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

Twinsburg 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. This is not only ideal for monitoring your valuable property, but it can also help you maintain a positive relationship with your tenant. The temptation for the tenant to abuse the privilege is just one of the reasons not to give your tenants your phone number and email. So, how can tenants get in touch with you? Let’s focus on some of the experts’ suggestions for the best ways for tenants to contact their landlords or Twinsburg property owners.

Phone and Email

Your rental property business should at the very least have a dedicated phone line and email. Whether you own one rental property or a dozen, this is true. The most professional means of contact for tenants are a phone number and email address. Having a dedicated phone and email can help to ensure that everything is communicated through the appropriate channels, that everything is recorded, and that nothing is missed.

Emergency Maintenance Line

Setting up a maintenance hotline that your tenants can call after regular business hours is another crucial communication tool. This line should be answered by a live person, not an answering machine, and it should be made clear to the tenant that this is an emergency-only line. This will make sure that tenants are aware that there might be additional fees associated with using this service and that they only use it in an emergency.

Tenant Portal

Setting up a tenant portal is another great way to stay in touch with your tenants and ensure that all communications are routed through the proper channels. A tenant portal is an online system that enables tenants to submit non-emergency maintenance requests, pay rent, and communicate with you in a centralized 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 enables you to remain organized and makes sure that all communications are properly documented.

Social Media

If you feel at ease using social media to advertise your rental properties, you might also want to think about using it to get in touch 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. They can also ask questions and give you the opportunity to address any concerns. Use a private messaging system or private page to ensure that your conversations are kept private if you choose to use social media for tenant communication.

Set Clear Boundaries

Multiple forms of communication might be necessary to communicate with tenants effectively. Moreover, regardless of which option you choose, it is essential to establish clear ground rules regarding when and why your tenant may contact you. A clear set of predetermined consequences for tenants who try to circumvent your rules would also be helpful. Establishing clear boundaries and modeling respectful communication are two of the best things you can do. By letting your intentions known, you can help make sure that all communications with your tenant are suitable and sent through the proper channels.

Regardless of the method or combination of methods you use to communicate with tenants, it is essential to be professional, consistent, and clear. Finding a great property management company like Real Property Management Valor Team to handle tenant communications is another great option. Contact us online to learn more about our tenant portal and other professional property management tools.

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