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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in Salem Apartment Smiling at a SmartphoneGood communication is a key component of the tenant-landlord relationship. Rental property management is based on a foundation of trust and good relationships with others. When implemented right, effective communication can help you grow your bottom line while helping you minimize your liability. But tenant relations and communication skills do not always happen instantly. For several Salem rental property owners, to master these skills, they usually need to be practiced over time. To reduce liability and promote tenant relations, here are a couple of fundamental measures that work with any approach to managing rental properties.

1.   Make Yourself Available

Probably the best method to encourage effective communication between yourself and your tenants is to inform them that you can answer their calls and questions. It’s vital to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By conducting frequent conversations with your tenants, you are more likely to determine developing maintenance and repair issues early on, as well as any other potential risks. As follows, you can minimize liability proactively and avoid unnecessary confrontations after some time.

2.   Offer Multiple Ways to Communicate

Today’s communications landscape offers a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant. Therefore, it’s vital to get to know your tenant and provide them more than one way to communicate with you. For some tenants, a simple phone call or email may work best. Others may be more likely to talk to you via text or another messaging platform. Notwithstanding which method you want, make certain to document your communications and follow any applicable laws when your communications involve the lease or legal issues.

3.   Keep It Positive

One of the main reasons various tenants avoid talking to their landlord is that such conversations are usually negative. Numerous landlords only call their tenants when there is a problem, which causes the tenant to develop negative associations with their landlord, justified or not. To avoid this situation and encourage effective communication with your tenant, try to communicate positive information to them as often as could be expected. Give them updates on property renovations or repairs, or inform them about fun local events. In this way, when you need to deal with more serious matters, your tenants will be more ready to listen and respond.

4.   Build Trust

In the tenant-landlord relationship, it’s worth noting that building trust works on both sides. You might not just 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 them and their time with respect. Perform minor, respectful gestures such as delivering 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 Salem property owner and landlord, minimizing liability is always a problem. However, with effective communication with your tenants, you can surely manage the risks and build a positive professional relationship with those renting your home. Obviously, communicating with tenants includes time and consideration, as well as a willingness to be open around the clock. If you have other obligations, you could consider hiring a property management company like Real Property Management Colonial to conduct tenant relations for you. We make communications quick and simple, which your tenants are sure to appreciate. Moreover, you’ll free up your time for your other important tasks. Contact us online today or give us a call at 540-595-7411.

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