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

Huntersville Tenant in His Rental Home Talking on the PhoneYour tenants must have easy ways to get in touch with you when renting a single-family rental home. Not only is this fit for keeping an eye on your valuable property, but it can also assist you in maintaining a positive relationship with your tenant. Nonetheless, there are reasons not to provide your tenants with your phone number and email address, mostly because of the risk that they will abuse the privilege. What is the best way for tenants to get in touch with you, then? Let’s examine some of the most recommended methods for tenants to contact their landlords or Huntersville property owners.

Phone and Email

Minimum requirements for a rental property business are a dedicated phone line and email address. Whether you own one rental property or dozens, this is true. The most professional way for tenants to contact you is via telephone and email. It is possible to make sure that everything is communicated through the appropriate channels, that all communications are recorded, and that nothing is missed by having a dedicated phone and email.

Emergency Maintenance Line

An after-hours emergency maintenance line that your tenants can call is a crucial communication tool to set up. The tenant should be made aware that this line is only for emergencies and that it should be answered live, not by a recording. This will ensure that tenants understand there might be additional fees for using this service and that they only use this line in an emergency.

Tenant Portal

The use of a tenant portal is another excellent way to stay in contact with your tenants and guarantee that all communications are forwarded through the correct channels. A tenant portal is an online system that enables tenants to submit non-urgent maintenance requests, pay rent, and communicate with you in a single location. A tenant portal is made specifically for landlords and property owners, and the majority of them enable communication between you and your tenants. Utilizing a tenant portal will help you maintain organization and make sure that all communications are properly recorded.

Social Media

If you are comfortable using social media to advertise your rental properties, you might also consider using it to interact with your tenants. This is a fantastic way to inform tenants of any important information, such as updates on maintenance or changes to the property. Additionally, they can enquire and give you the chance to address any worries. If you decide to use social media to communicate with tenants, be sure to use a private messaging system or a private page to keep your conversations private.

Set Clear Boundaries

It might be necessary to use more than one form of communication to communicate with tenants effectively. No matter which course of action you take, it’s crucial to establish clear guidelines for how and when your tenant may get in touch with you. Having clear, predetermined consequences for tenants who attempt to circumvent your rules would be helpful. One of the best actions you can do is to model respectful communication, encourage it, and consistently enforce your boundaries. Your ability to ensure that communications with your tenant are appropriate and sent via the correct channels depends on your ability to be clear about your expectations.

Regardless of the method or combination of methods you use to communicate with tenants, it is essential to be professional, consistent, and clear. A professional property management company, such as Real Property Management Charlotte Metro, can also be contracted to handle tenant communications on your behalf. Contact us online to learn more about our tenant portal and other professional property management tools.

We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.