How To Build A Tenant Communication Plan

Being able to have productive communications is important for the longevity of a tenant's stay. This is why it's best practice to have a plan for these situations.

A tenant communication plan is a useful tool landlords and property managers use to communicate effectively with their tenants. Typically, it will outline any communications' methods, frequency, and content to ensure transparency and address concerns a tenant might have. Having an efficient communication plan can help in maintaining a positive tenant-landlord relationship.

Below, we’ll provide a simple guide to help you build an effective tenant communication plan.

Specify Available Channels of Communication

There are myriad ways to communicate, such as calling, texting, emailing, and sending direct messages. It's best practice to have a dedicated direct line of communication for your tenants. To communicate best with them, ensure they know where they can share with you and your available times. Make this clear in the lease agreement. This is a sizable responsibility as, in cases of emergency, you may be required to answer your phone in the middle of the night. For this reason, landlords will often pass down this responsibility to a property management company as they usually have more resources available. Tenants can communicate with a property management company via emails, text messages, or a dedicated online portal.

Communication Goes Both Ways

It's not uncommon for landlords to do the bare minimum when communicating with tenants. This can be detrimental to your tenant-landlord relationship as a tenant may feel you don't care about their living conditions or your property if it falls into disrepair. After all, it’s your property, and tenants should report any issues in your best interest. 

Outline how often tenants can expect to receive updates or communications. This means whether it's for routine matters such as scheduled maintenance general announcements. This can include changes in rent, due dates, other financial issues to guarantee transparency, and any need for entry into their living space, as a tenant needs to be notified with ample time before entry. For maintenance communications, you can provide information regarding repairs that may need to shut off gas, water, or power ahead of time so as not to catch your tenant off guard. 

Opening up a channel where you can communicate news regarding their rental helps establish confidence in the communication plan. This is also a great opportunity to remind your tenants of emergency procedures routinely. They clearly define the communication protocol during emergencies, including how tenants will be informed and what actions they should take.

This is a great opportunity to receive feedback from tenants and learn whether they're satisfied with their living conditions or if there are any complaints about the rental, their neighbors, or other items.

Resolution Protocol

Establishing a clear process for your tenants to report issues is important. As well as how and when said issues may be resolved. Acknowledging submissions promptly gives tenants the confidence that you’re not just there to collect rent. Categorizing the issue based on urgency facilitates effective prioritization. Maintain communications with your tenants and be transparent on the expected timeline for resolving their problems, even if it may take longer. Being transparent in communications helps keep tenants at ease, knowing you're working on their issues.

If you are trying to establish better communications with your tenant or are looking for a property management company with more resources to communicate with your tenants, we invite you to call us today at (562) 888-0247 or fill out our Owner Application online.