Top Tips for Communicating with Tenants

Check out these Tips for communicating with your tenants to ensure a stress-free rental experience.

See our Top Tips for a better communication experience with your tenants.

Communication is key to a healthy landlord/tenant relationship and communication blunders or mistakes can sour that relationship fast. This is especially true if you’re self-managing your property as you have a direct relationship with your tenant. 

In this article, we’re exploring some of the ways you can avoid communication mistakes and be on your way to a happy relationship with your tenant! 

What is the best way to communicate with your tenants?

Everyone has their preferred method of communication and establishing a clear communication channel is the starting point for a good relationship with your tenants. 

When starting a tenancy you should provide your tenant with your contact information and preferred channels, such as email, phone, or text. Make sure your tenant knows when it’s appropriate to contact you, such as during business hours or in the case of an emergency.


While some tenants may prefer to communicate via phone, others may prefer email or text messaging. It's important to also understand your tenant's preference and use it to contact them when necessary. 

For example, if Lauren on Main Street is more responsive to text messages, it's best to avoid calling her over a maintenance issue. Understanding and respecting your tenant's communication preferences can help build a positive and professional relationship. 

In our experience, we find that communicating via email or chat is the preferred method for most property owners and their tenants as the conversation is documented and can be referred back to at any time. 

How to set the right tone for a stress-free experience

Show understanding

Moving can be a stressful experience. Everyone's circumstances are different, some people move by choice, while others are forced to move. It’s a tough market out there but showing understanding and compassion can go a long way, especially in those first stages when dealing with potential tenants.

Use the right language

Being positive in your communication and sounding like you have a ‘can do’ attitude really helps. This is especially helpful if you’re communicating via email or text as things can get lost in translation.

We know it can be tricky when you’re in the advertising stages as you might be getting inundated with enquiries and may feel like you don’t have time to respond, but avoid one-word answers like “No” when responding to questions and try to give a little more context, for example - “Unfortunately we’re not able to accept pets in this property”.

Tenants have taken the time to write an enquiry to you, so dismissing them with one word isn’t a good look and can make them feel like they were never worthy of your time. It's also nice to express gratitude towards tenants and thank them for contacting you. Remember, tenants are your clients, and they deserve to be treated with respect and professionalism.

Be responsive

When a tenant reaches out to you, you should respond as quickly as possible. This will help build trust and show that you are committed to addressing any issues that may arise. Even if you don't have an immediate answer, acknowledge their message and let them know that you will come back to them as soon as you have an answer. 

Be proactive

Don’t wait for your tenant to report issues or problems. Regularly inspect the property and make any necessary repairs or improvements if they are required. You should keep them informed of any maintenance or repair work that needs to be done and provide a timeline for completion, especially if it's something that will impact their day-to-day life or the ‘quiet enjoyment’ of the property. 

Address complaints and concerns promptly

If your tenant raises any concerns or complaints, address them promptly and take appropriate action. We've all been in a situation where we hesitate to make a call or send an email that may upset the recipient. However, ignoring the problem will not make it go away. When faced with a difficult conversation with tenants, honesty and tact are crucial. 

Approach difficult situations with transparency and empathy so you can work towards resolving the matter as quickly and efficiently as possible. You should be straightforward, and present the clear facts of the situation. It's also essential to be prepared to answer any questions the tenant may have and work together towards finding a solution. 

Provide clear instructions

If you need your tenant to take specific actions, such as paying a bill by a certain date or ensuring they follow specific rules, you should provide clear instructions. This will help avoid misunderstandings and ensure that everyone is on the same page.

Document your communication

Keep a record of all communication with your tenant, including emails, text messages, and phone calls. This will help you avoid misunderstandings and protect yourself in case of any disputes later down the track.

Communication makes the world go round.

Effective communication with your tenant is essential for a positive and successful rental experience. 

By establishing clear communication channels, being responsive, using clear and positive language, being proactive by addressing complaints and concerns promptly, providing clear instructions, and documenting all communication, you can build a more positive and professional relationship with your tenant.

RentBetter provides landlords with a comprehensive set of tools to effectively manage their properties and establish positive relationships with tenants. Landlords can easily communicate with prospective tenants and streamline the application and leasing process for a hassle-free onboarding experience.

The platform automatically generates a state-compliant lease agreement based on tenant information, which can be easily edited based on your requirements and signed digitally by all parties.

RentBetter also simplifies rent collection and bond payments by allowing landlords to receive payments through the platform and automatically updating the ledger with all transaction details. 

Tenants receive an onboarding checklist to ensure they complete all necessary tasks, leaving you with peace of mind knowing things are on track. 

If you’d like a demo of how things work, you can register below or email us at and we’ll be in touch.