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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in Castro Valley Apartment Smiling at a SmartphoneGood communication is a fundamental component of the tenant-landlord relationship. Rental property management is built on a foundation of trust and good relationships with others. Effective communication can help you grow your bottom line and help you minimize your liability when done well but tenant relations and communication skills do not always come naturally. For most Castro Valley rental property owners, to master these skills, they frequently practiced over time or gained by experience. To reduce liability and promote tenant relations, here are a few simple strategies that work with any approach to managing rental properties.

1.   Make Yourself Available

Letting them know that you can answer their calls and questions is one of the effective methods to encourage effective communication between yourself and your tenants. It’s important to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By having usual conversations with your tenants, you are more likely to learn about developing maintenance and repair issues early on, as well as any other potential risks coming. In this manner, you can minimize liability proactively and avoid unnecessary confrontations in the future.

2.   Offer Multiple Ways to Communicate

The communications landscape today proposes a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant, because of this, it’s important to become familiar with your tenant and offer them more than one way to communicate with you. For several tenants, a regular phone call or the email may work best. You might find others are more willing to engage with you through text or another messaging platform. No matter which method you choose, be sure to document your communications and follow any applicable laws when your communications involve the lease or legal issues.

3.   Keep It Positive

Many tenants avoid talking to their landlord is that such conversations are often negative. Several landlords only reach out to their tenants when there is a problem, which causes the tenant to develop negative associations with their landlord, justified or not. In order to avoid this situation and encourage effective communication with your tenant, make an effort to communicate positive information to them as often as you can. Provide them updates on property renovations or repairs, or send them information about fun local events in your place. This way, when you do need to discuss more serious matters, your tenants will be happier to listen and respond.

4.   Build Trust

It’s important to note that building trust works in both directions in the tenant-landlord relationship. Not only do you want to trust your tenant, but they also need to trust you to communicate effectively with you. You can build trust with your tenant by keeping to your word, doing what you say you will do, and delivering promised repairs promptly. You can also encourage their confidence by treating their time with respect. Make small, respectful gestures like giving lots of advance notice for maintenance visits and inspections and being honest with your tenant when they ask questions. In this manner, you also encourage them to help you keep close tabs on your valuable investment.

As a Castro Valley property owner and landlord, minimizing liability is always a concern. But with effective communication with your tenants, you can improve manage the risks and build a positive professional relationship with those renting your home. Of course, communicating with tenants takes time and effort, and a willingness to be available around the clock. If you have other things on your plate, you might consider hiring a property management company like Real Property Management Greater Madison Metro to handle tenant relations for you. We make communications easy and convenient, something your tenants are sure to appreciate. Plus, you’ll free up your time for your other important tasks. Contact us online today or give us a call at 510-398-8704.

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