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Own a Rental Property? These are the Best Ways for a Tenant to Contact You

Wentzville Tenant in His Rental Home Talking on the PhoneYour tenants must have easy ways to get in touch with you if you are renting out a single-family home. This is not only ideal for monitoring your valuable property, but it can also help you maintain a positive relationship with your tenant. Also, there are reasons not to give your tenants your personal phone number and email address, including the possibility that they will abuse the privilege. What are the best channels of communication for tenants with you? Let’s take a look at some of the methods recommended by experts for tenants to contact their landlords or Wentzville property owners.

Phone and Email

You should have at least a dedicated phone line and email address for your rental property business. This is true regardless of whether you own one or a dozen rental properties. The most professional means of contact for tenants are a phone number and email address. A specialized phone and email can guarantee that all communications are directed through the correct channels, are documented, and that nothing falls through the cracks.

Emergency Maintenance Line

Establishing an after-hours emergency maintenance phone line for your tenants is a crucial communication tool. This line should be answered by a live person, not an answering machine, and it should be made clear to the tenant that this is an emergency-only line. This will aid in ensuring that tenants use this line only for emergencies and are aware that there may be additional fees for using this service.

Tenant Portal

Setting up a tenant portal is another great way to stay in touch with your tenants and ensure that all communications are routed through the proper channels. A tenant portal is an online system that enables tenants to submit non-emergency maintenance requests, pay rent, and communicate with you in a centralized location. A tenant portal is created particularly for property owners and landlords, and the majority of them allow you and your tenants to share messages and information. You can maintain organization and guarantee that all communications are accurately recorded by using a tenant portal.

Social Media

If you are confident using social media to advertise your rental properties, you may want to consider using it to communicate with your tenants as well. This is a great way to provide tenants with maintenance updates, property changes, and any other pertinent information. They can also ask questions and give you the opportunity to address any concerns. If you decide to use social media for tenant communication, make sure to use a private messaging system or a private page so that your conversations do not become public.

Set Clear Boundaries

Multiple forms of communication might be necessary to communicate with tenants effectively. No matter which course of action you take, it’s critical to establish precise guidelines regarding how and when your tenant may get in touch with you. Additionally, it would be beneficial if there were specific, predetermined repercussions for tenants who attempt to circumvent your rules. One of the greatest things you can do is to model and promote respectful communication while enforcing your boundaries consistently. By making your expectations clear, you can ensure that all communications with your tenant are acceptable and sent through the proper channels.

The bottom line is that it’s crucial to be professional, consistent, and clear when communicating with tenants, regardless of which method (or combination of methods) you select. Finding a great property management company like Real Property Management Three Bridges to handle tenant communications is another great option. Contact us online to learn more about our tenant portal and other professional property management tools.

We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.