Effective tenant communication is the backbone of owning productive rental properties in Bozeman. But for most investors, effective communication is a process that needs a consistent effort. 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 prospective tenant calls about a property, make sure that you can lay out for them the screening criteria. This gives you the chance to establish expectations about the landlord-tenant relationship, right at the outset.
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 clearly delineate the responsibilities of both the tenant and landlord, as well as things like landscaping maintenance, parking, and pets, to name a few. Your lease should also state how you intend to communicate with the tenant in the future. From the very start of your relationship, you’re already showing your tenant that you are willing to communicate with him/her regularly. This can easily be done through software, apps, and online tenant portals. When the expectations on both parties are made clear, it encourages transparency and accountability on both ends.
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. As an example, make sure you give a heads up to your tenant by putting it in your lease agreement. Indicate when you have plans to do routine maintenance and make sure they know how many times they can expect it to occur. Certain laws dictate the timeframe of when a landlord may enter the property for routine maintenance. You can always increase that timeframe to favor the convenience of the tenant. Those in the industry suggest that a week before the routine maintenance, the notice should already be delivered through multiple formats: a call, a text message, an 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. As soon as those emergency concerns come to you, it’s always best to address them no later than a few hours after being informed. Then, keep your tenant in the loop by sending him/her updates regarding what you’re doing to address the concern. By keeping the lines of communication open, you are showing your tenants that you are transparent and genuine about their welfare throughout their tenancy.
In conclusion, don’t forget to practice the golden rule in your transactions with your tenants. Make it a point to always treat your tenants with the same level of courtesy and respect that you want to receive from others. In so doing, it will be easy for you to create a culture of effective communication. Of course, hiring a dependable Bozeman property manager is also a great way to secure clear and effective communication with all your tenants. Contact us online or at 406-586-2226 today to learn more.
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