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.