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Tenant Relations: 4 Ways You Can Minimize Liability Through Communication

Couple in Douglaston Apartment Smiling at a SmartphoneGood communication is a key component of the tenant-landlord relationship. Rental property management is established on a foundation of trust and positive relationships with others. When applied correctly, effective communication may help you grow your bottom line and helping you minimize your liability. But tenant relations and communication skills do not automatically happen. For many Douglaston rental property owners, to master these skills, they often should be practiced over time. To reduce liability and promote tenant relations, here are some simple ideas that can be implemented with any approach to managing rental properties.

1.   Make Yourself Available

One of the best approaches to encourage effective communication between yourself and your tenants is to let them know that you can answer their calls and questions. It’s important to demonstrate a willingness to respond to them when they reach out, encouraging them to communicate more honestly and more often. By having consistent conversations with your tenants, you are more likely to find out 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 later on.

2.   Offer Multiple Ways to Communicate

Today’s communications landscape contributes a wide variety of methods to encourage frequent, effective communication between a landlord and your tenant. For that reason, it’s imperative to get to know your tenant and give them more than one way to communicate with you. For a few tenants, a phone call or email may work just fine. You might find others are more interested in interacting with you through text or another messaging platform. Whatever method you use, 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 chief factors why most tenants avoid talking to their landlord is that such conversations are usually negative. Several landlords only ever speak to 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 regularly. Give them updates on property renovations or repairs, or inform them about fun local events. Therefore, when you need to talk about more serious matters, your tenants will be more willing to listen and respond.

4.   Build Trust

In the tenant-landlord relationship, it’s critical to note that building trust works in both directions. 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. Conduct small, respectful gestures like giving lots of advance notice for maintenance visits and inspections and being honest with your tenant when they ask questions. This way, you also encourage them to help you keep close tabs on your valuable investment.


As a Douglaston property owner and landlord, minimizing liability is often a concern. However, with effective communication with your tenants, you can efficiently manage the risks and build a positive professional relationship with those renting your home. Of course, communicating with tenants involves time and energy, as well as a commitment to being approachable around the clock. If you have other duties, you could consider hiring a property management company such as Real Property Management Innovation to deal with the tenant relations for you. We make communications quick and easy, something your tenants are sure to appreciate. Also, you’ll free up your time for your other important tasks. Contact us online today or give us a call at 516-570-9275.

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