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Ground Rules for Communicating with Property Owners and Managers

Northbrook Property Managers Looking at a Computer and Talking
As a professional in the rental housing industry, you will need to connect with other professionals in your niche. Northbrook property managers and property owners can be helpful resources in learning about the industry and maintaining your investment. To keep the conversations beneficial, take the time to learn and practice good communication tactics. To develop profitable relationships with rental market professionals, here’s how to communicate professionally with others.

Keep it Professional

When communicating with property managers and property owners, it is crucial to determine a good rapport and sustain a professional demeanor. Maintaining investment properties and dealing with tenants can be worrying sometimes, but do your best to keep heightened emotions out of your professional communication. If necessary, wait until you are calm and then draft your message.

Consider the Format

While communicating with property managers, intend to use a professional and convenient presentation. Many people use a mix of phone calls, texts, emails, and in-person meetings to accomplish their goals. One of the simplest examples to communicate effectively with anyone is simply to ask them their preferred method and then use it every time. If the subject matter is of a confidential or sensitive nature, however, it may be best to communicate in person or over the phone rather than via email or text. These forms of communication can often be misinterpreted and do not enable immediate clarification or follow-up questions.

Be Clear and Concise

When communicating with property managers and Northbrook property owners, it is important to be clear and concise. Require all essential information upfront, including who you are and the purpose of your message. Steer clear of being overly wordy or using industry jargon, as this can cause misunderstanding. Stick to the point and provide any supporting documents or information that may be helpful in understanding your message.

Listen and Respond Promptly

Beyond clearly communicating your thoughts and ideas, it is important to also listen to the responses of property managers and other property owners actively. Take the time to fully understand their perspective and react in a timely manner. No one expects you to work 24/7, but if you don’t keep regular business hours, it’s best to connect your preferred schedule ahead of time so that any delays in your response are recognized. Very least, answer back by saying that you received their message and will reply shortly. This can help head off any misunderstandings and maintain good communication.

Stay Flexible

Owning rental properties often involves a fair amount of collaboration with property managers and other property owners. To maintain successful relationships, staying flexible in your communication and problem-solving efforts is important. Consider various solutions and be willing to compromise if necessary. This can help keep the lines of communication open and ensure positive outcomes for all parties involved.

Following these tips can build positive relationships with other industry professionals and make the most of your investment in rental properties. Good communication is key in any professional setting, and the rental market is no exception. Take the time to practice effective communication strategies and reap the benefits of successful partnerships.


At Real Property Management Chicago Group, we follow these guidelines for productive and positive communication in order to strengthen our professional relationships with all the individuals we do business with. If you’re interested in learning more about our services, contact us online today!

We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.