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

Gonzales Property Manager and Tenants TalkingAs a Gonzales rental property owner, communicating with your tenants is substantially important for developing and conserving a really good relationship and ensuring that your property is taken care of. But now, more than ever, we have a whole bunch 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 take into account various methods of communication and point out which ones work best for both landlords and tenants.


The most widely used sources of communication between Gonzales property managers and tenants are phone calls, emails, and text messages. Email, more particularly, is a great way to communicate in so far as it’s quick, easy, and free. You can straight away send attachments with your email, which is certainly important if you have to send your tenants a copy of their lease agreement or other important documents.

Email is, on top of that, a great way to keep a record of your communication with your tenants, which is always important. 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 easy and quick measure to communicate with your tenants. They’re more particularly effective if you will be required to get a hold of your tenants in a hurry or don’t have time for a phone call. Secondly, younger tenants may prefer to text over email or phone calls. Texting can be appropriate for sending quick reminders for things like rent due dates and maintenance appointments.

Text messages are also very convenient as they can be sent and received anytime, even if your tenant is on the go. Then again, text messages are not efficient for other purposes and don’t offer the advantage of a paper trail like email. It’s also imperative to get your tenant’s permission before trying to text them given that not everyone will want this mode of communication.

Social Media

Another common way of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is a great manner to connect with your tenants, build rapport, and get to know them better.

On the other hand, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Also, be aware, that not all tenants use social media, so it’s relevant to have other methods of communication in place beforehand.

Phone Calls

In a lot of situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be suitable for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, first of all when raising major issues or handling a disagreement. If you have sensitive matters to mention, you may choose to use a method to document what is said, by whom, and when.

Snail Mail

Although it may seem old-fashioned, snail mail is still a necessary course of action to communicate with your tenants. It’s first and foremost useful 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 never send legal notices by email or text.)

It’s, on top of that, the best way to send handwritten notes or cards, to make your tenants feel wanted. Having said that, snail mail is not ideal for quick communication and can be expensive if you will have to send plenty of documents or packages.

As discussed above, there are pros and cons to each of these modes of communication, so it’s great to pick the one that works best for each situation. If you’re still undecided about which method to use, try a combination of different measures to see what works best for you.


Real Property Management Baton Rouge is capable when it comes to tenant communication. Let us operate your rental property, so you never have to be concerned about saying the wrong thing or using the wrong method of communication again! Contact us online or call 225-389-6860.

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