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Tenant Communication Tips

Tenant Communication



You have heard that you can never “over-communicate” with someone.  In the case of rental tenants, it’s perhaps even more true. So, whether by “snail mail”, email, phone, or carrier pigeon, staying in contact with your tenants makes everything else with managing your rental property go smoother. Here are 7 communication tips from the leader in San Antonio Property Management.


  • Take the emotion out of it–

Whether you have great residents or more challenging or not so great ones, you need to see the owner-tenant relationship as a business relationship. Treat the residents professionally, and don’t get attached or too personal. Communication should be honest and clear. Make sure to make it clear how you wish to be contacted and respect their wishes as well. If you email them, did they get it, maybe they prefer to be texted or called. Respecting each other in regards to communication guidelines keeps the relationship professional, yet also one that can work for both parties.


  • Do more. Lots more–

Your tenants deserve to hear from you often. Email, call, mail—it doesn’t matter, just make sure you’re staying in communication. With regular inspections and maintenance needs, your tenants need to always know what is going on around their home.


  • Work Locally–

If you live outside of the San Antonio area, consider hiring a property management team. If you do decide to hire a property management team, make sure they have specific San Antonio property management experience. Each market location is different. Find someone who is experienced with property management in San Antonio. Your tenants will be grateful for a local contact and you can be assured your property is in good hands with someone familiar with the area.


  • Be clear about expectations–

Nothing sours a relationship faster than unmet expectations. Be clear with your expectations. You and your tenants will have a much better experience. Clear communication of expectations should start at the very beginning but for sure by the time of the lease signing.


  • Don’t hover–

Allow your tenants to figure out how they want to live in the house, and how they want to explore the area. They do not want or need your advice on how to set up their household or how to acclimate themselves into the neighborhood. Let them decide if they want that information. Don’t offer up suggestions, but just keep yourself available should they have questions.


  • Hard Copies–

The idea of “nail and mail” has been around for a long time for good reason—it works; especially with legal issues or financial matters. It’s best to give your tenants hard copies of official paperwork and documents. (And in the case of any court or legal proceedings, is necessary!) Word of mouth and cyberspace aren’t always the best documentation options for official communications. Conversations on the phone should always be followed up with something in writing to confirm any decisions made so you make sure you are all on the same page with what was said.


  • Certify your mail–

Many property management companies in San Antonio certify every piece of mail that goes out to the client. That way, they can ensure the communication was received or refused. Either way, a record is kept, and you can prove what has or hasn’t been done.


Tenant communication when managing your own property can be an overwhelming experience. The good news is that it doesn’t have to be that way. If you find a good San Antonio property management partner, many of these issues can be easily taken care of for you. If you are interested in more information about property management services, please call Real Property Management Alamo at 210-787-3876 or email [email protected].


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