Nashville Landlords: How to Improve Communication with Your Tenants

October 12, 2023 TCSMgmt

Nashville Landlords: How to Improve Communication with Your Tenants

Nashville Landlords: How to Improve Communication with Your Tenants - Article Banner

Communication plays a key role in successful landlord-tenant relationships. 

Your job as a Nashville landlord is to enforce your lease agreement, keep tenants informed about upcoming rental due dates and potential maintenance issues, and remain available to them so they can provide feedback on their living experience or share concerns. 

You need to stay open and connected with tenants. By investing the time and effort into regularly connecting with your residents, you can ensure they remain satisfied, and that leads to better tenant retention. Good tenant relationships will also protect you from any costly disputes or misunderstandings about the lease agreement, expectations, or responsibilities. 

Improving communication with your tenants should always be part of your mission as a responsive and service-driven landlord. We have some suggestions based on our experience in Nashville property management

Understanding Preferences and Setting Communication Expectations  

You can begin to improve tenant communication before the lease term even begins. 

Think about the way you communicate during the marketing and leasing period. Are you responsive when prospective tenants contact you for more information about your available property? You need to be; this will demonstrate that you’re accessible and responsive before they’re even your tenants. 

As you initially meet with your new residents, get an idea of how they want to communicate with you. This will help you set some expectations around how they’ll hear from you and how often they’ll hear from you. You can also talk about how they should reach you; whether you’d prefer a text or a phone call or an email. 

Always share correct and up to date contact information and remind your tenants to keep their information current with you. 

Some tenants will not want to be bothered unless absolutely necessary. Others will need frequent contact from their landlord and permission to reach out when there are questions. Work through these expectations together at the beginning of the lease term so everyone is getting what they need from the other party.

Remember that Communication is Customer Service 

Think about your tenants as your customers. Because, they are. They are paying you for your rental property. You need to think about the way you communicate with them as the way you care for your customer. 

Communication is part of the customer service you’re providing. When a tenant cannot get in touch with their landlord or messages aren’t responded to, they will quickly get frustrated. This can escalate into an unpleasant dispute or a conflict that’s difficult to resolve if there’s a maintenance emergency or a situation where a tenant cannot pay rent and is trying to let you know.  

Residents need to know that landlords will be accessible and available. Otherwise, they’ll lose trust and you won’t be able to retain them. Don’t let poor communication be the reason that you lose a good tenant.

Leverage Technology to Improve Communication 

With all of the tools and technology available to you as a landlord, there’s no reason that you shouldn’t be able to share information quickly and transparently with your tenants. You can send payment reminders and receipts when rent is due and paid. You can collect maintenance requests via email or text so you have a written record of when work was needed and completed. 

Investing in technology is important for good communication, and if you’re working with a Nashville property manager, you want to make sure you’re working with a company that uses excellent technology. If you’re not working with the support of a management team and you’re managing on your own, you can still leverage technology to make communication easier. Tenants are typically not looking for phone calls or in-person meetings anymore; they want the ease and convenience of an online chat or a quick text.

Communication improves when you don’t have to play phone tag with your tenants or chase them down for a response. Set up a system for digital communication, especially if that’s what your residents prefer. 

Over-Communicate During Maintenance Issues

Tenant communication is especially important when it comes to maintenance. In fact, it’s a good idea to over-communicate in the midst of repairs or emergencies so that tenants feel like you’re taking care of their problem. 

You always want to follow up with your residents after the work is complete, as well. For example, if your tenants report a plumbing problem, contact your tenants after the plumber has finished the work. Ask if the problem was solved and if they were happy with the way the repair was handled. You need to know that it was a good experience. You also want to provide an opportunity to hear their feedback if something could have been handled better. 

Demonstrate Gratitude When Communicating with Residents

Positive communication is often as simple as just being nice. 

Tenants appreciate kindness and respond to it. Say thank you when rent is paid on time. Check in from time to time to see if there’s anything they need from you. Your Nashville residents shouldn’t hear from you only when something is wrong. Tell them you appreciate their quick reporting of any maintenance issues. When you communicate your appreciation for your tenants, they’re likely to stay longer and take good care of your property. 

A good tenant relationship starts with good communication, and good communication starts with a willingness to listen and respond. Tenants and landlords can work together to ensure there’s a positive rental experience happening for everyone. When tenants feel like you care about them, they’re more likely to pay rent on time, take care of your property, and follow the terms of the lease agreement. 

Positive tenant relationships require work. If you’re not sure you can invest that kind of time and effort, make sure you partner with a Nashville property manager. We can handle the entire tenant relationship for you, as well as all the communication. 

TCS Management is a full service property management company headquartered in Philadelphia, Pennsylvania, also serving Cherry Hill, NJ, Wilmington, Delaware, Nashville, Tennessee and the surrounding areas. We focus on single-family and multifamily residential property management of homes, condos, townhomes, and apartment buildings.

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