Rent collection is one of the most essential parts of managing a rental property, but it’s also one of the easiest things to fall behind on. As we all know, life gets busy, and sometimes tenants simply forget when rent is due. This is why sending quick, polite rent reminders can go a long way in keeping your income flowing and your tenants on track. Today, we’ll review how and when to send rent reminders, along with tips for ensuring timely payments.
Why Rent Reminders Are So Important
Let’s face it–life can get busy, and even the most responsible tenants can let a due date slip their mind. However, late rent payments can be detrimental to a rental property management company. Most landlords or property managers can agree – they’ll do what it takes to ensure payments are made on time. One of the most effective ways to avoid late rent payments is to send rent reminders.
If you send rent reminders each month before rent is due, you can reduce the chances of getting late payments. It doesn’t have to be long or extensive; just a quick reminder text will do the job. That said, you don’t want to be pushy or overbearing, so keeping it simple yet effective is the best approach.
How to Write an Effective Rent Reminder
Rent reminders can be great if you write them correctly. The key to writing an effective rent reminder is to be polite and professional without being pushy or demanding. It’s important that your tenant feels respected, while at the same time you get your point across.
Start your message with a warm greeting, briefly state the purpose of the reminder, and include essential details, such as the amount due, the due date, and instructions on how to pay. Keep your tone light, using words like “friendly reminder” or “just a heads up”. Additionally, if you offer multiple payment options, be sure to mention this in your text for added convenience.
Here’s an example of a short, effective rent reminder text:
“Hi, [Tenant Name], this is just a friendly reminder that your rent of $[Amount] is due on [Due Date]. You can make this payment through [Payment App/Portal]. Thanks!”
Messages like this are quick, to the point, and easy for tenants to act on. You can also personalize your reminder to match your tone, include the tenant's name, and specify the platform on which you’d like them to make the payment.
When to Send Rent Reminders
Timing is key when it comes to sending rent reminders. After all, you want to give tenants enough notice to plan ahead if needed, instead of giving them a last-minute heads-up. Along with that, you want to send it at the right time of day. Nobody wants to get a text at 10 pm letting them know that they need to pay rent the next day.
The best time to send rent reminders is typically during business hours–between 9 am and 5 pm, when tenants are most likely to see and respond to messages. As for the day, consider sending your first reminder around 5 to 7 days before it’s due. This gives your tenant a heads-up while still having time to prepare.
If you feel it’s necessary, you can take it a step further and send a follow-up message on the due date as a gentle reminder.
What If a Tenant Still Doesn’t Pay On Time?
Regardless of how many reminders you send, you may still have a tenant who fails to pay rent on time. If this is the case, it’s important to follow a consistent legal process. The first thing you’ll want to do in this situation is check your lease agreement and any applicable state or local laws to ensure you’re complying with any required grace periods, notice timelines, and late fee limits.
Next, send a formal notice, such as a Notice to Pay or Quit, which clearly outlines the amount due, any late fees incurred, and the deadline to pay before further action is taken. If this still doesn’t spark any action from your tenant, you may need to initiate the eviction process.
Tips for Getting Paid Rent On Time
Getting paid on time is crucial for landlords and property managers, which is why many choose to send rent reminders.
Use Online Payment Systems- If you make it easy for tenants to pay rent, they’re more likely to pay on time. Consider using online payment portals to make it easier for tenants to pay and for you to track their payments.
Encourage Auto-Pay- To simplify things for everyone, you may want to recommend that your tenants use auto-pay. This removes the chance of forgetting and ensures rent is paid on time each month.
Sent Consistent Reminders- As discussed in this article, a simple, well-timed reminder can go a long way in receiving on-time payments.
Establish a Late Fee Policy- Another great way to encourage tenants to pay rent on time is by having a late fee policy in your lease agreement. However, it’s important that it complies with local laws.
Offer Incentives- Consider rewarding tenants who consistently pay rent on time each month. For instance, you may offer a small discount on their next month’s rent or a gift card to a local restaurant.
Leave It to Your Local Property Managers
Self-managing rental properties can be challenging–especially if you own more than one. Marketing properties, screening tenants, collecting payments, and staying on top of maintenance can quickly become a full-time job. Luckily, you don’t have to do it all alone when you hire a property management company like Stone Oak.
Our team of property managers at Stone Oak Management can help with every step of the rental process (and send rent reminders along the way). If you want to learn more about our full-service management, contact us today.
