How can you keep tenants informed of important updates?

As a real estate professional, you know how important it is to keep your tenants informed of important updates, such as maintenance issues, policy changes, or rent payments. Effective communication can help you build trust, reduce complaints, and retain loyal customers. But how can you make sure your messages reach your tenants and get their attention? Here are some tips to help you improve your tenant communication and feedback.

1 Choose the right channels

The first step to keep your tenants informed is to choose the right channels for your communication. Depending on your audience, you may want to use different methods, such as email, text, phone, or social media. You should also consider the urgency and frequency of your updates, and the preferences of your tenants. For example, you may want to use email for newsletters or reminders, text for urgent alerts or confirmations, phone for personal conversations or complaints, and social media for community engagement or feedback.

Add your perspective

Obinna Nwerem

Proactive Assistant Community Director with a decade of experience in sales and customer relations, working towards CAM designation. Strong commitment to excellence and high standards in the property management industry.
Report contribution
As a property management professional when considering how to communicate with your audience, it's important to tailor your methods to suit their needs. take into account factors such as the type of information you're conveying, how quickly it needs to be delivered, and how often updates are required. Also, the preferences of tenants should also be considered. For instance, you might opt for email to share newsletters or prompts, text messages for urgent notifications or confirmations, phone calls for personalized discussions or grievances, and social media platforms for fostering community involvement and soliciting feedback. Choosing the right communication methods ensures effective and efficient communication with your tenants.

Like

2 Be clear and concise

The second step to keep your tenants informed is to be clear and concise in your communication. You should avoid using jargon, acronyms, or vague terms that may confuse your tenants or cause misunderstandings. You should also use simple and direct language that conveys your main points and expectations. For example, you may want to use bullet points, headings, or bold fonts to highlight key information, such as deadlines, actions, or benefits. You should also include relevant details, such as contact information, attachments, or links, to provide additional support or guidance.

Add your perspective

Obinna Nwerem

Proactive Assistant Community Director with a decade of experience in sales and customer relations, working towards CAM designation. Strong commitment to excellence and high standards in the property management industry.
Report contribution
Absolutely, as a property management professional, it is essential to prioritize clear and effective communication with your tenants. This means using language that is easily comprehensible and avoids any confusion or misunderstandings. To achieve this, it is advisable to employ concise and direct language to convey your main points and expectations. Additionally, utilizing formatting techniques that can help emphasize crucial information such as deadlines, necessary actions, or advantages. Including details like contact information, attachments, or links provides further assistance and guidance to your tenants, ensuring that your communication materials are easily understood and contribute to a positive experience for your tenants.

Like

3 Be timely and consistent

The third step to keep your tenants informed is to be timely and consistent in your communication. You should send your updates as soon as possible, especially if they affect your tenants' rights, responsibilities, or safety. You should also follow a regular schedule for your communication, such as weekly, monthly, or quarterly, to keep your tenants updated and engaged. For example, you may want to send a newsletter every month to share news, tips, or events, or a survey every quarter to collect feedback or suggestions.

Add your perspective

Obinna Nwerem

Proactive Assistant Community Director with a decade of experience in sales and customer relations, working towards CAM designation. Strong commitment to excellence and high standards in the property management industry.
Report contribution
As a property management professional, it is crucial to prioritize timely and consistent communication with your tenants. It is important to send updates promptly, especially if they impact your tenants' rights, responsibilities, or safety. Establishing a regular communication schedule, whether it be weekly, monthly, or quarterly, helps keep tenants informed and engaged. Sending a monthly newsletter to share news, tips, or upcoming events, or conducting quarterly surveys to gather feedback and suggestions not only ensures that your tenants are well-informed, but also maintains a positive relationship with them.

Like

4 Be respectful and polite

The fourth step to keep your tenants informed is to be respectful and polite in your communication. You should treat your tenants as valued customers and partners, and show appreciation and recognition for their cooperation and loyalty. You should also use a friendly and professional tone that reflects your brand and personality, and avoid using harsh or negative words that may offend or discourage your tenants. For example, you may want to use words like please, thank you, or sorry, or phrases like we appreciate your feedback, or we apologize for any inconvenience.

Add your perspective

5 Be responsive and proactive

The fifth step to keep your tenants informed is to be responsive and proactive in your communication. You should acknowledge and reply to your tenants' questions, comments, or complaints as soon as possible, and provide solutions or alternatives that meet their needs and expectations. You should also anticipate and address any potential issues or concerns that may arise in the future, and inform your tenants of any changes or improvements that may affect them. For example, you may want to send a follow-up email after a maintenance request, or a notification before a renovation project.

Add your perspective

6 Be open and honest

The sixth and final step to keep your tenants informed is to be open and honest in your communication. You should share relevant and accurate information with your tenants, and avoid hiding or exaggerating any facts or figures that may mislead or disappoint them. You should also admit and correct any mistakes or errors that you or your team may make, and explain the reasons and consequences of your decisions or actions. For example, you may want to disclose any fees or charges that may apply, or apologize and compensate for any delays or damages that may occur.

Add your perspective

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

Add your perspective

How can you keep tenants informed of important updates?

1

2

3

4

5

6

7

1 Choose the right channels

2 Be clear and concise

3 Be timely and consistent

4 Be respectful and polite

5 Be responsive and proactive

6 Be open and honest

7 Here’s what else to consider

Real Estate

Rate this article

Thanks for your feedback

More articles on Real Estate

More relevant reading

How can you keep tenants informed of important updates?

1

2

3

4

5

6

7

1 Choose the right channels

2 Be clear and concise

3 Be timely and consistent

4 Be respectful and polite

5 Be responsive and proactive

6 Be open and honest

7 Here’s what else to consider

Real Estate

Rate this article

Thanks for your feedback

Explore Other Skills