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

Raleigh Property Manager and Tenants TalkingAs a Raleigh rental property owner, communicating with your tenants is vital for retaining a really good relationship and making it a point that your property is taken care of. But now, more than ever, we have many options for communicating and reaching out. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll touch on various methods of communication and talk about which ones work best for both landlords and tenants.


The most frequent means of communication between Raleigh property managers and tenants are phone calls, emails, and text messages. Email, mainly, is an effective way to communicate since it’s quick, easy, and free. You can speedily send attachments with your email, which is advantageous if you want to send your tenants a copy of their lease agreement or other important documents.

Email is similarly an effective way to keep a record of your communication with your tenants, which is always important. 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 fast and easy method to communicate with your tenants. They’re particularly profitable if you want to get ahold of your tenants in a hurry or don’t have time for a phone call. Moreover, younger tenants may prefer to text over email or phone calls. Texting can be best for sending quick reminders with things, namely, rent due dates and maintenance appointments.

Text messages are further useful since they can be sent and received anytime, even if your tenant is on the go. But, text messages are not right for other purposes and don’t offer the advantage of a paper trail like email. It’s, in addition, vital to get your tenant’s permission before texting them because not everyone will select this mode of communication.

Social Media

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

But on the other hand, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Especially, take note, that not all tenants will utilize social media, so it’s substantial to have other methods of communication in place as well.

Phone Calls

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

Snail Mail

Although it may seem old-fashioned, snail mail is still a really important procedure to communicate with your tenants. It’s mainly good 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 should never send legal notices by email or text.)

It’s similarly the ideal way to send handwritten notes or cards, making your tenants feel valued. Though, snail mail is not ideal for quick communication and can be expensive if you have to send a lot of documents or packages.

There are pros and cons to each of these modes of communication, so it’s vital to select the one that works best for each situation. If you’re uncertain which method to use, try a combination of different methods to see what works best for you.


Real Property Management Excellence is skilled in tenant communication. Let us manage your rental property, so you never have to be concerned with saying the wrong thing or using the wrong method of communication again! Contact us online or call 919-827-1107.

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