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woman's hand holding a blank memo pad - How to Write a Landlord-Tenant Memo

How to Write a Landlord-Tenant Memo

Does your mind go blank when you think about how to write a landlord-tenant memo? When it comes to educating your tenants and communicating your expectations, although you may have a solid renter’s lease agreement – there will be items outside the rental agreement that require additional landlord-tenant communication. Using a memo/memos can be an effective way to communicate information in a clear and concise manner. In a worst-case scenario, memos are also an excellent way to prove you have documented your expectations to the Residential Tenancy Dispute Resolution Service (RTDRS)/tenancy board.

Steps in creating a landlord-tenant memo

Do you remember the steps to write an essay in high school? Writing a tenant memo follows a similar structure, heading, body, conclusion/call to action. Here are some steps to help you create an informative and well-structured memo:

  1. Start with a clear and professional heading: Place the date, your name, or the property management company’s name, and a descriptive subject line at the top of the memo.
  2. Images are an excellent way to communicate your message to newcomers to Canada and reinforce your message.
  3. Address the recipients: Begin the memo by addressing the tenants directly. You can use a general greeting such as “Dear Tenants” or “To All Residents.”
  4. Provide a brief introduction: Begin the memo with a brief introduction to set the context. Mention the memo’s purpose and why it is important to share this information.
  5. Outline the key points: Organize your memo into sections or bullet points to make it easier to read and understand. Each point should cover a specific topic or expectation. For example, include sections on maintenance procedures, common area etiquette, or rent payment instructions.
  1. Be specific and clear: Use concise language and avoid ambiguity. Clearly state your expectations and guidelines, providing specific details where necessary. If applicable, include any relevant policies, regulations, or legal requirements that tenants need to be aware of.
  2. Use a friendly tone: While conveying your expectations is important, remember to maintain a friendly and approachable tone throughout the memo.  Landlord tenant memos help keep you on the same page, set clear expectations, and eliminate confusion over property maintenance. This fosters positive communication and encourages tenants to comply with the outlined guidelines.
  3. Landlord-tenant memos help keep you on the same page, set clear expectations, and eliminate confusion over property maintenance. This helps foster positive communication and encourages tenants to comply with the outlined guidelines.
  4. Include any supporting materials: If there are any accompanying documents, such as updated rules and regulations, lease addendums, or guides, attach them to the memo for easy reference. Be sure to mention their inclusion and provide instructions on where tenants can access additional copies.
  5. Provide contact information: Encourage tenants to reach out if they have any questions, concerns, or need clarification. Include your contact information, including phone number and email address, so they know how to get in touch with you or the property management team.
  6. Express appreciation: Conclude the memo by expressing your appreciation for their cooperation and adherence to the outlined expectations. A positive closing statement can help maintain a good landlord-tenant relationship.
  7. Proofread and distribute: Before sending the memo, proofread it thoroughly to ensure clarity and accuracy. Once you’re confident it’s error-free, distribute the memo through appropriate channels, such as email, posted notices, or a designated tenant portal.

Remember, effective communication is a two-way process. Encourage tenants to ask questions or seek clarification if they need further information. Open and transparent communication helps create a harmonious living environment for everyone involved.

Are you wondering where you’ll find the time to craft landlord-tenant memos on smoking, parking, what can/can’t be flushed into the sewer, how to prevent pests and rodents, home hygiene, what can/can’t be put on the balcony, how to forward mail and keep mail safe? You don’t have to – click the link to these 11 – Be Smart Forms.

To take advantage of a proven tenant screening process – take the Find the Best Tenants masterclass. To save time and grief wondering if you’ve had your tenants complete the right legal documents buy the 10 Essential Editable Landlord Forms.

To have access to all the resources in one place – buy my book! Canadian Landlords Handbook.

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