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

Royal Oak Property Manager and Tenants TalkingAs a Royal Oak rental property owner, communicating with your tenants is important for developing and preserving a great relationship and guaranteeing that your property is taken care of. But now, more than ever, we have several options for reaching out and communicating. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll check out various methods of communication and speak about which ones work best for both landlords and tenants.


The most prevalent measures of communication between Royal Oak property managers and tenants are phone calls, emails, and text messages. Email, specifically, is an appropriate way to communicate for the reason that it’s quick, easy, and free. You can swiftly send attachments with your email, which is beneficial if you should send your tenants a copy of their lease agreement or other important documents.

Email is equally an appropriate way to keep a record of your communication with your tenants, which is always 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 easy and quick way to communicate with your tenants. They specifically help if you have to get ahold of your tenants in a hurry or don’t have time for a phone call. Furthermore, younger tenants may prefer to text over email or phone calls. Texting can be excellent for sending quick reminders when it comes to things such as rent due dates and maintenance appointments.

Text messages are likewise beneficial given that they can be sent and received anytime, even if your tenant is on the go. Though, on the other hand, text messages are not the most ideal for other purposes and don’t offer the advantage of a paper trail like email. It’s additionally essential to get your tenant’s permission before ever texting them because not everyone will pick or choose this mode of communication.

Social Media

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

Except, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. And another thing, not all tenants use social media, so it’s great to have other methods of communication in place also.

Phone Calls

In numerous situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be excellent for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, chiefly when raising very sensitive issues or handling a disagreement. If you have sensitive matters to deal with, you may seriously think about using a method to document what is said, by whom, and when.

Snail Mail

Though it may seem old-fashioned, snail mail is still a very important method to communicate with your tenants. It’s primarily valuable 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 never send legal notices by email or text.)

It’s an equally good means to send handwritten notes or cards, making your tenants feel appreciated. Although, snail mail is not ideal for quick communication and can be expensive if you have to send a few documents or packages.

There are pros and cons to each of these known methods of communication, so it’s essential to pick the one that works best for each situation. If you’re doubtful about which method to use, try a combination of different means to see what works best for you.


Real Property Management Metro Detroit is a qualified expert in tenant communication. Let us take care of your rental property, so you never have to bother about saying the wrong thing or using the wrong method of communication again! Contact us online or call 248-808-6550.

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