Effective tenant communication is the backbone of owning productive rental properties in Stockbridge. But for most investors, effective communication is a proficiency that takes time to develop. It’s a great thing to have industry experts who can help hone and develop this proficiency. Because communicating with tenants can lead to a few challenges, you must come to terms with 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 a prospective tenant calls with inquiries about a property, they should be given a clear explanation of 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. From the very start of your relationship, you’re already showing your tenant that you are willing to communicate with him/her regularly. What helps in this department is the use of software, apps, and online tenant portals. When the expectations on both parties are made clear, it encourages transparency and accountability on both ends.
Effective tenant communication is a continuous process, more so after the tenant moves in. To keep the lines of communication open, you need to establish a set of guidelines for how and when regular communication will take place. For example, make sure your lease indicates, specifically, when and how many times you will perform routine maintenance. Certain laws dictate the timeframe of when a landlord may enter the property for routine maintenance. You can always increase that timeframe to favor the convenience 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, assure your tenants that they can always contact you in the event of a serious property problem. It’s valuable that your response is 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. And, make sure you give updates to your tenant so that they are aware of what you are doing to address their concern. By keeping the lines of communication open, it will be easier for your tenants to openly communicate their property concerns to you throughout their tenancy.
Ultimately, don’t forget to practice the golden rule in your engagement with your tenants. Always treat your tenants with the same level of courtesy and respect that you would want for yourself so that you can foster a culture of effective communication. Of course, hiring a dependable Stockbridge property manager is also a great way to secure clear and effective communication with all your tenants. Contact us online or at 770-506-1237 today to learn more.
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