Communicating With Tenants


When you think about your tenants and the way that your property management business runs: do you think that your rental experience is going smoothly or does it seem like you’re always dealing with one headache after another?

When you manage and rent properties, you know that you need certain things to be in place so that everything goes smoothly. Communicating with tenants is one important task. From showing your properties, to the application, screening, leasing, any kind of notices and maintenance needs a certain procedure to be as efficient as possible. Preparing in advance, having great organizational tools at your disposal will go a very long way towards making the experience pleasant and convenient for everyone involved.

Educate and prepare them before they even see the property.

How can you do that?

It’s simple. Make sure that it’s easy for them to see a property. You can either have a video walk through or photos to view online and that will help. However, you also need clear instructions as to how they might go about getting a showing, including your contact information.

Providing application instructions along with the application is also a beneficial way to make sure that things are squared away right from the start. You can include a list of required documents, add in the time it will take to process, and other useful information. Additionally, having videos on your site to aid in this can be a big benefit.

Organization begins right away.

It’s vital that you provide tenants with your expectations before they even sign a lease. Providing further information in the lease-packet and in policy guides along with it can also be very helpful. This is a great way to inform your tenants but also to reduce the risk of any future problems. There are a number of documents that you can use to aid in this, and the cornerstone will be a clear, direct rental agreement.

The more detail you provide in your rental agreement, the better. From the nature of the property, to co-signer agreements, if these things are in place prior to signing, there is no ambiguity and no room for mistakes.

Though you’re not going to be able to put down every little detail in your applications and rental agreements, you can give a much bigger picture. Often, people just assume that what is common knowledge to us is common knowledge to all- when it usually isn’t. You should never just assume that someone is going to know what to do. There are a few other things you can do to help inform tenants and develop a much more positive relationship.

  • Create a monthly or even weekly newsletter.

  • Offer leasing videos online. It’s so easy now with modern advancements to better inform people by creating videos that will help inform them. Not only that, videos are a great way to showcase your properties.

  • Tenant Manuals- it’s just a really great idea to have one. There are tons of details you can’t get into a lease for space constraints or otherwise. Consider putting together a manual that can help further illustrate things. As a part of your manual, you can offer troubleshooting tips for common issues, procedures for all sorts of situations and help solve problems before they escalate.

  • Create emergency/disaster manual and protocols.

  • Offer a warm welcome letter that can briefly explain some of the services you do or do not offer.

About the author

Kurt Kroeck


By Kurt Kroeck

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