Landlords can communicate with their tenants at any time because of the conveniences offered by technology. The variety of communication possibilities also makes it difficult to decide which tool is ideal for a given communication situation.

Should you email, text, or phone your tenants? When is the ideal moment to employ each kind of communication? Read this post to get a solid guideline if you've ever wondered what kind of communication tool is best to use with a tenant.

Every communication tool has benefits, so it's better to know which ones to use in which situations. This results in keeping tenants satisfied and staying on.

Phone Calls

Phone calls prove most effective for in-depth discussions, negotiations, or detailed explanations. In emergencies, their immediacy garners quick responses.

For sensitive matters, a phone call offers a more empathetic touch than written communication. Its real-time nature enhances understanding and builds a personal connection, making it a preferred choice for urgent or intricate conversations where nuances matter.

Whether seeking clarification or navigating personal issues, a phone call remains a powerful tool in fostering clear communication and emotional resonance.


When calling tenants, follow these tips:

  • Schedule Calls Appropriately: Consider scheduling phone calls in advance to ensure that both parties are available and can dedicate sufficient time to the discussion.


  • Follow Up in Writing: After important phone conversations, follow up with a written summary or confirmation email to document key points and agreements.
  • Emergency Communication Plan: Establish a clear protocol for emergencies, outlining when a phone call is the preferred method of communication and the steps tenants should take.
  • Respect Tenant's Availability: Be mindful of the tenant's schedule and preferences, avoiding unnecessary or inconvenient calls.
  • Professional Voicemails: When leaving voicemails, maintain professionalism by clearly stating your name, contact information, and the purpose of the call. This ensures tenants can easily retrieve and respond to your message.
  • Message Clarity: Clearly articulate your message and avoid unnecessary jargon during phone calls, ensuring that tenants understand the information conveyed without confusion.


Email stands out for delivering formal announcements, lease updates, and property-related information efficiently. It serves as an ideal platform for sharing crucial documents like lease agreements and maintenance schedules, providing a valuable paper trail.

When the need arises to communicate detailed or intricate information, email's structured format excels in offering a thorough and organized explanation. Its versatility and ability to convey complex concepts make it a reliable choice for ensuring clarity and documentation in various property-related matters.


Before hitting send, landlords should follow these tips:

  • Clear Subject Lines: Use clear and concise subject lines to grab the tenant's attention and provide a quick overview of the email's content.


  • Regular Updates: Send periodic updates or newsletters to keep tenants informed about property-related news, events, or changes.
  • Use Professional Language: Maintain a professional and courteous tone in your emails to create a positive impression and foster a respectful landlord-tenant relationship.
  • Encourage Responsiveness: Politely encourage tenants to acknowledge receipt of important emails and to ask questions if they need clarification on any points.
  • Attachment Clarity: When sending attachments, ensure they are clearly labeled and relevant to the email's content. This helps tenants quickly locate and understand the documents without confusion.
  • Timely Responses: Encourage tenants to respond promptly to emails, especially if the communication involves time-sensitive matters. This ensures a smooth flow of information and timely resolution of any issues.


Text messages excel in delivering concise and time-sensitive updates, perfect for maintenance reminders, appointment confirmations, or urgent notifications. Their immediacy makes them a highly effective tool for swiftly addressing matters demanding urgent attention.

In less formal or routine communication scenarios, such as check-ins, friendly reminders, or quick inquiries, text messages provide a more relaxed and accessible approach compared to the formality of emails or the depth of phone calls. Their brevity and quick delivery make texting an optimal choice for ensuring timely and casual communication in various situations.


Before messaging tenants, landlords should follow these tips:

  • Use Clear Language: Keep messages concise and use clear language to convey your message efficiently within the character limit.


  • Time Sensitivity: Reserve text messages for time-sensitive matters to maximize their impact and responsiveness.
  • Consent for Communication: Ensure that tenants have consented to receiving text messages and respect their preferences regarding communication channels.
  • Message Tone: Maintain a professional tone in your text messages, striking a balance between formality and approachability. This ensures clarity and promotes a positive communication experience.
  • Avoid Overuse: While text messages are convenient, avoid overloading tenants with excessive texts. Reserve them for crucial updates and emergencies to prevent communication fatigue.

Bottom Line

Navigating the diverse landscape of communication tools is crucial for a harmonious landlord-tenant relationship. From the nuanced effectiveness of phone calls to the structured reliability of emails and the immediacy of text messages, each method has its unique role. Balancing these strategies is key to ensuring positive interactions with tenants.

For expert guidance tailored to your property management needs, turn to American Dream Realty and Management. Let us elevate your real estate experience, offering seamless communication solutions and helping you achieve your property management goals.

Contact us today to embark on a journey towards enhanced landlord-tenant interactions.