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The Best Methods for Communicating with Tenants: What to Use and When

Mission Valley Property Manager and Tenants TalkingAs a Mission Valley rental property owner, communicating with your tenants is necessary for establishing and having a great relationship and guaranteeing that your property is taken care of. But now, more than ever, we have a large number of options for keeping in touch. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll take on lots of methods of communication and touch on which ones work best for both landlords and tenants.


The most common processes of communication between Mission Valley property managers and tenants are phone calls, emails, and text messages. Email, most importantly, is the best way to communicate for the reason that it’s quick, easy, and free. You can very quickly send attachments with your email, which is practical if you have to send your tenants a copy of their lease agreement or other important documents.

Email is indeed the best means to keep a record of your communication with your tenants, which is often integral. By saving your emails to and from each tenant, you can record your interactions with them in case a dispute arises.

Text Message

Text messages are another easy and fast way to communicate with your tenants. They’re good if you must get ahold of your tenants in a hurry or don’t have time for a phone call. Likewise, younger tenants may prefer to text over email or phone calls. Texting can be wonderful for sending quick reminders as to things such as rent due dates and maintenance appointments.

Text messages are, on top of that, very useful considering that they can be sent and received anytime, even if your tenant is on the go. Although, text messages are not befitting for other purposes and don’t offer the advantage of a paper trail like email. It’s likewise necessary to get your tenant’s permission just before texting them owing to the fact that not everyone will prefer this mode of communication.

Social Media

Another technique of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is the best means to connect with your tenants, build rapport, and get to know them better.

Then again, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also remember, not all tenants will use social media, so it’s very important to have other methods of communication in place too.

Phone Calls

In several situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be wonderful for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, specifically, when raising touchy issues or handling a disagreement. If you have sensitive matters to tackle, you may take into account using a method to document what is said, by whom, and when.

Snail Mail

Even while it may seem old-fashioned, snail mail is still a very important technique to communicate with your tenants. It’s appropriate for sending important documents that need to be signed, such as a lease agreement or legal notices related to renting payments and lease violations. (You should, take note, never send legal notices by email or text.)

It’s indeed a great way to send handwritten notes or cards, making your tenants feel cared for and appreciated. Nonetheless, snail mail is not ideal for quick communication and can be expensive if you are to send several documents or packages.

There are pros and cons to each of these courses of action with regards to communication, so it’s necessary to choose the one that works best for each situation. If you’re hesitant about which method to use, try a combination of different measures to see what works best for you.


Real Property Management Realevate Specialists are proficient and excellent in tenant communication. Authorize us to deal with your rental property, so you never have to be distressed as to saying the wrong thing or using the wrong method of communication again! Contact us online or call 858-997-2100 or 951-461-0100.


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