Phone and Email
You should, at the very least, have a phone number and email specifically for your rental property business. Whether you own one rental property or a dozen, this is true. The best way for tenants to get in touch with you is via phone and email. All communications can be routed through the appropriate channels, documented, and prevented from slipping through the cracks by having a dedicated phone and email.
Emergency Maintenance Line
An emergency maintenance line that tenants can call outside of normal business hours is another important communication tool to implement. It must be made clear to the tenant that this line is only for emergencies and that a live person, not a machine, will answer it. This will make sure that tenants only call this number in an emergency and are aware that there might be extra fees associated with using this service.
Tenant Portal
Establishing a tenant portal is another great way to stay in contact with your tenants and ensure that all communications are routed through the correct channels. A tenant portal is an online platform that enables tenants to contact you, pay rent, and request non-emergency maintenance all in one place. A tenant portal is designed specifically for property owners and landlords, and the majority of them allow you and your tenants to exchange messages and information. You can keep things in order and make sure that all communications are properly documented by using a tenant portal.
Social Media
You might want to think about using social media to interact with your tenants if you feel comfortable using it to advertise your rental properties. This is an excellent method for providing tenants with maintenance updates, changes to the property, and any other pertinent information. Additionally, they can ask questions and provide you with an opportunity to address any concerns. A private messaging system or private page should be used if you choose to use social media for tenant communication to prevent your conversations from becoming public.
Set Clear Boundaries
Beneficial tenant communication may necessitate the use of multiple communication channels. However, regardless of which option you choose, it is essential to establish clear ground rules regarding when and why your tenant should contact you. It would be beneficial if there were also obvious, predetermined repercussions for tenants who try to circumvent your rules. Setting an example, encouraging respectful communication, and consistently enforcing boundaries are some of the best things you can do. By letting your intentions known, you can help make sure that all communications with your tenant are suitable and sent through the proper channels.
Bottom line: Be professional, consistent, and clear when communicating with tenants, regardless of the method (or methods) you select. Hiring a seasoned property management firm like Real Property Management Tri-Cities to handle tenant communications on your behalf is another great choice. Contact us online to learn more about our tenant portal and other professional property management tools.