Effective tenant communication is the key element of effective rental properties in Beacon Hill. But for most investors, effective communication is an area that needs constant development. Nonetheless, this skill is not at all elusive, especially with the help of experts in the industry. 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 about a property, it’s significant that you give them your screening criteria so that they are aware. In doing this, you’re already establishing expectations about the landlord-tenant relationship.
After having screened your potential tenant, it is wise to go over the lease documents with him/her, in keeping with establishing effective communication. Your lease documents are more than just a legal contract. They should also clearly articulate the responsibilities of both parties, as well as things like landscaping maintenance, parking, and pets, to name a few. The lease should also inform your tenant as to how you are going to handle future communications. It’s wise to show your tenants that you are willing to communicate with them regularly. This is not hard to do since there are software, apps, and online tenant portals that can facilitate easy and accessible communication. By discussing the lease documents, you are opening up an avenue for questions and/or clarifications. This encourages your tenants to take their responsibilities seriously.
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. As an illustration, you can place the guidelines in your lease. This way, the routine maintenance won’t be a huge disruption of your tenant’s activities. Be sure to indicate when you intend to do it, and how many times within a specific period. State and local landlord laws sometimes set the timeframe but you can always adjust them, to show your tenant that you value his/her convenience. A lot of experts agree that it’s best to serve the notice a week before the routine maintenance, and through several formats: a call, an email, etc.
In the case of an emergency, effective communication takes on a new urgency. As a property owner, assure your tenants that they can always contact you in the event of a serious property problem. Significantly, 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 then, reassure your tenant that you are handling the situation by sending them feedback and updates. By keeping the lines of communication open, your tenants will find it easier to keep you in the loop of any future concerns they might have throughout their tenancy.
In closing, don’t forget to practice the golden rule in your relationship with your tenants. The level of courtesy and respect that you expect for yourself is what you’re expected to show your tenants. When this happens, it will be easier to foster a culture of effective communication. Of course, hiring a credible Beacon Hill property manager is also a great way to ascertain clear and effective communication with all your tenants. Contact us online or at 617-299-2342 today to learn more.
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