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

Kalamazoo Property Manager and Tenants TalkingAs a Kalamazoo rental property owner, communicating with your tenants is important for developing and strengthening a great relationship as well as establishing that your property is taken care of. But now, more than ever, we have quite a lot of options for engaging in open and effective communication. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll determine various methods of communication and highlight which ones work best for both landlords and tenants.


The most common means of communication between Kalamazoo property managers and tenants are phone calls, emails, and text messages. Email is a beneficial way to communicate because it’s quick, easy, and free. You can immediately send attachments with your email, which is effective if you do need to send your tenants a copy of their lease agreement or other important documents.

Email is as well an easy and effective 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 really quick and easy way to communicate with your tenants. They’re applicable if you need to get a hold of your tenants in a hurry or don’t have time for a phone call. Specifically, younger tenants may prefer to text over email or phone calls. Texting can be best for sending quick reminders of things such as rent due dates and maintenance appointments.

Text messages are also rather hassle-free seeing that they can be sent and received anytime, even if your tenant is on the go. Then again, text messages are not that suitable for other purposes and don’t offer the advantage of a paper trail like email. It’s furthermore very important to get your tenant’s permission before texting them because not everyone will want this mode of communication.

Social Media

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

But take note carefully, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also, be mindful, that not all tenants will find a use for social media, so it’s vital to have other methods of communication in place too.

Phone Calls

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

Snail Mail

Conceding that it may seem old-fashioned, snail mail is still a basic yet effective way to communicate with your tenants. It’s above all appropriate 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, as well, a useful way to send handwritten notes or cards, making your tenants feel appreciated. But despite that, snail mail is not ideal for quick communication and can be quite expensive if you will need to send numerous documents or packages.

There certainly are pros and cons to each of these lines of action of communication, so it’s very important to get the one that works best for each situation. If you’re unclear about which method to use, try a combination of different styles to see what works best for you.


Real Property Management Investment Solutions is trained and an expert in tenant communication. Let us manage your rental property, so you never have to be uneasy when it comes to saying the wrong thing or using the wrong method of communication again! Contact us online or call 616-419-4578.

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