Communicating with tenants is they key to keeping things smoothly flowing. Whether you’re needing to talk about upcoming repairs or rent notices, having things in writing is always a good thing. Utilizing a service like RentPost is definitely one way of being able to manage communications effectively and it can also help in keeping things in writing.
It’s a good idea to have a solid understanding of your state and local landlord tenant laws and also, have them bookmarked for reference purposes. It becomes particularly important to offer both online and in hand written communication when it comes to termination of a lease or the eviction process. State law requires that such notices be in writing, and each state has variations on further requirements therein.
Another intelligent protection is to manage your repairs or notices to entry and other issues in print, with something documenting this. Cloud based services are excellent for this purpose. Other areas where it may benefit you to have things in writing are lease violations. With any of these, having documented dates, times, and other situations that can be hard to recollect can be very helpful should a dispute arise.
Though this is another area that it may vary state to state, the appropriate means of delivery when dealing with written notices is something you want to adhere to. Typically, there are three ways this is done, but, as always, check with your own local laws.
- Hand delivery: giving the tenant the notice in person isn’t always easy if they won’t accept the letter, but it’s usually the best way to be sure they get it.
- Giving it to someone they live with, but also mailing it. You can also leave a notice with someone who resides in the same property. However, you also need to note when you left it and who you left it with. Also, that day, be sure to send another copy in the mail. Always send notifications of this type via certified mail.
- Placing the notice on the unit door, following up in the mail. Again, if you’ve put the notice on the door, be sure you note date and time, in addition to sending via certified mail.
It is always best to keep copies of all written communications in a file that is specific to the tenant being served with them. You can probably keep it with their rental records. The odds of you actually ever having to use these copies are low, but it’s good insurance in the event that you do.