How can a property management company reach its tenants faster?

The short answer.

A property management company reaches its tenants faster when it uses the right channel for each type of message and keeps the message short. Urgent things go to the phone, documents go by email, legal matters go by letter. With one mobile number per tenant and their consent, you even reach tenants who never pick up the phone.

Which channel fits which message?

For building notices, appointments and letters, you don't need one channel, you need a fixed assignment. This overview is based on experience and is not a study.

Why do property managers reach their tenants so poorly?

Tenants can be reached, just not where the property manager is looking. During the day they're at work, the post sits in the mailbox, the notice hangs in the stairwell and nobody looks at it. On top of that, every channel is good for something different. A letter about the water being shut off tomorrow morning can't take three days to arrive.

When tenants don't respond, it's usually the channel, not the tenants. That's good news, because you can change the channel.

What helps a property manager right away to reach tenants faster ?

Five things you can do without new software. They come from experience and are recommendations.

First: Collect every tenant's mobile number and ask how they prefer to be notified. Second: Put the most important sentence at the start: what's happening, when, and what does the tenant need to do? Third: Always name exactly one contact person with a direct number. Fourth: Also take a photo of the notice once it's up, so you can prove it later. Fifth: Set up building groups, for example by property and entrance, so not everyone gets every message.

How do you announce tradespeople and appointments so tenants don't miss them?

Announce every appointment twice: once well in advance and once the day before. Give the day, the time window and what the tenant should prepare, for example access to the flat or clear radiators. A short sentence at the end about whom the tenant should contact if they can't make it saves you calls later.

Keep time windows as narrow as possible. Someone who knows the tradesperson is coming between 9 and 12 is more likely to stay home than if you just say "in the morning".

When is WhatsApp marketing worth it for property management?

WhatsApp is worth it for property management when you regularly need to send the same notices to many tenants and they should be read quickly. Then you send a newsletter with SmartChat to all contacts who have agreed. Without consent you don't send: the tenant signs up themselves and confirms once, briefly.

This is what a notice about a tradesperson visit looks like. Name, date and times are examples.

Sending costs no credits with SmartChat. Anyone who doesn't want messages anymore writes STOP. Learn more on the page WhatsApp newsletter and on the page for property managers.

How do you get the consent of your tenants?

You ask before you send. Put a QR code in the hallway or in the welcome letter, so the tenant can sign up themselves and confirm once. Only those who have confirmed get messages. This applies to new tenants just as much as to existing ones.

Say clearly what the messages are for: appointments in the building, notes about heating or rubbish. No advertising. People who know that are more likely to sign up.

What mistakes do property managers make in tenantcommunication?

The most common mistake is sending everything to everyone. Then tenants soon stop reading anything. The second is a long text with no clear task. The third is not saying who replies when the tenant has questions.

Split your messages into a few fixed types: appointment in the building, note on usage, letter with a deadline. That way the tenant can tell from the first line whether they need to act.