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Text, Phone, or Email – How Should You Contact Tenants?

Tenant Texting Landlord in Her Orlando HomeTo ensure your success as an Orlando rental property owner, you need to have good communication lines with your tenants. But with all the different platforms available, how do you determine the best method of communication? It is now very easy for landlords to keep in touch with their tenants thru text, email, and calls. But which is the best option? The answer is not as easy as determining which one makes your tenants feel comfortable and informed. There are also financial and legal aspects that are involved in this.


Many tenants and property owners love the ease and convenience of texting. If you just want to keep in touch with your tenants, texting is a great way to keep the lines of communication open. Some messaging platforms offer services beyond the text. Tenants can send photos so you can schedule repairs.

There are limitations to texting. Foremost of which is how to track and save your conversations. As a property owner, you need to document your interaction with your tenants because this could help you in case disagreements or legal issues arise. All messages with your tenant must be saved from the time you start texting.

On top of saving messages, some tenants may lack basic etiquette and text you anytime they please. If you use a personal or business cellphone some tenants assume that you will reply to them immediately and get upset if you don’t. These are the issues that you have to be aware of before you use texting as a means to contact your tenants.

Phone Calls

Calling tenants over the phone gives a more personal touch. It is always best to hear a human voice and having a verbal conversation in real-time. If you talk to your tenants over the phone, you establish a solid working relationship with them and you will be able to communicate your concerns more clearly. Which translates to a longer stay for your tenants in your rental.

But like texting, the only disadvantage for calling tenants over the phone is the difficulty of documenting your conversations. Now when disputes regarding liability issues or sensitive information rear their ugly head, it is all the more important that you have a record of your conversation. In addition to that, the fact that you are expected to be on your phone whenever a tenant calls is quite stressful. However, if every time they call and your tenants end up in their landlord’s voicemail, they would probably decide to stop calling.


Email does what texting and phone calls cannot. It is a relatively convenient method of communication, as most people use and are comfortable with email. Email can document all your conversations with your tenants as the program saves all these by default. Email also lets you think through your responses before answering your tenant’s question or complaint. It is very easy to send documents and other attachments through email and these are date-and-time stamped. All are essential for this purpose.

But unfortunately, the email does not have the speed and convenience that texting provides and tenants may not use it that much. Some people may not use an email that much and chances are, they might not have checked their inboxes for a long time. Also, a warm and friendly tone won’t be easy to achieve through email.

Whatever method you choose or a combination of these, your communication with your tenant must be frequent, friendly, secure, and properly documented. Lastly, talk to your tenant about which communication method he or she prefers.

Tenant communication can be a challenging aspect of owning rental properties in Orlando. But Real Property Management Freedom can help! Don’t stress out. We can contact tenants for you and we make sure that your tenants get the best care available. That leaves you with a lighter schedule and a night of relaxing sleep. For more information, contact us online or call us at 813-867-2667.

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