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How to Communicate Effectively with Your Summerville Tenants

Couple Discussing Lease Agreement with LandlordEffective tenant communication is the foundation of owning prosperous rental properties in Summerville. But for most investors, effective communication is not something that shows up overnight. However, with experts in the industry who can provide guidance, effective communication is not impossible. 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 with inquiries, you must make the screening criteria known to them. This should lead you to the chance to be able to establish some expectations about the landlord-tenant relationship.

After you screen the potential tenant, another part of the effective communication process is to go over the lease documents. Your lease documents are more than just a legal contract. They should also inform the tenant of what responsibilities there are for both the landlord and the tenants, 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. It’s a great way to start your relationship with your tenants when you choose to show them that you are willing to communicate regularly. 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 is an even more valuable tool 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. Depending on which state you live in, there are landlord laws that state when a landlord may enter the property for maintenance or inspection. As a sign of dealing in good faith, you can always adjust that timeframe to favor the schedule of your tenant. Experts agree that the notice should be served at least a week before the scheduled routine maintenance and that it be delivered through multiple formats– a call, text, email, etc.

In the case of an emergency, effective communication takes on a new urgency. As a property owner, you must make your tenants aware that you are available to take any of their calls in the event of a serious property problem. Your response must be 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. It’s also just as important to provide your tenant with feedback and updates. This tells them that you are taking their concerns seriously. By keeping the lines of communication open, you are showing your tenants that you are transparent and genuine about their welfare throughout their tenancy.

Lastly, don’t forget to practice the golden rule in your dealings 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 trusty Summerville property manager is also a great way to provide clear and effective communication with all your tenants. Contact us online or at 843-900-4061 today to learn more.

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