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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in The Colony Apartment Smiling at a SmartphoneGood communication is a key component of the tenant-landlord relationship. Rental property management is formed on a foundation of trust and good relationships with others. When done well, effective communication can help you grow your bottom line and help you minimize your liability. But tenant relations and communication skills do not always come naturally. For most of the Colony rental property owners, to master these skills, they customarily must be practiced over time. To reduce liability and promote tenant relations, here are a few simple tips that work with any approach to managing rental properties.

1.   Make Yourself Available

One of the most useful ways to encourage effective communication between yourself and your tenants is to let them know that you can answer their calls and questions. It’s important to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By having regular conversations with your tenants, you are more likely to learn about developing maintenance and repair issues early on, as well as any other potential risks. In this way, you can minimize liability proactively and avoid unnecessary confrontations later on.

2.   Offer Multiple Ways to Communicate

Today’s communications landscape offers a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant. Because of this, it’s important to get to know your tenant and offer them more than one way to communicate with you. For some tenants, a simple phone call or the email may work best. You might find others are more willing to engage with you through text or another messaging platform. No matter which method you choose, be sure to document your communications and follow any applicable laws when your communications involve the lease or legal issues.

3.   Keep It Positive

One of the big reasons many tenants avoid talking to their landlord is that such conversations are often negative. Many landlords only ever reach out to their tenants when there is a problem, which causes the tenant to develop negative associations with their landlord, justified or not. To avoid this situation and encourage effective communication with your tenant, try to communicate positive information to them as often as you can. Give them updates on property renovations or repairs, or send them information about fun local events. This way, when you do need to discuss more serious matters, your tenants will be more willing to listen and respond.

4.   Build Trust

In the tenant-landlord relationship, it’s important to note that building trust works in both directions. Not only do you want to trust your tenant, but they also need to trust you to communicate effectively with you. You can build trust with your tenant by keeping to your word, doing what you say you will do, and delivering promised repairs promptly. You can also encourage their confidence by treating them and their time with respect. Make small, respectful gestures like giving lots of advance notice for maintenance visits and inspections and being honest with your tenant when they ask questions. This way, you also encourage them to help you keep close tabs on your valuable investment.

As a Colony property owner and landlord, minimizing liability is always a concern. But with effective communication with your tenants, you can better manage the risks and build a positive professional relationship with those renting your home. Of course, communicating with tenants takes time and effort, and a willingness to be available around the clock. If you have other things on your plate, you might consider hiring a property management company like Real Property Management Pioneer to handle tenant relations for you. We make communications easy and convenient, something your tenants are sure to appreciate. Plus, you’ll free up your time for your other important tasks. Contact us online today or give us a call at 940-435-2526.

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