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

Suwanee Property Manager and Tenants TalkingAs a Suwanee rental property owner, communicating with your tenants is integral for preserving a positive relationship and seeing to it that your property is taken care of. But now, more than ever, we have considerable options for being in touch. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll speak about numerous methods of communication and bring up which ones work best for both landlords and tenants.


The most usual measures of communication between Suwanee property managers and tenants are phone calls, emails, and text messages. Email, principally, is a good means to communicate for the reason that it’s quick, easy, and free. You can, without delay, send attachments with your email, which is good if you want to send your tenants a copy of their lease agreement or other important documents.

Email is likewise a good means to keep a record of your communication with your tenants, which is certainly always necessary. 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 fast and easy manner to communicate with your tenants. They’re practical if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. Indeed, younger tenants may prefer to text over email or phone calls. Texting can be good for sending quick reminders regarding things like rent due dates and maintenance appointments.

Text messages are also good because they can be sent and received anytime, even if your tenant is on the go. Except, text messages are not effective for other purposes and don’t offer the advantage of a paper trail like email. It’s especially also important to get your tenant’s permission before ever texting them owing to the fact not everyone will appreciate this mode of communication.

Social Media

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

But take care, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also, be aware, that not all tenants will want to use social media, so it’s critical to have other methods of communication in place likewise.

Phone Calls

In most situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be truly helpful for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, exactly when raising big and sensitive issues or handling a disagreement. If you have sensitive matters to speak of, you may very well consider using a method to document what is said, by whom, and when.

Snail Mail

Even supposing it may seem old-fashioned, snail mail is still an essential way to communicate with your tenants. It’s, especially, applicable 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 make sure to never send legal notices by email or text.)

It’s likewise the best solution to send handwritten notes or cards, making your tenants feel good. Then again, snail mail is not ideal for quick communication and can be quite expensive if you need to send a whole bunch of documents or packages.

There are various pros and cons to each of these ways of communication, so it’s substantial to take the one that works best for each situation. If you’re unresolved about which method to use, try a combination of different ways to see what works best for you.


Real Property Management Executives Greater Atlanta is adept at tenant communication. Permit us to manage your rental property, so you never have to be afraid of saying the wrong thing or using the wrong method of communication again! Contact us online or call 678-765-8383.

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