Tenant communication tips for a smooth year

Prevention is far better than cure and, when it comes to avoiding tenant-related heartache, good communication can be the key. Read on for 10 top tips for a smoother ride in 2026… 

Experience shows that clear, consistent communication plays a big role in maintaining good tenant relationships and protecting your investment. While landlord insurance provides an important safety net, strong communication can help prevent issues from arising in the first place and keep everything running smoothly. 

Tip #1… Start as you mean to continue.  

If you are welcoming new tenants this year, you have the ideal opportunity to set the tone and establish expectations early. If you already have tenants in place, a new year is still a good time to regroup and reset. The lease agreement sets out rules, responsibilities and procedures, but it is often a good idea to reinforce and add to them with an informative welcome pack for new tenants or a New Year’s greeting with handy reminders for existing tenants. 

Tip #2… Pay attention to the relationship.  

No relationship is ‘set and forget’. Putting effort into the relationship with your tenant can pay big dividends. It promotes honesty and transparency and tenants are more likely to let you know if there is a maintenance issue that needs fixing, or if they are having problems meeting their rental payments. Having the heads up means you can start managing the situation before it becomes more serious. 

Tip #3… Be clear and timely.  

Even in a tight rental market, long-term tenants can be incredibly valuable. When communication is clear, timely and respectful, especially around inspections, maintenance, or anything that needs a tenant’s input, it helps build goodwill and makes day-to-day management easier for everyone involved. Responding to a tenant’s communication and concerns, including prompt action on emergency repairs, urgent repairs and other maintenance, is also critical – delays can jeopardise your property and may also jeopardise your insurance cover.  

Tip #4… Choose your channel.  

In a country where Datareportal's Digital 2025 report tells us there were a total of 34.4 million cellular mobile connections active in Australia in 2025 (yes – 128% of the total population), it is not surprising that the business and personal use of SMS and social platforms like WhatsApp is on the rise. But it is not always appropriate. Talk to your tenant about what communication is most convenient for them, and make the most of technology, but also consider when a phone call (usually followed up in writing), an email or letter, or an in-person conversation (also followed up in writing) may be the best option. Having a ‘paper trail’ can be helpful if there is a future dispute or misunderstanding and, for some purposes, a formal notice may be required (such as when  evicting a tenant.)   

Tip #5… Stay ahead of the game – be proactive.  

When it comes to rental properties, fewer surprises usually make for smoother outcomes. Having a good sense of how your tenant and property are tracking can help you spot potential maintenance issues early, stay on top of repairs, and reduce the risk of rent or compliance problems. 

Regular property inspections are a great opportunity to do just that. They allow you to identify current or emerging issues and create space for a face-to-face conversation with your tenant, where concerns can be raised and discussed constructively. Following up in writing helps keep everyone aligned and provides clarity around any agreed next steps. 

Tip #6… Be contactable.  

The festive season break may be over, but Easter is fast approaching so start thinking now about how to keep your lines of communication open through holiday periods. Being contactable at any time (within reason) is important and a key part of keeping your property holiday-safe. If you are not going to be available, make sure tenants have an alternative contact.  

Tip #7… Set boundaries – for you and your tenant.   

Sometimes landlords rent to family or friends, or just ‘click’ with new tenants who soon become mates. But when it comes to business – and renting your investment property is business – it is wise to keep the boundaries clear and all professional processes in place. Property managers can be the perfect buffer in such circumstances, helping protect your property and your friendship!  

Tip #8… Know your rights and responsibilities.  

Being a landlord comes with a number of legal obligations and responsibilities, headlined by a series of minimum standards and an obligation to provide a safe and habitable premises for tenants. There have also been some critical changes to legislation in the last few years that update tenant rights about matters including rent increases, keeping pets and breaking leases. Landlord insurance too, comes with obligations including attending to maintenance, repairs and, in the case of an incident, preventing further loss.   

Tip #9… Keep good records.  

If a tenant and landlord are communicating well and fulfilling their obligations in a spirit of goodwill, it is unlikely there will be a serious dispute. However, even the best of tenants and landlords can have misunderstandings, or a change in circumstance may trigger a problem you never envisaged. Good record keeping – receipts, correspondence, texts, notes of phone calls, photographs – can be a lifesaver, or at least save the ‘he said, she said’ grief when it comes to compliance and resolving disputes. 

Tip #10… Value your property manager.  

Managing a rental takes time, effort, knowledge and skill. It is not for everyone. A good property manager can make owning an investment property much easier, making sure the property is compliant with legislation and your insurance policy, optimising rental returns and giving you peace of mind and more time in your day. Regular, responsive communication between landlord and property manager makes life easier for everyone.