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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in Columbia 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 great relationships with others. When done correctly, effective communication may allow you to grow your bottom line while helping you minimize your liability. But tenant relations and communication skills do not always come automatically. For several Columbia rental property owners, to master these skills, they commonly need to be practiced over time. To reduce liability and promote tenant relations, here are some easy guidelines that may be used with any method to managing rental properties.

1.   Make Yourself Available

One of the ideal methods to encourage effective communication between yourself and your tenants is to inform them that you can answer their calls and questions. It’s imperative to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By having regular conversations with your tenants, you are more likely to learn about developing maintenance and repair issues early on, as well as any other potential risks. In this way, you can minimize liability proactively and avoid unnecessary confrontations afterward.

2.   Offer Multiple Ways to Communicate

Today’s communications landscape gives a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant. Consequently, it’s critical to get to know your tenant and offer them more than one way to communicate with you. For many tenants, a quick phone call or email may work best. You might find others are more willing to engage with you through text or another messaging platform. No matter which method you choose, be sure 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 most tenants avoid talking to their landlord is that such conversations are usually negative. Many landlords only ever 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 often as you can. Send them updates on property renovations or repairs, or share an update about fun local events. This way, when it comes time to tackle 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 understand that building trust works both ways. Not only do you want to 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 such as providing lots of advance notice for maintenance visits and inspections and being honest with your tenant when they ask questions. In this way, you also encourage them to help you keep close tabs on your valuable investment.


As a Columbia property owner and landlord, minimizing liability is always a priority. But with effective communication with your tenants, you can better manage the risks and build a positive professional relationship with those renting your home. Indeed, communicating with tenants requires time and resources, as well as a dedication to be reachable around the clock. If you have other commitments, you could try hiring a property management company such as Real Property Management Metro to manage tenant relations for you. We make communications simple and efficient, something your tenants are sure to appreciate. In addition, you’ll free up your time for your other important tasks. Contact us online today or give us a call at 410-290-3285.

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