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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in Holbrook Apartment Smiling at a SmartphoneGood communication is a key component of the tenant-landlord relationship. Rental property management is built on a foundation of trust and good relationships with others. When conducted correctly, effective communication can help you grow your bottom line and help you minimize your liability. But tenant relations and communication skills do not always happen instantly. For numerous Holbrook rental property owners, to master these skills, they regularly should be practiced over time. To reduce liability and promote tenant relations, here are several easy ideas that can be used with any approach to managing rental properties.

1.   Make Yourself Available

One of the ideal approaches to encourage effective communication between yourself and your tenants is to tell them that you can answer their calls and questions. It’s critical to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By conducting regular conversations with your tenants, you are more able to become knowledgeable with developing maintenance and repair issues early on, as well as any other potential risks. In that manner, you can minimize liability proactively and avoid unnecessary confrontations in the future.

2.   Offer Multiple Ways to Communicate

Today’s communications landscape contains a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant. For this reason, it’s important to become familiar with your tenant and offer them more than one way to communicate with you. For a few tenants, a simple phone call or email may suffice. You might find others are more likely to talk with you through text or another messaging platform. Whatever method you prefer, don’t forget 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 big reasons many tenants avoid talking to their landlord is that such conversations are often negative. Numerous landlords only approach 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 regularly as needed. Offer them updates on property renovations or repairs, or give them updates about fun local events. This way, when you do need to discuss more serious matters, your tenants will be more willing to listen and respond.

4.   Build Trust

In the tenant-landlord relationship, it’s vital to bear in mind that building trust works for both parties. Not only should you 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. Make small, respectful gestures like delivering lots of advance notice for maintenance visits and inspections and being honest with your tenant when they ask questions. This way, you also encourage them to help you keep close tabs on your valuable investment.


As a Holbrook property owner and landlord, minimizing liability is always a worry. But with effective communication with your tenants, you can efficiently manage the risks and build a positive professional relationship with those renting your home. Certainly, communicating with tenants needs time and effort and an eagerness to be available around the clock. If you have other obligations, you could consider hiring a property management company such as Real Property Management Landmark to manage tenant relations for you. We make communications hassle-free, 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 516-522-2859.

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