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Text, Phone, or Email – How Should You Contact Tenants?

Tenant Texting Landlord in Her Southport HomeTo ensure your success as a Southport rental property owner, you need to have good communication lines with your tenants. But determining the right method of communication is another problem. Landlords can now enjoy the ease of communicating with their tenants thru text, email, and calls but which should be chosen for a specific occasion? The answer is not as easy as determining which one makes your tenants feel comfortable and informed. The more important issues to consider are financial and legal.


Many tenants and property owners love the ease and convenience of texting. If you just want to keep in touch with your tenants, texting is a great way to keep the lines of communication open. Different messaging platforms are not limited to just text services. Tenants can send photos so you can schedule repairs.

However, there are limits to texting. Foremost of which is how to track and save your conversations. As a property owner, you need to document your conversations with your tenant just in case there are disagreements or, worse, legal issues. All messages with your tenant must be saved from the time you start texting.

Other than saving messages, some tenants may lack the courtesy and just text you at a very inconvenient moment. If you use a personal or business cellphone some tenants assume that you will reply to them immediately and get upset if you don’t. These are the issues that you have to be aware of before you use texting as a means to contact your tenants.

Phone Calls

Calling tenants over the phone is quick and more pleasant. Verbal conversation in real-time is still the best. Calling tenants on the phone ensures a good working relationship and you can effectively communicate your desire for their well-being. This would translate to a longer stay for your tenants on your rental.

But like texting, the only disadvantage for calling tenants over the phone is the difficulty of documenting your conversations. Most likely, when disputes arise regarding liability issues or sensitive information, documenting these is a must. Add to that, you would be kept on your toes since tenants expect you to answer your phone every time they call. If you do decide to get away with it and tenants find themselves in their landlord’s voicemail, they will be discouraged to call you in the future.


Email seems to be the best between texting and phone calls. It is a relatively convenient method of communication, as most people use and are comfortable with email. Email solves the problem of documentation since most email programs can save and organize all communications with your tenants for years. Email also lets you think through your responses before answering your tenant’s question or complaint. With email, documents and attachments are sent out date-and-time stamped. This information is very important.

But unfortunately, the email does not have the speed and convenience that texting provides and tenants may not use it that much. Most people, don’t check their emails, so your messages just pile up in their inboxes leaving you waiting for a reply that does not come. An email is a business-like form of communication so you need to work on how to make your message come across as warm and friendly.

You have to remember that communication with your tenants must be frequent, friendly, secure, and properly documented no matter which method you use. Lastly, talk to your tenant about which communication method he or she prefers.

Tenant communication can be a challenging aspect of owning rental properties in Southport. But Real Property Management Champion can help! Just sit back and relax and we can contact tenants for you. Your tenants can rely on us so you can free up your schedule and get that good night’s sleep. For more information, contact us online or call us at 910-782-4488.

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