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

Hawthorne Property Manager and Tenants TalkingAs a Hawthorne rental property owner, communicating with your tenants is key to creating and keeping a great relationship and making certain that your property is taken care of. But now, more than ever, we have many options for staying in close communication. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll speak about the numerous methods of communication and determine which ones work best for both landlords and tenants.


The most standard ways of communication between Hawthorne property managers and tenants are phone calls, emails, and text messages. Email, namely, is the most ideal way to communicate because it’s quick, easy, and free. You can straight away send attachments with your email, which is helpful if you are looking to send your tenants a copy of their lease agreement or other important documents.

Email is moreover the easiest and best way to keep a record of your communication with your tenants, which is vital. 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 simple and fast way to communicate with your tenants. They’re particularly advantageous if you have got to get a hold of your tenants in a hurry or don’t have time for a phone call. Similarly, younger tenants may prefer to text over email or phone calls. Texting is also proven effective at sending quick reminders related to things for example rent due dates and maintenance appointments.

Text messages are equally hassle-free given that they can be sent and received anytime, even if your tenant is on the go. Still, text messages are not great for other purposes and certainly don’t offer the advantage of a paper trail like email. It’s, in particular, also crucial to get your tenant’s permission before texting them because it’s a fact that not everyone will favor this mode of communication.

Social Media

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

Though be mindful, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. In addition, not all tenants are comfortable with social media, so it’s necessary to have other methods of communication in place also.

Phone Calls

In lots 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 applicable for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, mainly when raising serious issues or handling a disagreement. If you have sensitive matters to talk about, you may think about using a method to document what is said, by whom, and when.

Snail Mail

Despite that it may seem old-fashioned, snail mail is still an effective way to communicate with your tenants. It’s particularly helpful 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 certainly should never send legal notices by email or text.)

It’s moreover an appropriate way to send handwritten notes or cards, making your tenants feel appreciated. However, snail mail is not ideal for quick communication and can be expensive if you have to send plenty of documents or packages.

As you can see, there are pros and cons to each of these ways of communication, so it’s certainly very crucial to choose the one that works best for each situation. If you’re still undecided about which method to use, try a combination of different ways to see what works best for you.


Real Property Management California Coast is an expert and experienced in tenant communication. Authorize us to properly deal with your rental property, so you never have to be dismayed and anxious about saying the wrong thing or using the wrong method of communication again! Contact us online or call 310-535-2150.

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