Good communication helps you to resolve issues and keep your best tenants. Here are six tips for talking to your tenants.

How important is it to keep your best tenants?

Wealth for Life great tenants
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It’s simple. Great tenants pay on time and keep your property in good condition. Plus, they’re more likely to sign longer tenancy agreements, which means you have a more stable cash flow.

That means more money in your pocket. Just ask Steven Clancy. He came to Wealth for Life because his property managers never communicated his desire to raise rents to his tenants. With our property managers, he was able to clearly talk about the reasons behind the increase.

And he boosted his cash flow by $4,680 per month. 

So why aren’t you paying much attention to how you communicate with tenants?

When communication between landlord and tenant breaks down, you end up with a problem.

Ultimately, you can end up losing some of your best tenants due to poor communication. And that means you have to spend more money on marketing your property.

That’s without even mentioning the loss of income that results from leaving a property vacant.

You don’t want that to happen. That’s why you need these six tips for communicating with your tenants.

 

Tip #1 – Outline Communication Protocols Before Accepting the Tenant

It’s easy to just assume that you can handle any tenant issues as and when they come up.

But that isn’t the case. Your tenant may not know how to get in touch with you. Or, they may communicate the issue through the wrong channels.

Wealth for Life communication agreement
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This can lead to delays that could cost you the tenant.

It’s always a good idea to outline how you communicate to tenants in your agreement. Provide them with contact details and a set of protocols to follow for different issues. You should also outline your own responsibilities, such as how quickly you’ll get in touch with them when they contact you.

This ensures that everybody knows where they stand.

You won’t have tenants getting annoyed because they’re waiting to hear back from you. They’ll understand how long they need to wait and get to know your communication process.

 

Tip #2 – Take Emotion out of the Equation

Tempers can flare when there’s a major issue with a property.

For example, let’s say that the AC unit stops working in the middle of summer. Your tenants will really feel the heat, which can lead to them being more irritable.

Wealth for Life communication boundaries
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You’ll get the brunt of this when you’re talking to them. They’ll bounce their anger off you, which can leave you feeling tempted to respond in kind.

Don’t do it.

An emotional reaction to such an issue could damage the relationship even further. Remember that you’re running a business. As such, you need to keep your own feelings in check and see the argument from the tenant’s perspective.

Let them say what they need to say and assure them that you’ll solve the issue. Stay calm at all times and you’ll soon diffuse any difficult situations.

 

Tip #3 – Go Face-to-Face for Complex Issues

Sometimes, a tenant may raise a complex issue.

For example, your tenant may lose their job. This could mean that they want to put a hold on rent while they search for a new role.

You don’t want to get rid of the tenant because they’ve always paid on time. That means you need to figure out some type of arrangement to keep them without causing major cash flow issues.

In these cases, email and telephone communication won’t do the job. The particulars of the issue might get lost in translation. Plus, the tenant may feel that this form of communication isn’t personal enough for such a complex problem. And email, in particular, may result in delayed responses that could stretch the process out further.

It’s a much better idea to arrange a face-to-face meeting. This gives your tenant the personal touch that helps them to feel better about the situation. Plus, you can come to a resolution much quicker, which allows the relationship to move forward.

 

Tip #4 – Prioritise Repair Requests

We touched on this above, but let’s go into a little more detail.

Repair and maintenance requests almost always take priority when communicating with tenants.

Wealth for Life maintenance requests
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Your tenants pay money to live in a property that’s maintained to a certain standard. Part of your agreement with them is to keep everything in working order so that they get their money’s worth.

If you delay your responses to repair requests, you leave the tenant feeling cheated out of their money.

That’s going to put a black cloud over any future communications.

Make sure you have a system in place to respond to such requests. Even an automated response to the initial request is enough to put the tenant’s mind at ease. Of course, you have to ensure you follow up on that response with further communication.

 

Tip #5 – Encourage Feedback From Tenants

Some tenants may feel a little nervous about coming to you with issues.

This is especially true of people who haven’t rented before. They may not realise that you’re available to help them with any issues that they have.

In the worst cases, this can lead to them allowing issues to build up. Resentment grows because they feel like they have nobody to turn to. And when the lease runs out, they choose not to renew.

You have no idea why because they never told you about the problems they had.

That’s why it’s so important to encourage feedback from your tenants. Perhaps you could send a feedback form every quarter to ask them about things that you could improve. This shows that you’re willing to do what you can to keep them happy. Plus, it shows the tenants that you’re open to feedback.

 

Tip #6 – Respect Tenant Boundaries

It’s actually possible to get a little bit too keen when you’re communicating with tenants.

Wealth for Life communication agreements
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

In your desire to stay on top of everything, you could start sending emails every day. Combine that with phone calls and constant requests for meetings and you may end up with a tenant who feels harassed. That’s just as bad as having a tenant who feels like you never communicate with them.

Balance is the key when it comes to communicating with tenants. That’s why the protocols we mentioned earlier are so important. You need to have defined boundaries in place on both sides so that nobody gets caught unawares.

Remember that your property is a home to your tenants. They don’t necessarily want a landlord over their shoulder at all times. Your role is to be there when they do need you.

If you’re overenthusiastic with your communications, you become overbearing to the tenant. They’ll feel like they have no privacy in their own home, which can lead to them looking for other solutions.

 

Proper Communication Ensures You Keep Great Tenants

Communication is a more complex subject than it appears to be.

In terms of your relationships with your tenants, you need to make yourself available without being overbearing. Respect their boundaries while also offering quick responses whenever they raise issues.

Respect the fact that tenants will need face-to-face time on occasion. And if you have a large portfolio, consider creating an automated response system. This ensures tenants can see that their issue gets logged into your system and will get resolved soon.

Now, you may wonder why we think tenant communication is so important.

It’s simple. At Wealth for Life, every one of our advisors is also an investor. We know that it’s important to talk to tenants because we’ve seen what happens when landlords don’t.

Best of all, we offer property management services that allow you to put all of this into practice.

Get in touch today to find out what we can do for you.

Good communication helps you to resolve issues and keep your best tenants. Here are six tips for talking to your tenants.

How important is it to keep your best tenants?

Wealth for Life great tenants
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

It’s simple. Great tenants pay on time and keep your property in good condition. Plus, they’re more likely to sign longer tenancy agreements, which means you have a more stable cash flow.

That means more money in your pocket. Just ask Steven Clancy. He came to Wealth for Life because his property managers never communicated his desire to raise rents to his tenants. With our property managers, he was able to clearly talk about the reasons behind the increase.

And he boosted his cash flow by $4,680 per month. 

So why aren’t you paying much attention to how you communicate with tenants?

When communication between landlord and tenant breaks down, you end up with a problem.

Ultimately, you can end up losing some of your best tenants due to poor communication. And that means you have to spend more money on marketing your property.

That’s without even mentioning the loss of income that results from leaving a property vacant.

You don’t want that to happen. That’s why you need these six tips for communicating with your tenants.

 

Tip #1 – Outline Communication Protocols Before Accepting the Tenant

It’s easy to just assume that you can handle any tenant issues as and when they come up.

But that isn’t the case. Your tenant may not know how to get in touch with you. Or, they may communicate the issue through the wrong channels.

Wealth for Life communication agreement
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

This can lead to delays that could cost you the tenant.

It’s always a good idea to outline how you communicate to tenants in your agreement. Provide them with contact details and a set of protocols to follow for different issues. You should also outline your own responsibilities, such as how quickly you’ll get in touch with them when they contact you.

This ensures that everybody knows where they stand.

You won’t have tenants getting annoyed because they’re waiting to hear back from you. They’ll understand how long they need to wait and get to know your communication process.

 

Tip #2 – Take Emotion out of the Equation

Tempers can flare when there’s a major issue with a property.

For example, let’s say that the AC unit stops working in the middle of summer. Your tenants will really feel the heat, which can lead to them being more irritable.

Wealth for Life communication boundaries
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

You’ll get the brunt of this when you’re talking to them. They’ll bounce their anger off you, which can leave you feeling tempted to respond in kind.

Don’t do it.

An emotional reaction to such an issue could damage the relationship even further. Remember that you’re running a business. As such, you need to keep your own feelings in check and see the argument from the tenant’s perspective.

Let them say what they need to say and assure them that you’ll solve the issue. Stay calm at all times and you’ll soon diffuse any difficult situations.

 

Tip #3 – Go Face-to-Face for Complex Issues

Sometimes, a tenant may raise a complex issue.

For example, your tenant may lose their job. This could mean that they want to put a hold on rent while they search for a new role.

You don’t want to get rid of the tenant because they’ve always paid on time. That means you need to figure out some type of arrangement to keep them without causing major cash flow issues.

In these cases, email and telephone communication won’t do the job. The particulars of the issue might get lost in translation. Plus, the tenant may feel that this form of communication isn’t personal enough for such a complex problem. And email, in particular, may result in delayed responses that could stretch the process out further.

It’s a much better idea to arrange a face-to-face meeting. This gives your tenant the personal touch that helps them to feel better about the situation. Plus, you can come to a resolution much quicker, which allows the relationship to move forward.

 

Tip #4 – Prioritise Repair Requests

We touched on this above, but let’s go into a little more detail.

Repair and maintenance requests almost always take priority when communicating with tenants.

Wealth for Life maintenance requests
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

Your tenants pay money to live in a property that’s maintained to a certain standard. Part of your agreement with them is to keep everything in working order so that they get their money’s worth.

If you delay your responses to repair requests, you leave the tenant feeling cheated out of their money.

That’s going to put a black cloud over any future communications.

Make sure you have a system in place to respond to such requests. Even an automated response to the initial request is enough to put the tenant’s mind at ease. Of course, you have to ensure you follow up on that response with further communication.

 

Tip #5 – Encourage Feedback From Tenants

Some tenants may feel a little nervous about coming to you with issues.

This is especially true of people who haven’t rented before. They may not realise that you’re available to help them with any issues that they have.

In the worst cases, this can lead to them allowing issues to build up. Resentment grows because they feel like they have nobody to turn to. And when the lease runs out, they choose not to renew.

You have no idea why because they never told you about the problems they had.

That’s why it’s so important to encourage feedback from your tenants. Perhaps you could send a feedback form every quarter to ask them about things that you could improve. This shows that you’re willing to do what you can to keep them happy. Plus, it shows the tenants that you’re open to feedback.

 

Tip #6 – Respect Tenant Boundaries

It’s actually possible to get a little bit too keen when you’re communicating with tenants.

Wealth for Life communication agreements
  • Facebook
  • Twitter
  • Google+
  • Pinterest
  • Gmail
  • LinkedIn

In your desire to stay on top of everything, you could start sending emails every day. Combine that with phone calls and constant requests for meetings and you may end up with a tenant who feels harassed. That’s just as bad as having a tenant who feels like you never communicate with them.

Balance is the key when it comes to communicating with tenants. That’s why the protocols we mentioned earlier are so important. You need to have defined boundaries in place on both sides so that nobody gets caught unawares.

Remember that your property is a home to your tenants. They don’t necessarily want a landlord over their shoulder at all times. Your role is to be there when they do need you.

If you’re overenthusiastic with your communications, you become overbearing to the tenant. They’ll feel like they have no privacy in their own home, which can lead to them looking for other solutions.

 

Proper Communication Ensures You Keep Great Tenants

Communication is a more complex subject than it appears to be.

In terms of your relationships with your tenants, you need to make yourself available without being overbearing. Respect their boundaries while also offering quick responses whenever they raise issues.

Respect the fact that tenants will need face-to-face time on occasion. And if you have a large portfolio, consider creating an automated response system. This ensures tenants can see that their issue gets logged into your system and will get resolved soon.

Now, you may wonder why we think tenant communication is so important.

It’s simple. At Wealth for Life, every one of our advisors is also an investor. We know that it’s important to talk to tenants because we’ve seen what happens when landlords don’t.

Best of all, we offer property management services that allow you to put all of this into practice.

Get in touch today to find out what we can do for you.

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