emails can also lack tone and non-verbal cues, leading tenants or property managers to misinterpret each other. 

Over the Phone

Communicating over the phone is nothing new. It's a direct and immediate communication tool useful for urgent matters or important updates. Calls also provide both parties with real-time clarification of details and are much better for conveying tone effectively. This also helps provide tenants with the feeling of a quick resolution, which can improve tenant satisfaction.

Phones aren't only used for calls anymore; many young prospecting tenants often use text messaging as their primary form of communication. Text messaging offers a great alternative way to communicate with brief messages, and much like emails, it provides written documentation of the communication.

While both methods promote healthy communication between tenants and property managers, remember that being available after typical working hours can significantly benefit the relationship between the two parties.

Online Portal

Online portals are communications platforms that allow tenants and property managers to communicate through a dedicated online channel. An online portal facilitates more than just communication between tenants and property managers. They provide a secure and centralized platform that can not only offer seamless communication but can be used to pay rent, submit maintenance requests, and quickly submit proof of necessary documentation. Like emails and text, online portals also provide written documentation if needed.

Be Proactive in Communication

Healthy communication between property managers and tenants can help foster a healthy relationship with your tenants. However, you should keep your tenant’s preferences in mind. Ask your tenants about their communication preferences and check in with them often. Follow up with previous concerns and ensure your tenant feels comfortable speaking with you. 

Especially with maintenance requests, it's important to resolve the issue quickly. This provides a satisfactory resolution to the tenant’s concern, which in turn may make your tenant feel appreciated and heard. Additionally, you want your tenants to feel comfortable requesting maintenance issues, as they can become larger and more expensive problems if left unchecked.

The importance of healthy communication with your tenant cannot be understated. Many tenants move out when they feel their needs still need to be met or maintenance requests are ignored. In order to keep vacancy rates low, it's good practice to establish a great communication line with them. If you’re unsure what method best suits your requirements or need help managing your beach city rental property, we invite you to call us today at (562) 888-0247 or fill out our Owner Application online.