With so many communication tools and platforms today, it is easy to contact a person and exchange information. The array of choices can be overwhelming for landlords though. Which would be the best communication method to choose when reaching out to a tenant? When is it appropriate to send an email, text, or call?

There is no single best communication method since all of them have their benefits and drawbacks. Depending on the situation, you can use an email to share information or call directly for more convenience. This article will show you the best method to use per situation when interacting with tenants and the reason behind it.


When Do You Need To Call Renters?

Speaking with people live directly will always be vital, especially when you need to answer time-critical questions, such as scheduling property showings, essential information about the rental space, and arranging for crucial repairs.

Reasons landlords must call a renter:



When urgent situations occur, you will need to talk to the renter right away. You can relay instructions over the phone easily and in real-time compared to sending a text or email where misunderstandings can happen.


Courtesy reminders 

Even if it is common to send notices when renters are delayed in paying the rent or to provide a written warning over a policy violation, it can be helpful to dial your tenant’s number and start a friendly conversation to address the issue. A prompt call can iron out potential conflicts and delight renters who may have overlooked the due date or property policy.


Acquiring more information 

In terms of landlord convenience, nothing beats sending a quick text or email than calling a tenant on the phone. However, both methods can also be less personalized. Checking in by calling a renter saves a lot of time since both parties can delve into an issue and ask for clarification immediately in case of confusion or more information.

A person on a phone call.


What Are The Best Practices for Calling Tenants?

In the past, there were no other communication ways available if you wanted to communicate directly with someone. That means you can struggle with facing missed calls and voicemails. The primary thing to remember when calling tenants over the phone is to brush up on phone etiquette. This will be incredibly crucial if you’re a long-distance landlord.


Act Professional 

Never assume that the renter can pick up your voice and know right away who’s calling. State your name and the reason you’re calling right away.


Leave Detailed Voicemails 

Don’t just say you need a call back from the renter. It is polite to provide context so renters have an idea why you called. If not, the renter will have no idea how to prioritize calling you back. Learn how to leave a professional voicemail to avoid any confusion.


Inject A Personal Touch

Since not all people are comfortable with a video call, many will opt for an audio call instead. Because of this, you need to ensure that you are using a friendly tone.


Make Sure That Your Calls Are Within Business Hours

If it is not an emergency, you should not be calling your tenants past business hours or before typical working hours. Ensure that your calls are relevant to their tenancy to honor their right to privacy.

A person on a phone call.


Why Is It Vital to Email Tenants? 

Another often-used communication method for faster sharing of information is by email. You can use emails for:

  • Sharing images, which can be easily sent through email for more visual information
  • Sending reminders, such as tenant notices for due rental payments, receipts, and other important notes. For efficiency, automating the email messages can save a lot of time.
  • Sending quick information, such as property policy changes or rental rate hikes to cover more information and send it in bulk to more renters.
  • Storing information, since tracing information is easier with a date and time stamp included in email messages. 


What Are The Best Practices For Emailing Tenants?

Before forwarding an email, landlords must make thorough email drafts and review them for accuracy and propriety. 

  • Ensure your message is clear, complete, and straight-to-the-point
  • Include your contact information in the email
  • Check if you added an attachment if you mentioned it as a reference 
  • Send solely emails during business hours so renters are not pressured to respond ASAP


What Are The Vital Reasons for Texting Tenants? 

  • They’re bound to receive the message right away compared to other communication methods.
  • Text messages are often received making them a reliable form of communication.
  • Replying to a text message is quicker and more convenient than emails.
  • Most people prefer sending and receiving information through text, so being tech-savvy is an edge over other competitors.


A person texting.


What Are The Best Tips When Texting Tenants?

  • Make it a point to ask renters if they prefer receiving a text message or other communication methods. It is best to include it in the lease agreement to prevent conflicts.
  • Inform renters of the frequency of text messages and the purpose behind them, such as sending tenancy-related information.
  • Provide a guideline over what messages can be sent through text to ensure that the tenant portal will be used, especially for sending property maintenance requests. 


Bottom Line

So now, you may want to know which of the three methods is best as a communication tool. Every situation will be different so landlords must adopt the method that is the most effective and must also respect the tenant’s preference. Some will be open to calls, while others prefer a more indirect method.

If you’re seeking a trusted property manager to handle tenant issues, contact Keyrenter Denver today!