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

Inverness Property Manager and Tenants TalkingAs an Inverness rental property owner, communicating with your tenants is primarily important in developing and maintaining a pleasant relationship and ensuring that your property is taken care of. But now, more than ever, we have a lot of options for communicating. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll discuss here certain methods of communication and take in which ones work best for both landlords and tenants.


The most commonly used approaches to communication between Inverness property managers and tenants are phone calls, emails, and text messages. Email, primarily, is a great way to communicate considering that it’s quick, easy, and free. You can easily send attachments with your email, which is useful if you want to send your tenants a copy of their lease agreement or other important documents.

Email is also an effective way to keep a record of your communication with your tenants, which is at all times important. 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 nice and easy way to communicate with your tenants. They’re helpful if you need to get a hold of your tenants in a hurry or don’t have time for a phone call. At the same time, younger tenants may prefer to text over email or phone calls. Texting can be favorable for sending quick reminders in terms of things like rent due dates and maintenance appointments.

Text messages are, in particular, favorable for the reason that they can be sent and received anytime, even if your tenant is on the go. Still, text messages are not apt for other purposes and don’t offer the advantage of a paper trail like email. It’s, on top of that, crucial to get your tenant’s permission when texting them because not everyone will opt for this mode of communication.

Social Media

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

But be mindful, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Secondly, not all tenants have social media, so it’s significant to have other methods of communication in place as well.

Phone Calls

In a lot of situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be favorable for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, especially when dealing with really sensitive issues or handling a disagreement. If you have sensitive matters to point out, you may seriously consider using a method to document what is said, by whom, and when.

Snail Mail

While it is true that it may seem old-fashioned, snail mail is still a great approach to communicate with your tenants. It’s easily useful for sending important documents that need to be signed, such as a lease agreement or legal notices related to rent payments and lease violations. (You should always be mindful, never send legal notices by email or text.)

It’s likewise a fitting way to send handwritten notes or cards, making your tenants feel cherished. Yet, snail mail is not ideal for quick communication and can be expensive if you have to send  a whole lot of documents or packages.

There are pros and cons to each of these methods of communication, so it’s crucial to opt for the one that works best for each situation. If you’re still on the fence about which method to use, try a combination of different practices to see what works best for you.


Real Property Management Diversified is fully knowledgeable and excellent with tenant communication. Let us manage your rental property, so you never have to be burdened and stressed about saying the wrong thing or using the wrong method of communication again! Contact us online or call 352-854-2221.

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