Rentals in Lockdown #1 (Mar/Apr 2020) | Setting Up Your Communication Channels for Landlords and Tenants – as well as future Landlord Clients

We’re in VERY uncertain times and uncharted territory, with more questions than answers & high stress levels – this is to be expected.

One thing we need to remember in times like this is that, “This time too shall pass” and the only approach that will see us all coming out the other side sane is to take one day at a time.

I am aware that, compared to you, I am no longer at the ‘coal face’ of residential property rentals. I have, however, been there, which is what sets me apart from other rentals advisors, so I have a very good understanding of the practical side of what you’re going through and I have decided to try and assist you as much as I possibly can through this time.


I will be putting together advice, information and my suggestions on the best way to deal with the current situation and, in particular, the uncertainty and the associated stress.

The first thing is to set up your communication channels if you don’t already have them.

In the next update I’ll start sharing

Setting Up Your Communication Channels

One of the most important things to do during times of uncertainly is to communicate – in my case, with yourselves, but in your case, with your Landlords and Tenants.

If you don’t communicate regularly – and provide a consistent and very clear message, you will be totally inundated with queries and questions and will not be able to get your priority work done – and as we head into a very uncertain month-end we know your priority is to collect the rent and get your landlords paid.

So, what’s the easiest and most efficient way to do this?

Essentially there are a number of options:

  • Facebook
  • Email
  • WhatsApp
  • Blog

What works for you will depend on what you have readily available.

Setting Up Whatsapp for Communication with Landlords & Tenants

I would strongly advise you to create a WhatsApp Business Account (you can use your landline number for this and turn it on and off so you can manage the distractions better) and then create two Groups – Landlords and Tenant (My suggestion would be to send emails out inviting them to the broadcast lists.) If you’re using a Whatsapp Business Account you can group the contacts and if you’re using your usual Whatsapp Account you can create broadcast lists.

Note: Only contacts who have added you to their phone’s address book will receive your broadcast message. If your contact is not receiving your broadcast messages, check to make sure they’ve added you to their address book. Broadcast lists are a one-to-many communication. If you want your recipients to participate in a group conversation, you should create a group chat instead.

Facebook Communication

The best way to communicate via Facebook would, in my opinion, be a Facebook Page – and then send your Landlords and Tenants an email with the details.

It is, however, important to note that Facebook is NOT the best means of communication in these times – it’s reported that only something like 7% of your Facebook Page followers will actually see what you post on your page.

It is, however, useful as an online presence – particularly if you don’t have a website and blog – to direct people to and to also use for continued prospecting, sharing useful information with prospective new clients and as an additional ‘string to your bow’ to maintain ‘top of mind awareness’.

If you don’t already have a Facebook Business Page, I highly recommend you set one up now.

Using Your Blog to Communicate

I find a blog a VERY useful way to communicate.

The advantages of communicating through your blog is that YOU own it and you can post relevant articles on the blog which you can then easily share and re-share anywhere you want.

If you don’t have a blog you may think that it’s too difficult to set up and to maintain, but it’s not really and I would urge you to consider setting up at least a basic one in this time. It will also help for future prospecting by enabling you to become a source of valued and useful information for not only yoru current landlords and tenants, but also to become the ‘rentals expert’ in your area.

An easy way to do this is to simply create a page on your current website called ‘News’ or ‘Blog’ and then to simply create articles and add a list of links to the News/Blog page. Then you can simply share (and EASILY re-share) the links to the articles by email and on social media.

If you want some quick info to share, feel free to take a look at the articles / posts on my blog and all you need to do is copy a paragraph, paste it onto your page and then put in a link to the original article and hey presto you have your first article to share!

Email Communications

You will already have email addresses for your current landlords and tenants, so this will probably be the easiest communication to get started with,

This is an ideal time to consider starting to create an email list for prospective future landlord clients too – this is another way to show your expertise, provide advice and guidance and be helpful, which is critical and will earn you a lot of credibility and help you lay the foundation for future business relationships in these uncertain times.

Communication Templates

I have put together an editable template for you to use to update and inform tenants as soon as possible so that they understand your obligations and approach, as well as the reasons why. You can download this here.

I have also created a draft communication template to update your landlords and inform then of the best ways to stay up to date. You can download this here.

Want updates faster by Whatsapp?

I’ve created a WhatsApp Group (‘RentalsOnly’ by ShaunLuyt’) in which I will be sharing information on a regular basis. This is the quickest way to get updated on new information published. You can join the Group by clicking on this link:

I have set up the Group in such a way that only I can send messages to the Group, so you won’t be bothered by any other ‘chatter’.

Following me on Facebook?

I’m also sharing as much relevant information as possible on my Facebook Page, so feel free to Like / Follow my page:

Join my Mailing List

Just need to complete the pop-up on my page.

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Shaun here from RentalSphere. How can I help you?
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