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

Palm Harbor Property Manager and Tenants TalkingAs a Palm Harbor rental property owner, communicating with your tenants is critical for developing a wonderful relationship and guaranteeing that your property is taken care of. But now, more than ever, we have a good deal of options for communicating. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll discuss several methods of communication and bring to the front and center which ones work best for both landlords and tenants.


The typical modes of communication between Palm Harbor property managers and tenants are phone calls, emails, and text messages. Email, chiefly, is a great way to communicate for the reason that it’s quick, easy, and free. You can right away send attachments with your email, which is effective if you want to send your tenants a copy of their lease agreement or other important documents.

Email is, over and above that, a great way of keeping a record of your communication with your tenants, which is often crucial. 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 easy and quick way to communicate with your tenants. They’re especially good if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. Plus, younger tenants may prefer to text over email or phone calls. Texting can be efficient for sending quick reminders such as rent due dates and maintenance appointments.

Text messages are so convenient given that they can be sent and received anytime, even if your tenant is on the go. With that said, text messages are not effective for other purposes and don’t offer the advantage of a paper trail like email. It’s equally beneficial to get your tenant’s permission before texting them since not everyone will welcome 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 great way indeed to connect with your tenants, build rapport, and get to know them better.

But be aware, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Further, not all tenants have social media, so it’s necessary to have other methods of communication in place, too.

Phone Calls

In several situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be efficient for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, precisely when raising very sensitive issues or handling a disagreement. If you have sensitive matters to take up, you may look into using a method to document what is said, by whom, and when.

Snail Mail

Even as it may seem old-fashioned, snail mail is still an effective way to communicate with your tenants. It’s exactly beneficial 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 remember, never send legal notices by email or text.)

It’s, over and above that, an efficient way to send handwritten notes or cards, making your tenants feel favored and appreciated. Be that as it may, snail mail is not ideal for quick communication and can be expensive if you should send innumerable documents or packages.

There certainly are pros and cons to each of these practices of communication, so it’s beneficial to take up one that works best for each situation. If you’re still unconvinced about which method to use, try a combination of different techniques to see what works best for you.


Real Property Management TradeWinds is proficient in tenant communication. Let us operate your rental property, so you never have to ever worry about saying the wrong thing or using the wrong method of communication again! Contact us online or call 727-400-4722.

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