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

Moorhead Property Manager and Tenants TalkingAs a Moorhead rental property owner, communicating with your tenants is important for establishing a really good relationship and always making sure that your property is taken care of. But now, more than ever, we have a multitude of options for keeping in touch. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll highlight a bunch of methods of communication and touch on which ones work best for both landlords and tenants.


The most customary styles of communication between Moorhead property managers and tenants are phone calls, emails, and text messages. Email, notably, is an excellent means to communicate simply because it’s quick, easy, and free. You can rapidly send attachments with your email, which is applicable if you have to send your tenants a copy of their lease agreement or other important documents.

Email is additionally an excellent means to keep a record of your communication with your tenants, which is always helpful. 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 quick and easy tactic to communicate with your tenants. They’re notably useful if you have to get a hold of your tenants in a hurry or don’t have time for a phone call. Particularly, younger tenants may prefer to text over email or phone calls. Texting can be very convenient for sending quick reminders about things for example rent due dates and maintenance appointments.

Text messages are specifically trouble-free for they can be sent and received anytime, even if your tenant is on the go. Except, text messages are not appropriate for other purposes and don’t offer the advantage of a paper trail like email. It’s important to get your tenant’s permission before texting them because not everyone will pick this mode of communication.

Social Media

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

However, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also, keep in mind, that not all tenants will have social media, so it’s noteworthy to have other methods of communication in place.

Phone Calls

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

Snail Mail

Though it may seem old-fashioned, snail mail is still a really good tactic to communicate with your tenants. It’s also very effective 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 always remember, never send legal notices by email or text.)

It’s additionally a great way to send handwritten notes or cards, making your tenants feel appreciated. Then again, snail mail is not ideal for quick communication and can be expensive if you like to send more documents or packages.

As you can very well see, there are pros and cons to each of these methodologies of communication, so it’s really important to single out the one that works best for each situation. If you’re timid about which method to use, try a combination of different tactics to see what works best for you.


Real Property Management Optimum is seasoned and an expert in tenant communication. Let us oversee your rental property, so you never have to be anxious about saying the wrong thing or using the wrong method of communication again! Contact us online or call 320-289-4649.

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