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

Logan Circle Property Manager and Tenants TalkingAs a Logan Circle rental property owner, communicating with your tenants is very important for securing a satisfactory relationship and making certain that your property is taken care of. But now, more than ever, we have numerous options for communicating and staying in contact. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll take up several methods of communication and find which ones work best for both landlords and tenants.


The most typical sources of communication between Logan Circle property managers and tenants are phone calls, emails, and text messages. Email, especially, is a wonderful way to communicate as it’s quick, easy, and free. You can at once send attachments with your email, which is useful if you want to send your tenants a copy of their lease agreement or other important documents.

Email is an effective way to keep a record of your communication with your tenants, which is 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 easy means to communicate with your tenants. They’re, in particular, of good use 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 appropriate for sending quick reminders with regards to things such as rent due dates and maintenance appointments.

Text messages are similarly worry-free to use since they can be sent and received anytime, even if your tenant is on the go. But despite that, text messages are not suitable for other purposes and don’t offer the advantage of a paper trail like email. It’s especially crucial to get your tenant’s permission before texting them for the reason that not everyone will like this mode of communication.

Social Media

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

But always remember, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also don’t forget, that not all tenants will have social media, so it’s essential to have other methods of communication in place likewise.

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 appropriate for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, most importantly when raising tough issues or handling a disagreement. If you have sensitive matters to speak about, you may take into consideration using a method to document what is said, by whom, and when.

Snail Mail

Although it may seem old-fashioned, snail mail is still an effective way to communicate with your tenants. It’s principally helpful 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 definitely should never send legal notices by email or text.)

It’s, in like manner, an effective way to send handwritten notes or cards, making your tenants feel very appreciated. But on the flip side, snail mail is not ideal for quick communication and can be expensive if you will be sending a whole lot more documents or packages.

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


Real Property Management DC Metro is, in fact, an expert in tenant communication. Allow us to manage your rental property, so you never have to be concerned about saying the wrong thing or using the wrong method of communication ever again! Contact us online or call 202-269-0303.

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