Effective tenant communication is the basis of any flourishing rental properties in Alexander. But for most investors, effective communication is a skill that needs to be continually developed. Good thing there are experts in the industry who can help develop this area. Tenant communication can be a bit tricky, so you need to understand specific elements that can help improve your process.
Communicating effectively with your tenants starts with the very first interaction – often a screening phone call. When prospective tenant calls about a property, make sure that you can lay out for them the screening criteria. This gives you the chance to establish expectations about the landlord-tenant relationship, right at the outset.
Once you screen the tenant, lead him/her towards the lease documents. This is yet another display of effective communication. Your lease documents are more than just a legal contract. They should also draft out the responsibilities of both parties, as well as things like landscaping maintenance, parking, and pets, to name a few. The lease should also articulate how you will go about with future communication. Right at the outset, showing your tenant that you are willing to regularly communicate with them is a sign of good faith. What helps in this department is the use of software, apps, and online tenant portals. Make all of these details clear by encouraging your tenants to ask questions in clarification. This will encourage the tenants to take their responsibilities seriously.
Effective tenant communication doesn’t stop when the tenant moves in, though. To keep the lines of communication open, you need to establish a set of guidelines for how and when regular communication will take place. A good way to do this is by including it in your lease agreement. You should include the frequency and timing of routine maintenance. Certain state or local landlord laws dictate when a landlord can enter the property for inspection, but as a show of good faith, you can always adjust the timetable in favor of the tenant. Those in the industry suggest that a week before the routine maintenance, the notice should already be delivered through multiple formats: a call, a text message, an email, etc.
In case of an emergency, effective communication takes on a new urgency. As a property owner, find a way to guarantee that your tenants can contact you in the event of a serious property problem. Your response must be prompt and proactive. When your tenant comes to you with emergency repair concerns, it’s always best to address them as soon as possible — no later than a few hours after they’ve brought it to your attention. Then, keep your tenant in the loop by sending him/her updates regarding what you’re doing to address the concern. By keeping the lines of communication open, you are showing your tenants that you are transparent and genuine about their welfare throughout their tenancy.
Ultimately, don’t forget to practice the golden rule in your engagement with your tenants. Make it a point to always treat your tenants with the same level of courtesy and respect that you want to receive from others. In so doing, it will be easy for you to create a culture of effective communication. Of course, hiring a dependable Alexander property manager is also a great way to secure clear and effective communication with all your tenants. Contact us online or call us at 501-701-4702 or 501-303-6870 today to learn more.
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