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

Winter Garden Property Manager and Tenants TalkingAs a Winter Garden rental property owner, communicating with your tenants is important for creating and retaining a positive relationship and making sure that your property is taken care of. But now, more than ever, we have plenty 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 delve into multiple methods of communication and look at which ones work best for both landlords and tenants.


The most typical means of communication between Winter Garden property managers and tenants are phone calls, emails, and text messages. Email, particularly, is the ideal way to communicate because it’s quick, easy, and free. You can also send attachments with your email, which is a great help if you want to send your tenants a copy of their lease agreement or other important documents.

Email is further the best way to keep a record of your communication with your tenants, which is always essential. 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 simple and quick method to communicate with your tenants. They’re above all beneficial if you will have to get a hold of your tenants in a hurry or don’t have time for a phone call. In particular, younger tenants may prefer to text over email or phone calls. Texting can be useful for sending quick reminders in connection with things such as rent due dates and maintenance appointments.

Text messages are indeed very helpful in that they can be sent and received anytime, even if your tenant is on the go. But you have to take note, that text messages are not good for other purposes and don’t offer the advantage of a paper trail like email. It’s particularly critical to get your tenant’s permission before texting them on the account that not everyone will like this mode of communication.

Social Media

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

Although, you must be careful that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Additionally, not all tenants will use social media, so it’s imperative to have other methods of communication in place ahead of time too.

Phone Calls

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

Snail Mail

Even though it may seem old-fashioned, snail mail is still a vital mode to communicate with your tenants. It’s chiefly aiding you in 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 also the best means to send handwritten notes or cards, making your tenants feel truly appreciated. Except, snail mail is not ideal for quick communication and can be expensive if you have to spend a considerable number of documents or packages.

So as you can very well see, there are pros and cons to each of these techniques of communication, so it’s integral to choose the one that works best for each situation. If you’re still unsettled about which method to use, try a combination of different methods to see what works best for you.


Real Property Management South Orlando is an accomplished expert on tenant communication. Allow us to manage and run your rental property, so you never have to be pressured and anxious about saying the wrong thing or using the wrong method of communication ever again! Contact us online or call 407-982-2000.

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