Communication between property managers or landlords and renters is a critical piece of the puzzle for harmonious living in an apartment community or homeowner’s association. Communication, including how it occurs, when it occurs, and how informative it is, can mean the difference between a rocky relationship and a productive one.
Whether you are a traditionalist and like to use “snail mail” as your form of communication or you have made the leap to the digital world, your communication should be timely, regular, and filled with useful information. 
When To Communicate
It’s important to communicate effectively with renters, tenants, or members of your HOA, but it’s also important to know when communication needs to occur. Here are a few examples of when you should be sending out text messages, emails, or posting bulletins.
- The dates and time of capital improvements. This could be roofing, paving, landscaping, HVAC updates, or a host of other major renovations.
- Interruptions or changes in service. This could include regular landscaping tasks being discontinued or changed to a different day.
- Information regarding financial changes to contracts.
- Updates to building or community rules.
- Local news or events impacting the community.
- Reminders for safety.
- Updates or reminders for snow plowing if applicable.
Forms of Communication
When to choose to communicate is one thing, but how you do it is another thing. A good rule is that property managers should use multiple forms of communication in case some renters have an affinity for one form over another. Older renters may not want to text or use an app while younger renters may find email or regular newsletter bog them down.
Here are some options for the methods of communication.
- Software apps can make communication instantaneous and easy with a smartphone.
- Email may be a good choice for more formal newsletters and reminders of things like repairs or maintenance work.
- An updated website with rules, regulations, and a calendar of events/repairs. This is a good way to remind your community when mowing day is or when the amenities (like the pool or clubhouse) will be closed for cleaning.
- A dedicated phone line that is staffed with employees who can field questions, comments, or concerns. This may be a cost-effective way of weeding out issues that are small and can be answered quickly.
- A bulletin board in a common space can be a great place to post news, reminders, and upbeat items. This is not a place to post repairs or individual renters issues.
Having multiple communication channels is a way to ensure that everyone living in your community or building has a method that they are most comfortable using. Communication is the key to having happy (loyal) renters. For more information about our communication visit our website.