Good communication prevents problems, builds relationships, and makes property management smoother for everyone.
Communication Principles
Be Responsive
- Acknowledge messages within 24 hours
- Set expectations for response times
- Use automated acknowledgments
- Follow up on pending issues
Be Clear
- Use simple language
- Avoid jargon
- Confirm understanding
- Put important things in writing
Be Professional
- Stay calm in difficult situations
- Avoid emotional responses
- Document all communications
- Maintain boundaries
Be Proactive
- Inform about planned maintenance
- Share relevant building updates
- Provide advance notice
- Anticipate questions
Communication Channels
Best for:
- Formal communications
- Documentation needs
- Detailed information
- Non-urgent matters
Phone/WhatsApp
Best for:
- Urgent issues
- Complex discussions
- Personal touch
- Quick clarifications
Tenant Portal
Best for:
- Service requests
- Document sharing
- Payment tracking
- General announcements
Common Communication Scenarios
Rent Reminders
- Send before due date
- Be firm but polite
- Reference contract terms
- Provide payment options
Maintenance Updates
- Acknowledge the request
- Provide timeline
- Update on progress
- Confirm completion
Building Announcements
- Give advance notice
- Be clear and concise
- Answer FAQs proactively
- Provide contact for questions
ProperLE centralizes all tenant communications in one platform with complete history and tracking.