How to Text Tenants Professionally
Text is the fastest way to reach most tenants, and the easiest way to come across badly. Here's how to keep it short, professional and on the right side of the rules.
When texting tenants makes sense
Texts get read within minutes, which makes them ideal for anything short and time-sensitive:
- Rent reminders a few days before the due date
- Confirming you received a payment
- Scheduling repairs, inspections or access
- Urgent building issues (water shut-off, leak, power outage)
What should never be sent only by text
Some messages need a paper trail, or are legally required to be delivered a specific way:
- Formal notices (pay or quit, lease termination, entry notices in many states)
- Rent increases and lease changes
- Anything about a dispute, deposit deduction, or legal matter
You can send a heads-up text ("I've mailed you a notice about…"), but the notice itself should go the way your lease and state law require.
Ground rules for professional texts
Get consent first
Ask for permission to text in your lease or application, and keep a record of it. For automated texts, consent matters even more (see our guide to texting tenants and the TCPA).
Keep business hours
Text between 8am and 8pm local time, except for genuine emergencies.
Identify yourself
Start with your name and the property. Tenants may not have your number saved.
One message, one topic
Don't bundle a rent reminder with a complaint about the trash cans.
No emotion
Never text when you're annoyed. Facts, amounts and dates only.
Keep it in writing
If a phone call settles something important, follow up with a text or email summarizing it.
Text message examples
Hi Sam, it's Alex (your landlord at 12 Oak St). Quick reminder that rent of $1,450 is due on Friday the 1st. Thanks!
Hi Sam, got your rent payment for November. Thanks for paying on time!
Hi Sam, it's Alex. I haven't received November's rent of $1,450 yet, which was due on the 1st. Can you let me know when to expect it? If something's come up, just tell me and we can talk.
Hi Sam, the plumber can come Tuesday between 10am and 12pm to look at the kitchen sink. Does that work? If not, let me know a better time.
More templates are in our list of 10 rent reminder templates.
Should you text from your personal number?
It works for one or two units, but it blurs the line between personal and business, and your tenants will text you at 11pm. A separate business number or an automated reminder service keeps rent communication consistent and off your personal phone.
Frequently asked questions
Is it legal for a landlord to text a tenant?+
Yes, texting tenants is legal, but formal notices usually must be delivered in ways your state specifies, and automated or bulk texts may require prior written consent under federal law (the TCPA).
Can a tenant ask me to stop texting?+
Yes. If a tenant opts out, stop texting them (except as required for an emergency) and use email or mail instead. Automated systems must honor STOP replies.
How often should I text a tenant about late rent?+
One text after the grace period, and a follow-up a few days later if there's no reply, is plenty. More than that starts to look like harassment, and debt collection rules may apply in some situations.
Related resources
Let Ping send the reminders for you
Ping emails your tenants before rent is due, on the due date, and follows up automatically if it's late. Free while we're in early access.