In the ever-evolving landscape of landlord-tenant interactions, effective communication stands as the cornerstone of a successful rental experience. With the rise of digital communication, you may find yourself at a crossroad: should you rely on the formality of emails, the immediacy of text messages or the  phone calls? 

Each method carries its own set of advantages and considerations, shaping the dynamics of how landlords and tenants interact. In this article, we will look into the variations of communication, exploring the pros and cons of emails, texts and calls.

Reasons To Communicate Your Tenants Through Email 

Communicating with tenants through email is a highly effective method for landlord-tenant interactions. The following are the reasons why communicating with tenants through email is advantageous for landlords:

  • Documentation: Communicating via email provides you a written record of all interactions and the documents like rent receipt with the tenants. It creates a record that you can reference in case of any potential disputes or legal issues, protecting both you and tenants.
  • Convenience: Emails allow tenants to read and respond at their convenience. This flexibility is helpful for non-urgent matters, allowing tenants to address according to their schedule.  
  • Efficiency: Emails offer a quick and efficient way to convey important information. You can send rental invoices, lease renewals or official notices instantly, ensuring that crucial information reaches tenants accurately.


  • Professionalism: Email communication adds a professional touch to interactions. It ensures that information is conveyed clearly, creating a formal channel for the discussion of important matters.
  • Organization: Landlords can categorize and archive emails, making it easier to keep track of different conversations. This organizational benefit simplifies reference and helps landlords stay organized.
  • Privacy and Security: Email provides a secure platform for sharing sensitive information. Personal and private details can be exchanged securely, ensuring the confidentiality of communications between landlords and tenants.

Reasons To Communicate Your Tenants Through Texts

As a landlord, you can also communicate with tenants through text messages as it offers benefits such as instant delivery, high open rates, concise messaging and many more. Here’s a breakdown of why communicating with tenants through text messages can be advantageous compared to email or phone calls:

  • Instant Delivery: Text messages are delivered instantly, ensuring immediate communication without the potential delays associated with emails or missed calls.
  • High Open Rate: Text messages have a significantly higher open rate compared to emails. Tenants are more likely to read a text message quickly, making it an effective way to convey urgent or time-sensitive information.
  • Concise and Direct: Text messages require you to be concise in your message due to character limits, encouraging clear and direct communication. This often leads to a focused exchange of information.


  • Mobile Accessibility: Most people carry their phones with them everywhere, making text messages an accessible mode of communication for both landlords and tenants.
  • Read Receipts: Many text messaging platforms provide read receipts, providing assurance that the information has been received and acknowledged.
  • Engagement: Text messages are often perceived as more personal, leading to higher engagement rates. Tenants are more likely to respond promptly to a text message compared to an email, fostering an efficient two-way communication.
  • Emergency Situations: For urgent matters such as maintenance emergencies or security issues, text messages allow landlords to quickly reach tenants, ensuring swift response and action.
  • Less Intrusive: Text messages are less intrusive compared to phone calls as they can respond at their convenience.

Reasons To Communicate Your Tenants Through Calls

Using phone calls to communicate with tenants is a valuable method for you as a landlord to interact with tenants, especially for urgent matters. Here’s a breakdown of why communicating with tenants through phone calls can be advantageous:

  • Immediate Response: Phone calls allow for real-time communication, enabling landlords to receive immediate responses and address urgent matters of maintenance promptly.
  • Clarity: Verbal communication can help avoid misunderstandings as tone and intent are clearer in spoken conversation than in written messages.
  • Complex Issues: For complex issues, phone calls allow for a more in-depth conversation where both parties can ask questions and seek clarifications effectively, fostering a positive landlord-tenant relationship.


  • Emergency Situations: In emergencies such as fire, flood, or security concerns, phone calls ensure immediate attention and action, making them essential for urgent situations.
  • Legal Documentation: Some jurisdictions recognize verbal agreements made over the phone as legally binding. While it’s crucial to follow up with written documentation, phone calls can initiate important agreements.
  • Cultural Differences: Some tenants might prefer phone calls over written communication due to social norms and customs. Adhering to these preferences can enhance the landlord-tenant relations.

Final Verdict

The central idea of interacting with tenants is not about choosing one method of communication over the other, but rather about striking a balance between them. As a landlord, you should recognize the value in all three communication methods and employ them strategically.

Emails can be used for official records whereas texts can be helpful for urgent matters and quick updates. Furthermore, calls are beneficial for fostering positive landlord-tenant relationships and discussing important issues promptly.

By embracing the strengths of emails, texts, and calls, you can create a holistic approach that ensures timely and clear interactions with your tenants. Our team at Blue Door Realty will help you make a choice that is best for your tenant interactions along with offering other property management services.

Contact us today to learn more!