Establishing effective communication between landlords and tenants is essential for fostering a constructive and fruitful rental relationship. In today’s digital age, landlords have multiple avenues to reach out to their tenants, including email, text messaging, and phone calls. 

Each method has its advantages and considerations, and choosing the right one can enhance landlord-tenant interactions and streamline property management processes.

Phone Call

Phone calls offer direct and immediate communication, making them ideal for urgent matters such as maintenance emergencies, lease discussions, or resolving disputes. They allow for real-time interaction, enabling landlords to address concerns promptly and clarify any misunderstandings.

Best Practices

When calling tenants, it’s essential to be concise and respectful of their time. Prepare an agenda beforehand to ensure you cover all necessary points efficiently. Always identify yourself and the purpose of your call to establish transparency and trust.

  • Choose the Right Time: Respect your tenants’ schedules by avoiding early mornings, late evenings, or weekends for non-emergency calls. Opt for reasonable hours to ensure convenience and respect for personal time.
  • Be Patient and Understanding: Acknowledge that tenants may be busy or unavailable to answer immediately. Leave polite voicemails and refrain from excessive calling, allowing them time to respond at their convenience.


  • Listen Actively: Demonstrate respect and empathy by attentively listening to your tenants’ concerns or feedback. Validate their feelings and perspectives to build rapport and foster effective communication.

The Legality of Phone Conversations in Tenant Relations

In most jurisdictions, phone conversations between landlords and tenants are legally permissible, but it’s advisable to document important discussions through follow-up emails or written notices to avoid misunderstandings or disputes in the future.


Email provides a written record of communication, making it invaluable for documenting lease agreements, rent notices, or maintenance requests. It offers the convenience of asynchronous communication, allowing tenants to respond at their convenience while providing landlords with a traceable trail of correspondence.

Best Practices

When sending emails to tenants, ensure clarity and professionalism in your communication. Use concise subject lines and clearly outline the purpose of the email in the body. Include relevant attachments, such as lease agreements or maintenance guidelines, and encourage tenants to acknowledge or respond for confirmation.

  • Clarity and Professionalism: Maintain clarity and professionalism in your email communication with tenants. Use email subject lines that reflect your message. In the body of the email, clearly outline the purpose of the communication and provide all necessary information in a professional tone.


  • Include Relevant Attachments: When applicable, include relevant attachments such as lease agreements, maintenance guidelines, or important notices. Ensure that these attachments are clearly labeled and easily accessible within the email. This helps to provide additional context and ensures that tenants have access to important documents.
  • Encourage acknowledgment or response: Prompt tenants to confirm receipts or reply to the email. This helps to confirm that the message has been received, acknowledged, and understood. Encouraging these interactions also fosters a sense of accountability and reinforces the importance of timely communication between landlords and tenants.

The Legal Validity of Email Notifications as Written Documentation

Email communications are generally recognized as legally binding documentation in tenant relations, provided they meet the requirements of the lease agreement and local tenancy laws. However, landlords should be mindful of privacy regulations and refrain from disclosing sensitive information via email without tenant consent.

Text Messages

Text messaging offers a convenient and informal means of communication that resonates with many tenants, especially younger demographics. It’s ideal for sending quick updates, reminders, or scheduling appointments, as it’s likely to be read promptly by recipients.

Best Practices

When initiating text communication with tenants, respect their privacy and obtain consent beforehand if not previously agreed upon in the lease agreement. Keep messages brief and to the point, avoiding sensitive topics or discussions better suited for phone calls or emails.

  • Respect Privacy and Obtain Consent: Before initiating text communication with tenants, respect their privacy by obtaining consent if it’s not already established in the lease agreement. Ensure that tenants are comfortable receiving text messages from you and adhere to any preferences they may have regarding communication methods.


  • Keep Messages Brief and Relevant: Text messages should be concise and focused on conveying important information or updates. Avoid lengthy or unnecessary messages, and stick to the point to ensure clarity and effectiveness. Save detailed discussions or sensitive topics for more appropriate communication channels like phone calls or emails.
  • Timing and Frequency: Be mindful of the timing and frequency of your text messages to avoid causing inconvenience or disruption to your tenants. Send messages during reasonable hours and limit communication to essential matters to respect their time and boundaries. Avoid bombarding tenants with excessive texts, as this may be perceived as intrusive or bothersome.

The Legal Standing of Text Notifications as Written Records

While text messages may serve as informal records of communication, they may not always hold the same legal weight as formal written notices or emails. Landlords should use texts judiciously and supplement important communications with official written documentation when necessary.

Bottom Line

The type of communication and the preferences of both parties will determine the most effective manner to interact with tenants. For urgent situations, phone calls are best; for formal documentation, emails are best; and for short updates, text messages are best. 

Effective communication, however, demands clarity, deference, and adherence to legal principles in addition to the medium. Keyrenter Richmond provides extensive property management solutions customized to suit landlords’ requirements. Our experienced team understands the importance of clear communication in fostering positive landlord-tenant relationships. 

Through our advanced technology platforms, we facilitate seamless communication channels, including email, text, and phone support, ensuring timely and efficient correspondence with tenants. 

With Keyrenter Richmond, landlords can trust that their properties are managed professionally, with communication strategies that prioritize transparency and tenant satisfaction. Contact us today to get started