Skip to Content

Tenant Communication


Questions. Tenant Communication.

They say that you can’t over-communicate with someone.  In the case of rental tenants, it’s perhaps even truer. So whether by email, phone, text or carrier pigeon, staying in contact with your tenants makes everything else with managing your rental unit easier. Here are 7 tenant communication tips from the leader in Utah County Property Management.

A big push we are having in our company right now is tenant communication. The better we communicate the less incoming calls we get the fewer emails we get the more time we have to take care of issues and not answer the same question over and over again.

Take the emotion out of it–

Whether you have great residents or more challenging tenants, you need to see the owner-tenant relationship as a business venture. Treat the residents professionally, and don’t get attached or too personal. Tenant communication should  be honest, clear and direct. This can be hard you see these people every month you talk to them on the phone some of them weekly. Remember to stick to the facts.

Do more. Lots more–

From property management in Orem, Utah to Salt Lake City, your tenants deserve to hear from you often. Email, call, text mail—it doesn’t matter, just make sure you’re staying in communication. With regular inspections and maintenance needs, your tenants need to always know what is going on around their home. We live in the day and age of instant communication. Tenants expect answers right now. Not a week down  the line they don’t understand that some answers we have to wait for. If it will take a bit to fix the property tell them that.

Work Locally–

If you hire a property management team, make sure they have Utah County property management experience. Each market location is different. Find someone who is experienced with property management in your area and you’re on your way. If your tenant calls in and asks about the neighborhood HOA rules and you have never been to the neighborhood it can be hard to answer those questions.

Be clear about expectations–

Nothing sours a relationship faster than unmet expectations. Be clear with your expectations. You and your tenants will have a much better experience. Clear communication of expectations can start at the time of the lease signing. The more you communicate clearly with them the more effectively they will communicate with you.

Don’t hover–

Allow your tenants to figure out how they want to live in the house, they do not want or need your advice on how to set up their household. You can focus on making the experience as streamlined and as easy as possible. Just keep yourself available should they have questions.

Hard Copies–

The idea of “nail and mail” has been around for a long time for good reason—it works; especially with legal issues or financial matters. It’s best to give your tenants hard copies of official paperwork and documents. Word of mouth and cyberspace aren’t always the best documentation options for official communications. That being said if they respond to a digital communication they obviously received the notice. Remember to document that communication, if they call in make a note of what it was about. Leave a trail on every time you make contact.

Certify your mail–

Many property management firms certify every piece of mail that goes out to the client. That way, they can ensure the communication was received or refused. Either way, a record is kept, and you can prove what has or hasn’t been done. Consider digital delivery confirmation if sending an email.

Tenant comhappy tenant:couplecommunication when managing your own property can be an overwhelming experience. The good news is that it doesn’t have to be that way. If you find a good Utah County property management partner, many of these issues can be easily taken care of  for you.


We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.

The Neighborly Done Right Promise

The Neighborly Done Right Promise ® delivered by Real Property Management, a proud Neighborly company

When it comes to finding the right property manager for your investment property, you want to know that they stand behind their work and get the job done right – the first time. At Real Property Management we have the expertise, technology, and systems to manage your property the right way. We work hard to optimize your return on investment while preserving your asset and giving you peace of mind. Our highly trained and skilled team works hard so you can be sure your property's management will be Done Right.

Canada excluded. Services performed by independently owned and operated franchises.

See Full Details