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How to Communicate Effectively with Your Highland Park Tenants

Couple Discussing Lease Agreement with LandlordEffective tenant communication is the foundation of owning prosperous rental properties in Highland Park. But for most investors, effective communication is not something that shows up overnight. Good thing there are experts in the industry who can help develop this area. Tenant communication can be a bit tricky, so you need to understand specific elements that can help improve your process.

Communicating effectively with your tenants starts with the very first interaction – often a screening phone call. When prospective tenants call about a property, it’s significant that you give them your screening criteria so that they are aware. This allows you to establish expectations about the landlord-tenant relationship right from the start, making things clear and transparent.

After having screened your potential tenant, it is wise to go over the lease documents with him/her, in keeping with establishing effective communication. Your lease documents are more than just a legal contract. They should also draft out the responsibilities of both parties, as well as things like landscaping maintenance, parking, and pets, to name a few. The lease should also inform your tenant as to how you are going to handle future communications. Right at the outset, showing your tenant that you are willing to regularly communicate with them is a sign of good faith. This is not hard to do since there are software, apps, and online tenant portals that can facilitate easy and accessible communication. Make all of these details clear by encouraging your tenants to ask questions in clarification. This will encourage the tenants to take their responsibilities seriously.

Effective tenant communication must continue, though, even after the tenant moves in. To keep the lines of communication open, you need to establish a set of guidelines for how and when regular communication will take place. For example, make the details clear in your lease agreement as to when you want to perform routine maintenance, and how often you plan to do so. This timeframe is sometimes specified in state or local landlord laws, but it can always be adjusted to fit the tenant’s schedule. This is a sign of good faith on your part. A lot of experts agree that it’s best to serve the notice a week before the routine maintenance, and through several formats: a call, an email, etc.

In the case of an emergency, effective communication takes on a new urgency. As a property owner, find a way to guarantee that your tenants can contact you in the event of a serious property problem. Significantly, your response is prompt and proactive. It’s best practice to handle any emergency repair concerns no later than a few hours after having been contacted by the tenant. Also, communicate updates so that your tenant knows that their concern is being addressed. By keeping the lines of communication open, it will be easier for your tenants to openly communicate their property concerns to you throughout their tenancy.

To conclude, don’t forget to practice the golden rule in your exchanges with your tenants. Remember to consistently treat your tenants with the same level of courtesy and respect that you expect to receive from them. This way, you create a culture of effective communication. Of course, hiring a trusted Highland Park property manager is also a great way to establish clear and effective communication with all your tenants. Contact us online or at 214-227-2404 today to learn more.

We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.