Skip to Content

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

Roosevelt Property Manager and Tenants TalkingAs a Roosevelt rental property owner, communicating with your tenants is relevant for creating a favorable relationship and seeing to it that your property is taken care of. But now, more than ever, we have several 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 tackle a few methods of communication and see which ones work best for both landlords and tenants.


The most widespread systems of communication between Roosevelt property managers and tenants are phone calls, emails, and text messages. Email, primarily, is the best approach to communicating owing to the fact it’s quick, easy, and free. You can promptly send attachments with your email, which is good if you have to send your tenants a copy of their lease agreement or other important documents.

Email is likewise the best approach to keep a record of your communication with your tenants, which is certainly 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 fast and simple means to communicate with your tenants. They’re effective if you need to get a hold of your tenants in a hurry or don’t have time for a phone call. Over and above that, younger tenants may prefer to text over email or phone calls. Texting can be satisfactory for sending quick reminders concerning things such as rent due dates and maintenance appointments.

Text messages are furthermore helpful since they can be sent and received anytime, even if your tenant is on the go. Having said that, text messages are not fitting for other purposes and don’t offer the advantage of a paper trail like email. It’s further important to get your tenant’s permission before texting them since not everyone will prefer this mode of communication.

Social Media

Another system of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is a great approach to connecting with your tenants, building rapport, and getting to know them better.

Be that as it may, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also bear in mind, that not all tenants use social media, so it’s important to have other methods of communication in place likewise.

Phone Calls

In most situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be satisfactory 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 raising difficult issues or handling a disagreement. If you have sensitive matters to talk about, you may consider using a method to document what is said, by whom, and when.

Snail Mail

Whereas it may seem old-fashioned, snail mail is still a great way to communicate with your tenants. It’s effective 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 always remember to never send legal notices by email or text.)

It’s also a great way to send handwritten notes or cards, making your tenants feel treasured. Nevertheless, snail mail is not ideal for quick communication and can be expensive if you have to send several documents or packages.

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


Real Property Management Uintah is an expert and very competent in tenant communication. Let us supervise your rental property, so you never have to be concerned about saying the wrong thing or using the wrong method of communication again! Contact us online or call 435-214-4686.

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.

The Neighborly Done Right Promise

The Neighborly Done Right Promise ® delivered by Real Property Management, a proud Neighborly company

When it comes to finding the right property manager for your investment property, you want to know that they stand behind their work and get the job done right – the first time. At Real Property Management we have the expertise, technology, and systems to manage your property the right way. We work hard to optimize your return on investment while preserving your asset and giving you peace of mind. Our highly trained and skilled team works hard so you can be sure your property's management will be Done Right.

Canada excluded. Services performed by independently owned and operated franchises.

See Full Details