The Key to Effective Communication With Tenants

Effective communication between landlords and tenants is crucial for maintaining a positive and legally compliant rental relationship. With the advent of various digital communication tools, it’s essential to understand the best practices and legal considerations involved in landlord-tenant communications.

Why Landlords Need to Be Cautious

A recent article on LandlordZONE highlights a legal warning for landlords regarding the use of WhatsApp in rental communications. Property lawyer David Smith cautions that informal exchanges on messaging can inadvertently form legally binding contracts.

This concern stems from a court ruling where a WhatsApp conversation was deemed sufficient to establish a contractual agreement, with one party successfully suing for payment they felt they were owed after negotiating a price on the app.

Smith advises landlords to exercise caution and ensure that any agreements discussed via messaging apps are clearly stated as pending until formalised in a written contract. He also notes potential issues in agency settings where staff changes might lead to missed communications, such as tenants giving notice through WhatsApp, which could go unnoticed if not properly monitored

The Importance of Clear Communication

Establishing clear and professional communication channels from the outset helps in setting expectations, resolving issues promptly, and fostering a respectful relationship. Effective communication builds trust and satisfaction, paving the way for a stronger landlord-tenant relationship. Preferred Communication Methods

While various communication methods are available, each has its advantages and limitations:

●      Email: Widely accepted for formal communications, emails provide a written record of interactions, which can be crucial in case of disputes.

●      Phone Calls: Useful for urgent matters, but it’s advisable to follow up with written confirmation to maintain a record.

●      Text Messages and Messaging Apps: Convenient for quick updates, but may not be suitable for formal communications or legal notices.

It’s important to agree on the preferred communication methods at the start of the tenancy and document this in the tenancy agreement.

Legal Considerations

Certain communications, especially legal notices, have specific requirements.

Service of Legal Notices

In the UK, serving legal notices such as Section 21 or Section 8 requires adherence to specific protocols. While electronic communications are common, there is no general provision for serving legal notices or prescribed documents electronically unless the tenant has given prior written consent. Therefore, it’s advisable to serve such notices in person or via postal services to ensure compliance.  

Record Keeping

Maintaining records of all communications is essential. This includes saving emails, documenting phone calls and keeping copies of any letters sent. Proper documentation can be invaluable in resolving disputes and demonstrating compliance with legal obligations.

Professional Boundaries

While it’s beneficial to maintain a friendly rapport with tenants, it’s crucial to keep the relationship professional. Over-familiarity can lead to blurred boundaries and potential complications. Maintaining a professional distance helps in managing the landlord-tenant relationship effectively.

Get Help Creating Effective Communication With Tenants

Executive Property Management Solutions helps carry out effective communication with tenants by looking after your property management, tenancy renewals and other aspects of your tenancies. Contact us today to find out more.