Tips for Effective Communication with Property Management


Every renter wants quick results when apartment-related issues arise. Whether it’s a broken appliance, lack of heat, or a noisy neighbor, your first priority is solving the problem FAST so it will no longer interfere with your quality of life. You’ve tried everything you can think of to cope or solve the issue yourself. Suffer no longer. Fortunately, when you live in an apartment community, your landlord – and property management team – have your back. But how to avoid waiting weeks for a response?

When contacting your landlord or management office, try these communication tips to expedite the process and ensure that you receive the attention you need and deserve.

1. Follow your landlord's procedure. First things first, find out if your property management team has a preferred contact method for residents' problems. Following the given procedure is your best bet for the quickest response. For instance, your landlord may have a website with an online form or designated system for submitting and keeping track of service requests. In other cases, you may be directed to call maintenance workers directly, depending on your specific concern, such as a plumber’s 24-hour emergency number.

2. Check your lease for special contact instructions. This information may also be conveniently posted in common areas, such as the entryway to your building or near the mailboxes. When signing or renewing your lease, ask whom you should contact with questions and service requests.

3. Document your requests and communication efforts in writing. Especially if your initial attempts to reach your landlord are over the phone, you’ll want to keep written documentation of the reported issue and all subsequent correspondences with management staff. Keep a log, noting the date, time, method and outcome of your communication attempts, along with any letters or emails exchanged.

4. Be clear about the urgency of your complaint. Obvious emergencies such as flooding or lack of heat or hot water in the winter require immediate attention, but seemingly smaller mishaps can also be hazardous. For instance, a broken bulb that causes inadequate exterior lighting presents multiple risks, such as the danger of someone tripping and getting hurt – or even falling victim to a potential crime. Don't be shy about reporting issues and seeking help when warranted.

5. Be persistent, even if you have to reach out more than once. If the first person you speak with needs to refer you to someone else, ask when you should expect to hear back. It’s important to know your needs are being taken seriously, and you are receiving the necessary support to get the matter resolved swiftly.

Source: The Spruce