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

Utah County Property Manager and Tenants TalkingAs a Utah County rental property owner, communicating with your tenants is critical for developing and maintaining a great relationship and safeguarding that your property is taken care of. But now, more than ever, we have several options for keeping in touch regularly. So, what’s the best way to communicate with your tenants? Is one method better than another? In this article, we’ll discuss here some methods of communication and speak of which ones work best for both landlords and tenants.


The most common way of communication between Utah County property managers and tenants are phone calls, emails, and text messages. Email, primarily, is the best means to communicate on the account because it’s quick, easy, and free. You can instantly send attachments with your email, which is practically useful if you need to send your tenants a copy of their lease agreement or other important documents.

Email is, at the same time, the best way to keep a record of your communication with your tenants, which is certainly always important. 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 easy and swift way to communicate with your tenants. They’re primarily favorable if you will need to get ahold of your tenants in a hurry or don’t have time for a phone call. On top of everything else, younger tenants may prefer to text over email or phone calls. Texting can be perfect for sending quick reminders about things like rent due dates and maintenance appointments.

Text messages are also definitely beneficial given the fact that they can be sent and received anytime, even if your tenant is on the go. On the other hand, text messages are not appropriate for other purposes and don’t offer the advantage of a paper trail like email. It’s moreover critical to get your tenant’s permission before ever texting them because not everyone will want this mode of communication.

Social Media

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

With that said, personal or important information should never be posted on social media since these platforms lack security and are visible to the public. At the same time, not all tenants are using social media, so it’s pertinent to have other methods of communication in place too.

Phone Calls

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

Snail Mail

Even if it may seem old-fashioned, snail mail is still a useful way to communicate with your tenants. It’s applicable for sending important documents that need to be signed, such as a lease agreement or legal notices related to renting payments and lease violations. (You should, keep in mind, never send legal notices by email or text.)

It’s also a very good way to send handwritten notes or cards, making your tenants feel recognized. But on the flip side, snail mail is not ideal for quick communication and can be expensive if you consider sending a lot of documents or packages.

There are pros and cons to each of these methods of communication, so it’s critical to adopt the one that works best for each situation. If you’re undecided about which method to use, try a combination of different techniques to see what works best for you.


Real Property Management Utah County is well-versed in tenant communication. Allow us to supervise your rental property, so you never have to worry about saying the wrong thing or using the wrong method of communication again! Contact us online or call 801-224-0033.

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