The image source is Envato.
As a property owner, managing your rental units efficiently relies on your ability to communicate with your tenants. While this seems simple enough, even a slight miscommunication can create a tense situation. You can avoid disputes and get along better with your tenants by following a few simple practices.
Discuss Problems Calmly and Intelligently
Even when you conduct a thorough screening of each applicant, you can still end up with the problematic tenant occasionally. While a destructive tenant or someone who is consistently late with rent payments creates a frustrating situation, it’s important to avoid responding with hostility and anger. That type of confrontation will only make a difficult situation worse, and your tenant will probably respond with the same type of emotionally charged attack. It’s better to discuss the issue calmly, and ask the tenant to take steps to resolve the problem. You should advise them that continuing with the unwanted behavior will likely result in an eviction notice.
Rely on Hard Copies
There will come times when you’ll need to communicate information to your tenants in a way that your message will be clearly understood. You’ll also want to have proof that the message was received. The best way of doing this is to print out hard copies of the message. One copy should be taped to the tenant’s door, while a separate copy should be mailed to the tenant. This ensures it will be received by your tenant. This is the best way to address issues concerning late rent payments, notifications of safety inspections, or requests for services. For example, if your pest control service won’t be servicing the property as scheduled, this method is the best way to ensure everyone on the property is informed about the change.
Use Deadlines to Ensure Prompt Responses
In terms of collecting rent, ensure the tenant is aware of the deadline for submitting payment. If you choose to offer a grace period, be sure they understand that period is also strictly enforced. If the grace period is three days, don’t let your tenant give you the rent payment on the fourth day without charging a penalty. Additionally, set deadlines for yourself in responding to issues. For example, setting a deadline for responding to repair requests will help you offer prompt service to your tenants. This will keep them happier, and they’ll be more likely to stay for a longer period of time. When you set a deadline for every task or situation, both you and your tenants will have a clearer understanding of your expectations.
Use New Tech
There are many ways your computer and mobile devices can help you communicate with your tenants. You can send emails, ask your tenants to download a specific instant messaging app, or use a property management text messaging service. These are great ways to touch base with a tenant about scheduling repairs, sending rent payment reminders, or inquiring about the tenant’s satisfaction with the property. For more important issues, these options may not be preferable, but they can be useful when you want to send a brief message quickly. It’s also a helpful way for a tenant to contact you in an emergency, so the convenience and urgency works both ways.
Be Patient
It’s important to remember that your tenants may not work the same schedule as you. They may have other priorities that prevent them from responding to your inquiries immediately, so give them time to respond. If they haven’t responded by the following morning, give them a call or send a reminder text. If you’re flexible with communication in this way, you’ll be able to maintain better relations with your tenants. Otherwise, your tenants may feel uncomfortable or anxious about communicating with you, and that may lead them to look for a new home when their lease expires. You should also respond to their inquiries as soon as you’re able. Similarly, you don’t have to reply immediately to every message, but show your tenants the same courtesy you expect from them.
Conclusion
Even when relations with your tenants are strained, these methods can help you communicate better. Introverted tenants, community lockdowns, and other situations may prohibit closer interactions. Having a variety of methods for communication available will help you keep those lines open to ensure everyone is informed about important issues.
