Clear Communications: Key to a Hassle-Free Landlord-Tenant Relationship

Being a landlord is hard, even harder if you don't know how to communicate well.

When communicating with tenants, I make my initial statement as straightforward as possible to prevent follow-up questions or misunderstandings. Here's a typical example where I want to schedule a walk-through inspection of an apartment.

"Hi, John. Is it OK if I schedule an inspection soon?"

It's friendly, but it's vague. The way my question is phrased seems to imply the tenant has the authority to reject my request. We'll have to engage in several back-and-forth messages to determine a day or time. Here's a better way:

"Hi, John. Per Wyoming law, I am giving notice that we will inspect your apartment on January 10th at 9:00 am. Your presence is welcome but not necessary. Please ensure I have access to every space, including closets. Per the lease, your dog will need to be kenneled, under your control, or removed from the property for approximately 20 while I complete the inspection. If you have any questions, please get in touch with me at nathan@rentcody.com"

See the difference? In this version, I gave notice rather than ask for permission. I'm specific in my date, time, and duration. The tenant knows what is expected of them. By including enough detail and using the proper tone, I can head off many questions, arguments, or misunderstandings.

To improve communication with tenants:

• Be concise and direct

• Use simple language

• Confirm their understanding by asking questions

• Leverage tools like email or checklists to support clarity

Landlord-Tenant communication takes practice, and there's much more to it than I can address in this post. Check out my book, The DIY Landlord, for more tips on communicating effectively with tenants while protecting your property, income, time, and sanity.