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Text, Phone, or Email – How Should You Contact Tenants?

Tenant Texting Landlord in Her Bixby HomeGood communication with your tenants is a requisite to being a successful Bixby rental property owner. But with all the different platforms available, how do you determine the best method of communication? Landlords can choose to text, email, and call their tenants. But how do you determine which one to use? The answer does not solely rest on which makes the tenants comfortable and informed. There are also financial and legal aspects that are involved in this.


Many tenants and property owners love the ease and convenience of texting. For just checking in and keeping the lines of communication open with your tenant, texting is the way to go. Different messaging platforms offer more than just texts. Tenants can send photos that help you schedule repairs, and you can reply to them with links and attachments.

There are limitations to texting. One main hurdle is how to track and save your conversations. As a property owner, stay on the safe side by documenting your conversations with your tenant to protect you from disagreements or legal issues. It goes without saying that all messages must be intact since the time you started texting

In addition to saving messages, some tenants may lack the consideration and text you anytime they like. If you use a personal or business cellphone, some tenants may set unrealistic expectations and would get upset if you don’t reply right away. Think about these considerations before you decide to use texting as your medium of communication with your tenants.

Phone Calls

Phone calls to tenants are straight, pleasant, and personal. Nothing can replace the charm of verbal conversation in real-time. By consistently talking to your tenants over the phone, you build a good working relationship with them and thus will be able to communicate your concern for their well-being effectively. Which translates to a longer stay for your tenants in your rental.

As with texting, your phone conversations with your tenants are difficult to document. You will need documentation especially when disputes happen such as when liability issues or sensitive information is discussed. It would also be a hassle since tenants would expect you to answer the phone every time they call. However, if every time they call and your tenants end up in their landlord’s voicemail, they would probably decide to stop calling.


Email offers the advantages of texting and phone calls. It is a relatively convenient method of communication, as most people use and are comfortable with email. Email can document all your conversations with your tenants with ease. The email even allows you to pause, and compose a well-thought-out response to your tenant’s question or complaint. It is very easy to send documents and other attachments through email and these are date-and-time stamped. All this data is essential for record purposes.

But compared to texting, email is slow and some tenants do not find it convenient to use. Some people may not use an email that much and chances are, they might not have checked their inboxes for a long time. Also, a warm and friendly tone won’t be easy to achieve through email.

Whatever methods you choose, you must remember that tenant communications should be frequent, friendly, secure, and properly documented. Finally, it is best to discuss with your tenants which communication methods you both like and will use frequently.

Tenant communication can be a challenging aspect of owning rental properties in Bixby. But Real Property Management Tulsa can help! Don’t stress out. We can contact tenants for you and we make sure that your tenants get the best care available. That leaves you with a lighter schedule and a night of relaxing sleep. For more information, contact us online or call us at 918-532-7020.

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