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The Best Methods for Communicating with Tenants: What to Use and When

Pasadena Property Manager and Tenants TalkingAs a Pasadena rental property owner, communicating with your tenants is crucial for establishing a great relationship and nailing down that your property is taken care of. But now, more than ever, we have various options for connecting. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll discuss methods of communication and highlight which ones work best for both landlords and tenants.


The most common practices of communication between Pasadena property managers and tenants are phone calls, emails, and text messages. Email, first of all, is an efficient way to communicate given that it’s quick, easy, and free. You can directly send attachments with your email, which is valuable if you need to send your tenants a copy of their lease agreement or other important documents.

Email is also certainly an efficient way to keep a record of your communication with your tenants, which is at all times beneficial. By saving your emails to and from each tenant, you can record your interactions with them in case a dispute arises.

Text Message

Text messages are another faster and easier way to communicate with your tenants. They’re, first of all, appropriate if you intend to get ahold of your tenants in a hurry or don’t have time for a phone call. Furthermore, younger tenants may prefer to text over email or phone calls. Texting can be great for sending quick reminders on things such as rent due dates and maintenance appointments.

Text messages are especially favorable as they can be sent and received anytime, even if your tenant is on the go. Nevertheless, text messages are not ideal for other purposes and don’t offer the advantage of a paper trail like email. It’s likewise crucial to get your tenant’s permission before texting them since not everyone will choose this mode of communication.

Social Media

Another practice of communication that is growing in popularity is online communication through platforms such as Facebook, Twitter, and Instagram. This is an efficient way to connect with your tenants, build rapport, and get to know them better.

But bear in mind, that personal or important information should never be posted on social media since these platforms lack security and are visible to the public. And also, not all tenants use social media, so it’s rather important to have other methods of communication in place too.

Phone Calls

In a lot of situations, phone calls can be one of the best methods of communication because they allow for immediate back-and-forth conversation. They can be ideal for setting appointments, asking for tenant feedback, or building rapport. On the flip side, it may be difficult to record a phone call, more importantly when raising problematic and sensitive issues or handling a disagreement. If you have sensitive matters to discuss, you may decide on using a method to document what is said, by whom, and when.

Snail Mail

While it is a matter of fact that it may seem old-fashioned, snail mail is still a great practice to communicate with your tenants. It’s notably helpful in sending important documents that need to be signed, such as a lease agreement or legal notices related to rental payments and lease violations. (You should always keep in mind to never send legal notices by email or text.)

It’s also a great way to send handwritten notes or cards, making your tenants feel cherished. Still, snail mail is not ideal for quick communication and can be expensive if you want to send many various documents or packages.

There are pros and cons to each of these systems of communication, so it’s crucial to decide on the one that works best for each situation. If you’re indecisive about which method to use, try a combination of different systems to see what works best for you.


Real Property Management Fairmate is an expert and reliable resource on tenant communication. Allow us to manage your rental property, so you never have to be stressed about saying the wrong thing or using the wrong method of communication again! Contact us online or call 626-691-9749.

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