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

Redmond Property Manager and Tenants TalkingAs a Redmond rental property owner, communicating with your tenants is beneficial for establishing an effective relationship and always ensuring that your property is taken care of. But now, more than ever, we have innumerable options for connecting. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll study various methods of communication and talk about which ones work best for both landlords and tenants.


The most often used systems of communication between Redmond property managers and tenants are phone calls, emails, and text messages. Email, first and foremost, is a simple and effective way to communicate for the reason that it’s quick, easy, and free. You can, on the spot, send attachments with your email, which is appropriate if you want to send your tenants a copy of their lease agreement or other important documents.

Email is furthermore a simple yet effective way to keep a record of your communication with your tenants, which is always 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 fast method to communicate with your tenants. They’re, first and foremost, valuable if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. In particular, younger tenants may prefer to text over email or phone calls. Texting can be convenient for sending quick reminders over things such as rent due dates and maintenance appointments.

Text messages are also practical because they can be sent and received anytime, even if your tenant is on the go. Be that as it may, text messages are not effective for other purposes and don’t offer the advantage of a paper trail like email. It’s also pertinent to get your tenant’s permission earlier before texting them for the reason that not everyone will choose this mode of communication.

Social Media

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

Still, you have to take note, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Likewise, not all tenants will have recourse to social media, so it’s salient to have other methods of communication in place as well.

Phone Calls

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

Snail Mail

Much as it may seem old-fashioned, snail mail is still a relevant way to communicate with your tenants. It’s, more importantly, practical 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 really should never send legal notices by email or text.)

It’s furthermore a nice way to send handwritten notes or cards, making your tenants feel very much appreciated. At the same time, snail mail is not ideal for quick communication and can certainly be expensive if you have to send countless documents or packages.

As very well shown, there are pros and cons to each of these approaches to communication, so it’s pertinent to choose the one that works best for each situation. If you’re hesitating about which method to use, try a combination of different systems to see what works best for you.


Real Property Management Eclipse is adept in tenant communication. Let us supervise your rental property, so you never have to fear and worry about saying the wrong thing or using the wrong method of communication again! Contact us online or call 425-209-0252.

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