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Own a Rental Property? These are the Best Ways for a Tenant to Contact You

Los Banos Tenant in His Rental Home Talking on the PhoneWhen renting out a single-family home, you must provide your tenants with convenient contact information. This is not only the best way to watch over your precious property, but it can also improve your tenant-landlord relationship. Giving your tenants your personal contact information is not always a good idea, not the least of which is the chance that they will abuse the privilege. Therefore, what are the best methods for tenants to contact you? Let’s look at some of the experts’ recommendations for the best ways for tenants to contact their landlords or Los Banos property owners.

Phone and Email

Your rental property business should at the very least have a dedicated phone line and email. No matter how many rental properties you own, this is true. The most professional ways for tenants to contact you are by phone and email. A dedicated phone and email can help make sure that all communications are routed through the right channels, are documented, and that nothing falls through the cracks.

Emergency Maintenance Line

A maintenance hotline that tenants can call outside of normal business hours is another essential communication tool. This line ought to be answered by a live person, not a recording, and it must be clear to the tenant that it is only for emergencies. This will ensure that tenants only use this line for emergencies and are aware that there may be additional fees associated with its use.

Tenant Portal

Creating a tenant portal is another excellent way to stay in touch with your tenants and ensure that all communications are forwarded through the right channels. A tenant portal is an online platform that enables tenants to pay rent, request non-emergency maintenance, and get in touch with you all from one location. Most tenant portals let you and your tenants communicate with one another and are made specifically for landlords and property owners. Utilizing a tenant portal enables you to remain organized and makes sure that all communications are properly documented.

Social Media

Consider using social media as a channel of communication with your tenants if you are comfortable using it to advertise your rental properties. This is a wonderful way to update tenants on maintenance, any alterations to the property, or any other significant information. Furthermore, they can leave inquiries and give you the chance to address them. Use a private messaging system or private page to ensure that your conversations are kept private if you choose to use social media for tenant communication.

Set Clear Boundaries

Effective communication with tenants may require the use of multiple channels. Moreover, regardless of which option you choose, it is essential to establish clear ground rules regarding when and why your tenant may contact you. A clear set of predetermined consequences for tenants who try to circumvent your rules would also be helpful. Setting a standard for respectful communication, encouraging it, and consistently upholding your boundaries are among the best things you can do. It will be easier to ensure that communications with your tenant are appropriate and sent via the correct channels if you are clear about your expectations.

No matter which method or combination of methods you choose for tenant communication, it is essential to be professional, consistent, and clear. Appointing a reputable property management firm, such as Real Property Management Valley Wide, to handle tenant communications on your behalf is another good solution. Contact us online to learn more about our tenant portal and other professional property management tools.

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