Effective tenant communication is the key element of effective rental properties in Bar Harbor. But for most investors, effective communication is a skill that needs to be continually developed. Nonetheless, this skill is not at all elusive, especially with the help of experts in the industry. Because communicating with tenants can lead to a few challenges, you must come to terms with specific elements that can help improve your process.
Communicating effectively with your tenants starts with the very first interaction – often a screening phone call. When a prospective tenant calls about a property, it’s only proper that your share with them your screening criteria. This should lead you to the chance to be able to establish some expectations about the landlord-tenant relationship.
After the screening process, go over the lease documents with the potential tenant. This is another great way to establish effective communication. Your lease documents are more than just a legal contract. They should also inform the tenant of what responsibilities there are for both the landlord and the tenants, as well as things like landscaping maintenance, parking, and pets, to name a few. The lease should also articulate how you will go about with future communication. In doing this, you’re telling your tenants that you have every intention of being transparent through regular communication. What helps in this department is the use of software, apps, and online tenant portals. Ask questions and encourage clarifications. Make the details clear and transparent so that your tenants will know what is expected of them, and what their responsibilities are.
Effective tenant communication should not cease after the tenant moves in. To keep the lines of communication open, you need to establish a set of guidelines for how and when regular communication will take place. A good way to do this is by including it in your lease agreement. You should include the frequency and timing of routine maintenance. State and local landlord laws sometimes set the timeframe but you can always adjust them, to show your tenant that you value his/her convenience. Industry experts suggest that a week’s advanced notice before the routine maintenance should be good enough and that it should be delivered in multiple formats (call, text, etc).
In the case of an emergency, effective communication takes on a new urgency. As a property owner, assure your tenants that they can always contact you in the event of a serious property problem. Your response must be prompt and proactive. When your tenant comes to you with emergency repair concerns, it’s always best to address them as soon as possible — no later than a few hours after they’ve brought it to your attention. And then, reassure your tenant that you are handling the situation by sending them feedback and updates. By keeping the lines of communication open, your tenants will find it easier to keep you in the loop of any future concerns they might have throughout their tenancy.
Ultimately, don’t forget to practice the golden rule in your engagement with your tenants. The level of courtesy and respect that you expect for yourself is what you’re expected to show your tenants. When this happens, it will be easier to foster a culture of effective communication. Of course, hiring a credible Bar Harbor property manager is also a great way to ascertain clear and effective communication with all your tenants. Contact us online or at 207-561-7482 today to learn more.
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