Communicating with tenants is a necessity for reasons of safety, security, and profitability. As a rental property management company, you should frequently be communicating with your tenants. Policies and procedures, rules and regulations all need to be clearly understood. Announcements and changes occur sometimes and need to be disseminated quickly and effectively to all tenants. We here at The Property Management Boutique treasure this open communication with our tenants. Here are some of the possibilities:

Posted Notices. Flyers can be made up and posted in prominent locations around the complex. Bulletin boards, laundry rooms, mail boxes and various doors can all be designated message locations.

Newsletters. These can be part of the regular communication and can be a rapport builder, pulling together the apartment community into a tight knit group. The difficulty of this type of communication is that it is time consuming and demanding on the On-Site Manager. The regularity of the production schedule may beg for time the OSM doesn’t have, and many in the position may not feel inclined to participate in this activity.

Recordings. Information that doesn’t need to be disseminated immediately but over time can be left on a recording with the answering machine. When the OSM isn’t available to answer the phone, the information will be given to those who call. Information of a more urgent nature would not be suitable for this method.

Personal Delivery. Notices and written correspondence can be personally delivered to a tenants’ door. Information that needs to be promptly communicated can be handled in this direct fashion.

Phone Calls. Phone calls are quick, direct, and easily accomplished. Most people today have answering machines so if they’re not home, they can still receive the information. Any message that has been left verbally in this manner should be followed with a written message, with verification that it has been received if necessary.

Utilize these methods of communication with your tenants to effectively get your message out, and you’ll find the entire operation runs a lot more smoothly.