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Own a Rental Property? These are the Best Ways for a Tenant to Contact You

Kennesaw Tenant in His Rental Home Talking on the Phone

When renting a single-family rental property, your tenants must have a convenient way to contact you. This is not just ideal for keeping an eye on your valuable property, but it can also help you maintain a good relationship with your tenant. At the same time, there are reasons not to give your tenants your personal phone number and email, not least of which is the temptation for the tenant to abuse the privilege. And that’s why, which are the best ways for tenants to contact you? Let’s consider some of the most excellent practices for tenants to get in touch with their landlords or Kennesaw property owners as recommended by professionals.

Phone and Email

At the least amount, you should have a dedicated phone line and email for your rental property business. This is true whether you have one rental property or a dozen. A phone number and email are the most professional way for tenants to contact you. Having a dedicated phone and email can ensure that all communications are routed through the proper channels, that communications are documented, and that nothing is dropping through the cracks.

Emergency Maintenance Line

Another essential communication tool to put into place is an emergency maintenance line your tenants can call after regular office hours. This line should be answered by a live person, not a recording, and it must be clear to the tenant that this is an emergency line only. This will help guarantee that tenants only use this line for emergencies and that they realize there may be additional charges for using this service.

Tenant Portal

Another great way to stay in touch with your tenants and ensure all communications are sent through proper channels is to set up a tenant portal. A tenant portal is an online system that allows tenants to submit non-emergency maintenance requests, pay rent, and contact you all in one place. A tenant portal is designed especially for property owners and landlords, and most allow you and your tenants to send messages and information back and forth. By utilizing a tenant portal, you can stay organized and make sure that all communications are properly documented.

Social Media

If you are comfortable using social media to promote your rental properties, you may also want to consider using it as a way to communicate with your tenants. This is a great way to provide tenants with updates on maintenance, changes to the property, or any other important information. They can also ask questions and permit you to respond to concerns. If you decide to use social media for tenant communication, be sure to use a private messaging system or private page so that your conversations are not made public.

Set Clear Boundaries

Communicating effectively with tenants might require more than one form of communication. But no matter which options you choose, it’s important to set clear ground rules about when and why your tenant should contact you. It would help if you also had clear, pre-determined consequences for when tenants try to go around your rules. One of the best things you can do is to model and encourage respectful communication and consistently enforce your boundaries. By being clear about your expectations, you can help ensure that communications with your tenant are appropriate and sent through proper channels.


The bottom line is that no matter which method or combination of methods you choose for tenant communication, it’s important to be professional, consistent, and clear-cut. Another great way to handle tenant communications is to hire a professional property management company like Real Property Management East Cobb to do it for you. Contact us online to learn more about our tenant portal and other professional property management tools.

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