When renting a single-family home, tenants must have easy access to your contact information. This is not only the best way to watch over your precious property, but it can also improve your tenant-landlord relationship. 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. Therefore, what are the best methods for tenants to contact you? Let’s examine some of the most recommended methods for tenants to contact their landlords or Meridian property owners.
Phone and Email
You should have at least a dedicated phone line and email address for your rental property business. This is true regardless of whether you own one or a dozen rental properties. The most professional ways for tenants to contact you are by phone and email. A dedicated phone and email can help make sure that all communications are routed through the right channels, are documented, and that nothing falls through the cracks.
Emergency Maintenance Line
A maintenance hotline that tenants can call outside of normal business hours is another essential communication tool. 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 make sure that tenants only call this number in an emergency and are aware that there might be extra fees associated with using this service.
Establishing a tenant portal is another great way to stay in contact with your tenants and ensure that all communications are routed through the correct channels. A tenant portal is an online platform that enables tenants to contact you, pay rent, and request non-emergency maintenance all in one place. A tenant portal is specifically made for landlords and property owners, and the bulk of them let you and your tenants communicate and exchange information. You can maintain organization and guarantee that all communications are accurately recorded by using a tenant portal.
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 great way to provide tenants with maintenance updates, property changes, and any other pertinent information. Additionally, they can enquire and give you the chance to address any worries. Use a private messaging system or private page if you choose to use social media for tenant communication 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. It would be beneficial if there were also obvious, predetermined repercussions for tenants who try to circumvent your rules. One of the greatest things you can do is to model and promote respectful communication while enforcing your boundaries consistently. By making your expectations clear, you can ensure that all communications with your tenant are acceptable and sent through the proper channels.
Bottom line: Be professional, consistent, and clear when communicating with tenants, regardless of the method (or methods) you select. Appointing a reputable property management firm, such as Real Property Management Boise, to handle tenant communications on your behalf is another good solution. 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.