Effective tenant communication is the key element of effective rental properties in Council Bluffs. But for most investors, effective communication is a skill that needs to be continually developed. This is a process that can be developed with the help of experts in the industry. Unique challenges come with the dynamics of communicating with your tenant. This is specifically why it’s important to get an understanding of 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 a prospective tenant calls about a property, it’s only proper that your share with them your screening criteria. In doing this, you’re already establishing expectations about the landlord-tenant relationship.
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. Those documents should contain responsibilities between the landlord and tenant, and other things like landscaping maintenance, parking, and pets, to name a few. The lease should also clarify how you will handle your future communications with your tenant. Right at the outset, showing your tenant that you are willing to regularly communicate with them is a sign of good faith. This can easily be done through software, apps, and online tenant portals. By clearly articulating the responsibilities and expectations of the tenant-landlord relationship, you are encouraging your tenants to be responsible and accountable.
Effective tenant communication doesn’t stop when the tenant moves in, though. To keep the lines of communication open, you need to establish a set of guidelines for how and when regular communication will take place. A good way to do this is by including it in your lease agreement. You should include the frequency and timing of routine maintenance. Certain state or local landlord laws dictate when a landlord can enter the property for inspection, but as a show of good faith, you can always adjust the timetable in favor of the tenant. Most experts agree that it’s good practice to serve the notice a week before the intended routine maintenance through several formats (a call, an email, text, etc).
In the case of an emergency, effective communication takes on a new urgency. As a property owner, communicate to your tenants that you will make yourself available to them in the event of any serious property problem. Your response must be prompt and proactive. After your tenant has brought an emergency repair concern to your attention, it’s best to act on it not later than a few hours after being informed. Also, communicate updates so that your tenant knows that their concern is being addressed. By keeping the lines of communication open, your tenants will find it easier to trust you throughout their tenancy.
To conclude, don’t forget to practice the golden rule in your exchanges with your tenants. Strive towards a culture of effective communication by treating your tenants with the same courtesy and respect you want to be shown to you. Of course, hiring a reliable Council Bluffs property manager is also a great way to guarantee clear and effective communication with all your tenants. Contact us online or at 402-983-8365 today to learn more.
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