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

Greenfield Property Manager and Tenants TalkingAs a Greenfield rental property owner, communicating with your tenants is great for developing a wonderful relationship and making certain that your property is taken care of. But now, more than ever, we have many options for keeping in close communication. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll take into consideration a bunch of methods of communication and ascertain which ones work best for both landlords and tenants.


The common techniques of communication between Greenfield property managers and tenants are phone calls, emails, and text messages. Email, chiefly, is a great method to communicate since it’s quick, easy, and free. You can instantaneously send attachments with your email, which is favorable if you must send your tenants a copy of their lease agreement or other important documents.

Email is, on top of everything else, a great way to keep a sure record of your communication with your tenants, which is always critical. 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 particularly suitable if you need to get a hold of your tenants in a hurry or don’t have time for a phone call. Therefore, younger tenants may prefer to text over email or phone calls. Texting can be desirable for sending quick reminders concerning things such as rent due dates and maintenance appointments.

Text messages are also practical and convenient in so much as they can be sent and received anytime, even if your tenant is on the go. Having said that, text messages are not ideal for other purposes and don’t offer the advantage of a paper trail like email. It’s similarly necessary to get your tenant’s permission first before texting them taking into account that not everyone will choose this mode of communication.

Social Media

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

Take note though, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Moreover, not all tenants utilize social media, so it’s crucial to have other methods of communication in place, on top of everything else.

Phone Calls

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

Snail Mail

Even though it may seem old-fashioned, snail mail is still a very useful way to communicate with your tenants. It’s advantageous 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 certainly should never send legal notices by email or text.)

It’s, on top of everything else, the best approach to send handwritten notes or cards, making your tenants feel well-appreciated. With that said, snail mail is not ideal for quick communication and can be expensive if you have to send a whole bunch of documents or packages.

As very clearly shown, there are pros and cons to each of these systems of communication, so it’s critical to select the one that works best for each situation. If you’re still unsure of which method to use, try a combination of different processes to see what works best for you.


Real Property Management Greater Milwaukee is skillful and an expert in tenant communication. Let us deal with your rental property, so you never have to bother about saying the wrong thing or using the wrong method of communication again! Contact us online or call 262-309-6961.

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