Strategic Use of Memos to Manage Tenants

Update on “Best Real Estate Investing Blog” Contest

The results are in for the Best Real Estate Investing Blog Contest, and while I did not win, I took the loss in stride, with a minimal of gratuitous moping and whining.

I want to express my heartfelt gratitude to all of you who voted for my blog. Thank you for your support!

Congratulations to Susan Lassiter-Lyons at The Investor Insights for winning the blog contest!

Memos and Tenants

A light, tender, sensitive touch is worth a tone of brawn.

–Peter Thompson

As I mentioned in an earlier post, when we hear our tenants humming “Stairway to Heaven” that’s a sign that they may be  they ready to move on.

However, my wife and I do everything in our power to keep them from ever even consider moving. We want them to stay forever! It’s the best way to keep our business operating smoothly and profitably.

In the rental house business, we use a light touch when communicating with tenants. A phone call is good when you need to quickly get in contact with your tenant, but if it’s not an urgent matter, our preferred means of communication with tenants is by sending them memos by regular mail.

Use the low-key approach

For example, if the tenant is not keeping up the yard work around their rental property, as agreed upon in the rental contract, we will write them a note in a calm and respectful manner identifying the problem. We may make a reference to the section of the contract that requires them to keep up the yard (but only if they are a repeat offender), and describe what needs to be performed to meet the terms of the agreement.

A phone call could easily put them in a defensive position, and turn into a heated conversation, which is the last thing we want. With a memo, the tone stays calm and the point gets made. And, we have a written record of what we have told them that we keep in the tenant’s file folder.

Keeping tenants informed

We keep our tenants informed about activities that we have planned for their property. We will usually call and let them know well ahead of time if we plan to do some preventative maintenance, on the roof, for example. If a plumber cancels an appointment, we’ll call them so they are not waiting around all afternoon for no reason. It’s really just practicing common courtesy.

As an example, here is a memo that I recently sent to two of  our best tenants:

MEMO

Date: November 5, 20xx
To: xxxx and xxxx
Location: 2551 N. Banyon Blvd.
Re: Yard work

 This is just a friendly reminder that the front yard looks like it might need a little maintenance. I noticed that the weeds were starting to take over the yard a little.

 If you could tidy it up a bit, I’d appreciate it. If you need a weed wacker just let me know. I’d be happy to loan you one.

 I’m very grateful to have you as tenants. You have been really great about taking caring of the property.

 If anything comes up where you need any help with repairs or anything else, please don’t hesitate to contact me.

 (If you have already done this yard clean up, please disregard this letter.)

With best regards,
Terry Sprouse
270-xxxx

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19 Responses to “Strategic Use of Memos to Manage Tenants”

  1. swdlc.org says:

    I really tend to go along with every aspect that was in fact posted within “Strategic Use of Memos to Manage Tenants

  2. Elvia linares says:

    I have a month to month tenant, and I have noticed he has about 40 appliances, junk cars and welding supplies all over the yard, I have looked on landlord tenant laws in my state but have not found what notice to send him since I don’t have a lease, he’s a very aggressive tenant and I know a nice approach will not get me nowhere. Any advice wilk be appreciated.

    • Terry says:

      I would think your city has regulations that prohibit junkie yards. I would contact the city see if you can report the tenant for having trash on your yard. Of course, for the next tenant, make sure to have them sign a contract. In your contract you should include a statement about how expect them to take care of the yard and the penalties for non-compliance.

      Also, make sure the tenant pays a security deposit. That way if he doesn’t clean up the place when he leaves, you use his deposit to clean your property.

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