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Own a Rental Property? These are the Best Ways for a Tenant to Contact You

Hudson Tenant in His Rental Home Talking on the PhoneYour tenants must be able to reach you easily when renting a single-family rental home. This is not only the best way to keep an eye on your priceless property, but it can also improve your relationship with your tenant. The temptation for the tenant to abuse the privilege is just one of the reasons not to give your tenants your phone number and email. So, how can tenants get in touch with you? Let’s take a look at some of the most effective methods professionals advise tenants to use to contact their landlords or Hudson property owners.

Phone and Email

You ought to have a specific phone number and email address for your rental property business. This is true regardless of the number of rental properties you own. A phone number and email address are the most professional methods of contact for tenants. Having a dedicated phone and email can help to ensure that everything is communicated through the appropriate channels, that everything is recorded, and that nothing is missed.

Emergency Maintenance Line

Setting up a maintenance hotline that your tenants can call after regular business hours is another crucial communication tool. The tenant should be made aware that this is an emergency line only, and the line should be answered live rather than by a recording. This will make sure that tenants are aware that there might be additional fees associated with using this service and that they only use it in an emergency.

Tenant Portal

Setting up a tenant portal is another excellent way to stay in touch with your tenants and guarantee that all communications are forwarded through the proper channels. Tenants can submit routine maintenance requests, pay rent, and get in touch with you all in one place using a tenant portal, an online system. A tenant portal is specifically made for landlords and property owners, and the bulk of them let you and your tenants communicate and exchange information. Using this tenant portal allows you to remain orderly and guarantees that all communications are fully documented.

Social Media

If you feel at ease using social media to advertise your rental properties, you might also want to think about using it to get in touch with your tenants. This is a great way to inform tenants of any important information, including updates on maintenance and property changes. Inquiries from them also give you the chance to address worries. Use a private messaging system or private page if you choose to use social media for tenant communication to keep your conversations private.

Set Clear Boundaries

There may be more than one form of communication necessary to communicate with tenants effectively. Nevertheless, whichever option you go with, it’s important to establish clear rules for how and when your tenant can get in touch with you. When tenants attempt to circumvent your rules, it would be helpful to have clear, predetermined consequences in place. Establishing clear boundaries and modeling respectful communication are two of the best things you can do. You can ensure that communications with your tenant are appropriate and sent through the proper channels by being clear about your expectations.

The bottom line is that it’s crucial to be professional, consistent, and clear when communicating with tenants, regardless of the method or combination of methods you select. Hiring an experienced property management company, such as Real Property Management Connection, to handle tenant communications on your behalf is another excellent option. Contact us online to learn more about our tenant portal and other professional property management tools.

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