Skip to Content

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

Edmond Property Manager and Tenants TalkingAs an Edmond rental property owner, communicating with your tenants is significant for establishing an incredible relationship and making sure that your property is taken care of. But now, more than ever, we have the most options for engaging in open communication. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll review a vast number of methods of communication and discuss which ones work best for both landlords and tenants.


The usual styles of communication between Edmond property managers and tenants are phone calls, emails, and text messages. Email is a preferred way to communicate given that it’s quick, easy, and free. You can, in an instant, send attachments with your email, which is useful if you have to send your tenants a copy of their lease agreement or other important documents.

Email is specifically an effective way to keep a record of your communication with your tenants, which is in any event very 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 known quick and easy way to communicate with your tenants. They’re very effective if you want 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 suitable for sending quick reminders regarding things involving rent due dates and maintenance appointments.

Text messages are also definitely helpful and convenient considering that they can be sent and received anytime, even if your tenant is on the go. However, text messages are not recommended for other purposes and don’t offer the advantage of a paper trail like email. It’s also recommended to get your tenant’s permission before texting them in consideration that not everyone will agree on this mode of communication.

Social Media

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

But having said that, remember that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. Furthermore, not all tenants will have social media accounts, so it’s pertinent to have other methods of communication set in place as well.

Phone Calls

In quite 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 applicable for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call when raising rather sensitive issues or handling a disagreement. If you have sensitive matters to bring up, you may think of using a method to document what is said, by whom, and when.

Snail Mail

Supposing it may seem old-fashioned, snail mail is still a key method to communicate with your tenants. It’s specifically efficient for sending important documents that need to be signed, such as a lease agreement or legal notices related to renting payments and lease violations. (Remember, you should never send legal notices by email or text.)

It’s especially an easy way to send handwritten notes or cards, making your tenants feel highly valued. But take note, snail mail is not ideal for quick communication and can be expensive if you need to send many documents or packages.

There certainly are pros and cons to each of these processes of communication, so it’s very important to pick the one that works best for each situation. If you’re torn about which method to use, try a combination of different tactics to see what works best for you.


Real Property Management Elevate is experienced in tenant communication. Let us operate your rental property, so you never have to be burdened with regards to saying the wrong thing or using the wrong method of communication again! Contact us online or call 405-876-7611.

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.

The Neighborly Done Right Promise

The Neighborly Done Right Promise ® delivered by Real Property Management, a proud Neighborly company

When it comes to finding the right property manager for your investment property, you want to know that they stand behind their work and get the job done right – the first time. At Real Property Management we have the expertise, technology, and systems to manage your property the right way. We work hard to optimize your return on investment while preserving your asset and giving you peace of mind. Our highly trained and skilled team works hard so you can be sure your property's management will be Done Right.

Canada excluded. Services performed by independently owned and operated franchises.

See Full Details