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How to Communicate Effectively with Your Yorktown Tenants

Couple Discussing Lease Agreement with LandlordEffective tenant communication is the core of booming rental properties in Yorktown. But for most investors, effective communication is an area that needs constant development. However, with experts in the industry who can provide guidance, effective communication is not impossible. It’s necessary to see the specific elements that can help improve your process in communication because communicating with tenants might prove to be a bit of a challenge.

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 will give a glimpse into who this potential tenant is, and it also allows you to establish expectations about the landlord-tenant relationship.

Once you screen the tenant, lead him/her towards the lease documents. This is yet another display of 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 outline how you will manage future communication with your tenant. 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. Good thing is, we have the software, apps, and online tenant portals that can help with tenant-landlord communication. 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 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 sure your lease indicates, specifically, when and how many times you will perform routine maintenance. 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 case of an emergency, effective communication takes on a new urgency. As a property owner, you should make sure that you are available to your tenants in the event of a serious property problem. It’s valuable that your response is 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. And, make sure you give updates to your tenant so that they are aware of what you are doing to address their concern. By keeping the lines of communication open, you can provide better service to your tenants throughout their tenancy.

In closing, don’t forget to practice the golden rule in your relationship with your tenants. Always treat your tenants with the same level of courtesy and respect that you would want for yourself so that you can foster a culture of effective communication. Of course, hiring a reliable Yorktown property manager is also a great way to guarantee clear and effective communication with all your tenants. Contact us online or at 757-395-4274 today to learn more.

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