Any landlord who has rented out properties for any amount of time knows that tenant relationships can be tricky. They don’t have to be. When you communicate well with your tenants, you’ll find that the relationship is far easier to manage. You’ll also find that good communication leads to on-time rental payments, easy maintenance partnerships, and better tenant retention.
All good things.
Communication can sometimes be more challenging than owners expect. With all of the technology we have available to us, sharing information should be easy. However, context can get missed in a text, and sometimes, a game of phone tag can seem endless.
Understanding effective communication is essential if you’re going to be a responsive landlord in Northern Virginia. If you don’t want to invest in transparent and trustworthy communication, or you don’t have the resources to prioritize this, let a property manager do it for you. This is critical because communicating with tenants is paramount to successfully leasing, managing, and maintaining your investment property. Good communication not only helps to clarify expectations and establish clearly defined boundaries, it also fosters trust, respect, and long-lasting relationships with your tenants.
We work hard to communicate proactively and effectively with the tenants we manage. Today, we’re sharing some of our professional property management tips that will help you communicate better with your tenants.
Communicate Expectations Before Move-In
Communicate with your tenants early, even before they move in. A good rental experience starts with a stress-free leasing process. Setting expectations at the outset can go a long way in building strong relationships with your tenants. Be clear about what you expect from them and what they can expect from you. Discuss things such as:
- The terms of the lease agreement and what they’re agreeing to when they move into your property.
- Your rent collection policy and how and when you expect to receive rental payments. Talk about late fees and other consequences. Make sure they know how to pay and whether you accept online payments, etc.
- Maintenance procedures. Communicate what constitutes an emergency and how you expect repair needs to be communicated to you.
Establishing open communication at the beginning of a tenancy will also clarify the expectations of both parties, which can prevent conflicts and misunderstandings. It’s an excellent way to establish a good relationship with your renters. Continue to reinforce those expectations throughout the tenancy.
Provide Clear and Accurate Information to Northern Virginia Tenants
Communication between you and your tenants should not only happen when something is wrong.
While you’ll want to communicate about necessary repairs, rental payment issues, and other concerns, make sure there are plenty of positive reasons to check in with your residents, too. Providing your tenants with accurate information is essential in maintaining their trust. Make sure to clearly communicate any property changes or things that may be happening in the community.
When you can act as a resource for your tenants, they’ll look forward to communicating with you and feel like you’re approachable. Be responsive and accessible.
You want to be a resource, and you want to be helpful, but you don’t want to blur the line between landlord and tenant. Avoid becoming over-friendly with your tenants. That can create some pressure that will lead to uncomfortable situations and a likely vacancy at the end of the lease term. Balance your communications so that you’re not overwhelming them.
Be Direct and Respect Your Tenant’s Privacy
Don’t shy away from delivering bad news. Don’t make promises you know you cannot keep. If there’s a request that’s been made and you cannot do it, be direct. Be honest and open. This is the only way to maintain a good system of communication with your tenants. They don’t want you to dance around difficult topics or avoid challenging conversations. They want you to lead the relationship and to be transparent and honest.
Tenants have a right to privacy within their rental homes. Respect this by giving proper notice before entering the premises for maintenance or inspections. Communication about any visits should be done at reasonable hours and in a respectful and professional manner.
Offer Clear Communication Channels and Protocols
One of the most important practices in establishing effective communication with tenants is to establish clear and open communication channels. This can be done in various ways, such as:
- Regular phone calls
- In-person conversations
- Emails
- Newsletters
- Online platforms
Each tenant you welcome into your property will have different preferences and needs when it comes to communication. Some tenants, you’ll find, are terrified of the telephone. Others don’t trust text messages. Some of your tenants will not want to hear from you at all unless it’s absolutely necessary. Other tenants will want the reassurance of a check-in every month. They’ll want their rental payments acknowledged or a maintenance request followed up with multiple times.
You have to know your tenants in order to communicate with them. Get to know their preferences and their best ways of communicating. Not only will this make you a more responsive landlord, it will also reduce the frustration that can occur if you keep trying to reach a tenant and you’re not hearing back simply because you’re using a method of communication they’re simply not comfortable with.
Remember That Communication Impacts Retention
One thing we have learned as Northern Virginia property managers is that one of the best ways to chase a good tenant out of your property is by not communicating with them.
Tenants expect and need communication that’s clear, accurate, and responsive. Ignoring tenants will only lead to turnover and vacancy. Whether they’re calling with a maintenance request or a simple question about what kind of air filters they need or where to find light bulbs for the kitchen – we make sure to be available to those tenants.
By keeping in touch with our residents, we’re letting them know that we care about their comfort and their rental experience. That kind of attention inspires them to renew their lease agreement and stay in place.
Let’s talk more about how we can help you communicate. Please contact us at Comfort Property Management. We lease, manage, and maintain investment properties throughout Northern Virginia in Arlington, Alexandria, Fairfax, Falls Church, McLean, Ashburn, Sterling, Springfield, Reston, Chantilly, Manassas, Centreville, and Herndon.
