Property Management Blog

Best Ways To Communicate With Tenants: Email, Text, or Call?

System - Wednesday, February 28, 2024
Property Management Blog

Clear and effective  communication is essential for successful landlord-tenant relationships. As a landlord, determining the most appropriate mode of communication with tenants can significantly impact not only your efficiency but also the satisfaction and retention of your renters.

With the rise of digital communication channels, landlords are often faced with the dilemma: Should I call, email, or text my tenants? 

This article by Foothills Properties will help you understand the advantages and drawbacks of all the communication methods, streamlining communication and fostering positive interactions between you and your tenants.

Email: The Versatile Workhorse of Communication

Email has long been a staple in business communication, and its versatility makes it a popular choice for landlord-tenant correspondence. Here are the reasons why you should use email as a form of communication:

  • It’s formal: One of the primary advantages of using email is its ability to convey detailed information in a formal manner.

  • You can attach documents: You can use email to send important documents such as lease agreements, rent invoices, and notices of maintenance or policy changes.

  • It provides a trail of your correspondence: Email provides a written record of communication, which can be invaluable in resolving potential disputes. Tenants can refer back to emails to review important information or instructions, reducing the likelihood of miscommunication.


However, despite its many advantages, email does have the following limitations:

  • It may not be read immediately: Unlike phone calls or text messages, emails may not be as immediate, and tenants may not check their email frequently.

  • It can get lost in the inbox: Important messages can sometimes get lost in overflowing inboxes, leading to delays in response times. Therefore, while email is an excellent tool for sending formal communications enhancing your landlord-tenant relations, it may not always be the best choice for urgent matters or time-sensitive issues.

Text Messages: The Convenient and Instantaneous Option

In a world where almost everyone has smartphones, text messaging has emerged as a preferred method of communication for many landlords and tenants alike. Here are the benefits of sending text messages to communicate with your tenants:

  • It’s almost immediate: Text messages offer the advantage of immediacy, allowing you to reach tenants quickly and efficiently, particularly for urgent matters such as maintenance emergencies or last-minute schedule changes.

  • You can expect replies faster: Text messages are more likely to be read promptly, making them an ideal choice for sending brief reminders, follow-ups, or quick updates.

However, while text messages are convenient, they may not be suitable for all types of communication. Here are the drawbacks of using text as a form of communication:


  • It’s informal: Texting lacks the formality of email and may not be appropriate for conveying complex information or discussing sensitive matters.

  • It can easily be misinterpreted: There is a risk of misinterpretation or misunderstanding due to the brevity of text messages, potentially impacting your landlord-tenant relations.

Phone Calls: The Personal Touch

Despite the proliferation of digital communication channels, the traditional phone call remains a valuable tool for landlord-tenant communication. Here are some reasons why you should consider calling your tenants instead:

  • It’s real-time: Phone calls offer the advantage of real-time interaction, allowing landlords to address concerns or answer questions immediately, fostering stronger landlord-tenant relationships.

  • It’s more clear: Phone calls help you convey tone and emotion more effectively than written communication, reducing the likelihood of misunderstandings or misinterpretations.

  • It’s an open communication where you can get immediate feedback: You can use phone calls to discuss sensitive issues or negotiate terms more effectively than through email or text.

However, phone calls also have their drawbacks, including:

  • It requires mutual availability: They require both parties to be available at the same time, which can be challenging to coordinate, especially if tenants have busy schedules.

  • Not everyone likes to receive calls: Phone calls may not be as convenient for tenants who prefer asynchronous communication or have hearing impairments.

Choosing the Right Communication Method

Ultimately, the best communication method depends on the nature of the message and the preferences of both landlords and tenants. 


For formal communications or documents requiring a written record, email is often the preferred choice. Text messages are ideal for quick updates or urgent matters that require immediate attention. 

Phone calls, meanwhile, are best suited for personal interactions or discussions that may benefit from real-time dialogue.

As a landlord, you can leverage the strengths of each channel to ensure that your messages are received and understood by tenants. Additionally, you should strive to communicate clearly and be responsive to tenant inquiries and concerns, demonstrating a commitment to excellent customer service.


Effective communication is essential for maintaining positive landlord-tenant relationships. By choosing the right communication method for each situation and adhering to best practices, you can foster clear, open, and respectful dialogue with their tenants.

As a landlord, knowing how to communicate well with tenants is crucial to keep them satisfied. If this is something that you are not equipped to do on your own, it’s best to work with a professional property management company that can handle these communication requirements on your behalf. 

If you need help managing your rental properties, call our experts at Foothills Properties and we will be happy to assist you!