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

West Jordan Property Manager and Tenants TalkingAs a West Jordan rental property owner, communicating with your tenants is imperative for creating and keeping an excellent relationship and ensuring that your property is taken care of. But now, more than ever, we have a lot of options for keeping in touch. 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 talk about which ones work best for both landlords and tenants.


The most popular means of communication between West Jordan property managers and tenants are phone calls, emails, and text messages. Email, mainly, is the best solution to communicate because it’s quick, easy, and free. You can easily send attachments with your email, which is effective if you will need to send your tenants a copy of their lease agreement or other important documents.

Email is also definitely the best solution to keep a record of your communication with your tenants, which is easy and quick. 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 means to communicate with your tenants. They’re instrumental if you like to get ahold of your tenants in a hurry or don’t have time for a phone call. On top of that, younger tenants may prefer to text over email or phone calls. Texting can be fine for sending quick reminders for important things, in particular, rent due dates and maintenance appointments.

Text messages are, on top of everything else, advantageous because they can be sent and received anytime, even if your tenant is on the go. Nonetheless, text messages are not suitable for other purposes and don’t offer the advantage of a paper trail like email. It’s, in like manner, imperative to get your tenant’s permission before ever trying to text them considering not everyone will prefer this mode of communication.

Social Media

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

Having said that, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also, keep in mind, that not all tenants will use social media, so it’s beneficial to have other methods of communication in place as well.

Phone Calls

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

Snail Mail

Even though it may seem old-fashioned, snail mail is still a great way to communicate with your tenants. It’s, first of all, suitable 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, take note, never send legal notices by email or text.)

It’s secondly a great way to send handwritten notes or cards, thereby making your tenants feel honored. On the other hand, snail mail is not ideal for quick communication and can be expensive if you are thinking of sending several documents or packages.

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


Real Property Management Wasatch is capable of tenant communication. Let us operate your rental property, so you never have to deal with the fear of saying the wrong thing or using the wrong method of communication again! Contact us online or call 801-889-1517 or 435-244-3394.

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