Best Ways To Communicate With Tenants: Email, Text, or Call?

Best Ways To Communicate With Tenants: Email, Text, or Call?

Jan. 11, 2023

Introduction to blog post...

Owning a rental property involves a lot of responsibilities. As a landlord, you should keep your communication lines open with your renters to ensure that everything is alright.

The good news is that with the availability of advanced technology nowadays, it’s so much easier to connect with tenants. However, the downside to this is landlords need to know which is the best way to communicate with tenants depending on both parties’ preferences.

For instance, landlords need to know when to call a tenant, or simply text them. It’s also crucial to know when to use email as a means of communication. Each method of communication serves a different purpose, and it’s important to learn which type of communication is best for your intended purpose.

In this blog, we at Innovative Property Solutions will discuss the different reasons why you should communicate with tenants, and what are the best methods of communicating to use depending on your purpose.

Phone Calls

Phone calls were among the most common and fastest methods to communicate. But with the availability of text messaging and online chats these days, sometimes a landlord may wonder what situations require a call. Sometimes, situations arise that need live conversation, whether through a phone call or video conference.

property manager sitting at their desk covered in binders speaking on the phone and taking notes.jpg

Consider calling your tenants for any of the following:

When calling tenants, make sure to keep these best practices in mind:

person speaking on the phone with a black case while looking at their open laptop.jpg

In some states, phone calls may be considered legally binding. However, it’s best to follow up the calls with documentation to back up what was discussed during the conversation. You could send an email to summarize the details of the call for documentation purposes.


The availability of electronic mail (email) makes it more convenient for us to communicate with each other. The best reasons to use email as a means of communication include:

close up a phone screen with twenty email notification.jpg

If you plan to send emails to tenants, make sure to do it with professionalism. State your purpose right away and keep it as short and direct as possible. Make sure to also include your contact information in your email so that tenants will know how to get in touch with you if they need to. Finally, double-check to ensure that necessary attachments are included before hitting send.

It’s worth noting that emails are considered legal documents. However, it’s necessary to check with your state’s law and the city’s local ordinances to see if emails are accepted in court as legal documents for notifications like move-out notices, lease violations, or evictions.

Text Message

Texting tenants has become an acceptable way of communication. It’s easy and quick, and you’re sure that tenants will be able to read the message right away. If you need tenants to get your message immediately, texting them is the best way to do it. Also, texting is better compared to emails because even those who do not have smartphones can receive a message.

Make sure to ask your tenant’s permission first that they allow you to text them. It’s best to include this as an acceptable means of communication in your lease agreement. Let them know when and how often you will text them, and for what reasons. You can also provide guidelines for your tenants on when and for what reason they can text you.

landlord sitting at their desk looking at their cellphone while texting.jpg

Remember that text messages are not generally considered legally binding. If the messages are that crucial and important, it’s best to make follow-up documentation through an email or hard copies to be signed by the tenant.

Bottom Line

Learning the best ways to communicate with your tenants is vital to running a successful rental property. When tenants feel informed, they’re more likely to rent long-term, resulting in more steady returns.

If you would like help managing your rentals, contact the experts at Innovative Property Solutions today!

Innovative Property Solutions

8833 Perimeter Park Blvd Suite 301, Jacksonville, FL 32216

(904) 321-9020

Office hours:

Mon - Fri: 9:30am - 5:00pm

Sat - Sun: Closed