Best Ways To Communicate With Tenants: Email, Text Or Call

As a landlord, have you ever wondered what the best way to communicate with your tenants is? Whether you’re addressing a maintenance issue, sending a rent reminder, or sharing important updates, effective communication is key to maintaining a positive landlord-tenant relationship.

With the variety of communication methods available today— including emails, texts, and phone calls— it can be challenging to decide which one to use in different situations. Each method has its own advantages and can impact how your message is received.

In this article, we'll explore the best ways to communicate with your tenants, helping you to choose the most effective method for every scenario!

Reasons to Text Your Tenants

Quick and Direct Communication

Text messaging offers a fast and direct way to reach your tenants, ensuring they receive important information without delay.

Whether it's a reminder about an upcoming rent due date or a quick update on a maintenance schedule, texts are typically read and responded to much faster than emails. This immediacy is particularly useful in urgent situations where swift action or acknowledgment is needed.

Convenience for Tenants

Many tenants prefer texting because it fits seamlessly into their daily lives. Texts can be read and replied to on the go, making it a convenient option for those with busy schedules.

This ease of use can lead to quicker responses and a more efficient resolution of issues, helping to maintain a proactive and positive relationship with your tenants.

A person texting.

Clear and Concise Messaging

Text messages encourage brevity and clarity, reducing the likelihood of miscommunication. By keeping messages short and to the point, you can convey essential information without overwhelming your tenants.

This clarity is especially beneficial for routine updates and reminders, ensuring tenants understand exactly what is required or expected without the need for lengthy explanations.

Record Keeping and Tracking

Texts provide a written record of communications that can be easily referenced later. This is useful for keeping track of important conversations, agreements, and notices.

In the event of any disputes or misunderstandings, having a documented history of text exchanges can serve as a reliable reference, helping you resolve potential issues more efficiently and transparently.

Reasons to Call Your Tenants

Immediate Feedback and Clarification

Calls allow for real-time conversation, which means you can instantly address any questions or concerns your tenants might have.

This immediate feedback is crucial for resolving misunderstandings and ensuring both parties are on the same page. Unlike texts and emails, which can lead to delays and back-and-forth exchanges, phone calls provide instant clarification and more efficient communication.

Handling Complex Issues

Some issues are too complex to be effectively communicated via text or email. Phone calls are ideal for discussing detailed matters, such as lease agreements, rent negotiations, or extensive maintenance plans.

The ability to converse directly allows for a more nuanced discussion and ensures that all aspects of the issue are covered comprehensively, reducing the risk of miscommunication.

A landlord on a phone call

Gauging Tone and Emotion

A significant advantage of phone calls is the ability to gauge tone and emotion, which can be difficult to interpret through texts and emails. This can be particularly important when dealing with complaints or conflicts, as it allows you to sense your tenant's feelings and respond appropriately.

Understanding the emotional context can help you address issues more empathetic and effectively, leading to better outcomes.

Demonstrating Availability and Responsiveness

Taking the time to make a phone call shows your tenants that you are available and responsive to their needs. This proactive approach can enhance your reputation as a dedicated and attentive landlord.

Tenants are more likely to feel secure and satisfied knowing they can reach you directly when needed, which can lead to higher tenant retention and a more positive rental experience overall.

Reasons to Email Your Tenants

Professional and Formal Communication

Email provides a more formal and professional platform for communication compared to calls and texts. It is ideal for sharing important documents, lease agreements, policy updates, and other official information.

The structured format of an email allows you to present information clearly and systematically, ensuring that all necessary details are communicated effectively.

Detailed and Comprehensive Information

Emails are perfect for conveying detailed and comprehensive information that might be cumbersome to share via text or call. You can include documents, links, and extensive explanations without worrying about character limits or overwhelming the recipient.

A landlord on a laptop

This makes email an excellent choice for sending out detailed maintenance schedules, rental statements, or any other complex information that requires thorough understanding.

Written Record and Documentation

Emails automatically create a written record of all communications, which can be invaluable for keeping track of important conversations and agreements.

This documentation can serve as a reference for both you and your tenants, helping to resolve any disputes or misunderstandings. The ability to archive and search through past emails ensures that you have a reliable record of all interactions.

Non-Intrusive and Respectful of Time

Email is less intrusive than phone calls or texts, allowing tenants to read and respond at their convenience. This is particularly important for respecting tenants' time and personal boundaries, especially if the matter isn't urgent.

By using email, you can communicate important information without disrupting their daily routine, fostering a respectful and considerate relationship.


In conclusion, choosing the best way to communicate with your tenants—whether by email, text, or call—depends on the situation and the message's urgency.

At Evolve Real Estate and Property Management, we understand the importance of effective communication in maintaining positive landlord-tenant relationships.

Our team is here to help you navigate these choices and implement the best strategies to ensure smooth and efficient interactions with your tenants, enhancing your overall property management experience.