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Your Guide to Tenant and Landlord Communication; What Works Best?

tenant and landlord communication

As a Gwinnett County rental property owner, communicating with your tenants is beneficial for establishing an effective relationship and ensuring that the property is taken care of. But now, more than ever, we have innumerable options for connecting. So, what’s the best way to communicate with your tenants? The most often used systems of communication between Snellville property managers and tenants are phone calls, emails, and text messages. Is one method better than another? In this article, we’ll study various methods of tenant and landlord communication and talk about which ones work best for all parties!


Email is a simple and effective way to communicate with tenants because it’s quick, easy, and free. You can, on the spot, send attachments with your email, which is appropriate if you want to send your tenants a copy of their lease agreement or other important documents.

Email is furthermore a simple yet effective way to keep records of your tenant and landlord communication, which is always crucial as a property manager. By saving your emails to and from each tenant, you can record your interactions with them in case a dispute arises. It is detrimental for a property manager to keep track of tenant communications, in the scenario there was a misunderstanding; everyone can refer to the original email and clear the issue right up. If the conversation was over the phone, neither the property manager nor tenant have any true recollection of what was said.

Text Message

Text messages are another easy and fast method to communicate with your tenants. They’re, first and foremost, valuable if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. In particular, younger tenants may prefer to text over email or phone calls. Texting can be convenient for sending quick reminders over things such as rent due dates and maintenance appointments.

Text messages are also practical because they can be sent and received anytime, even if your tenant is on the go. Be that as it may, text messages are not effective for other purposes and don’t offer the advantage of a paper trail like email. It’s also beneficial to get your tenant’s permission earlier before texting them, for the reason that not everyone will choose this mode of tenant and landlord communication.

Social Media

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

Still, you must take note, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Likewise, not all tenants will have access or accounts to social media, so it’s helpful to have other methods of communication in place as well.

Phone Calls

In certain situations, phone calls can be one of the best methods of tenant and landlord communication because they allow for immediate back-and-forth conversation. They can be convenient for setting appointments, asking for tenant feedback, or building rapport.

On the other hand, it may be challenging to record a phone call, most importantly when addressing delicate issues or handling a disagreement. If you have sensitive matters to talk about, you should consider using a method to document what is said, by whom, and when.

Snail Mail

tenant and landlord communicationMuch as it may seem old-fashioned, snail mail is still a relevant way to communicate with your tenants. More importantly, it is practical 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 really should never send legal notices by email or text!) At the same time, snail mail is not ideal for quick communication and can certainly be expensive if you have to send countless documents or packages.

As very well shown, there are pros and cons to each of these approaches to tenant and landlord communication, so it’s crucial to choose the one that works best for each situation. If you’re hesitating about which method to use, try a combination of different systems to see what works best for you and your Lilburn tenants.

If you are looking to purchase a rental property in the Gwinnett area and need some professional management assistance, contact us today and we will be glad to guide you through the process!


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