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How to write a rent reminder to get tenants to pay on time

overdue notice in envelope and keys
by Jeff Rohde, posted in Investment Strategy

Everyone knows that tenants paying the rent on time is key to maintaining a healthy rental property business. But sometimes, even with the best intentions, tenants can slip up and forget to pay.

Luckily, there are plenty of ways to remind them without being pushy or annoying. In this blog post, we’ll share some tips on how to write a rent reminder that will help get your tenants to pay up on time – every time.

Key takeaways

  • When writing a rent reminder, be sure to include the date that rent is due, the amount of rent owed, and the landlord’s contact information.
  • It is also important to be clear about any late fees that may be incurred if rent is not paid on time.
  • Be polite and professional in the language used in the reminder.
  • If possible, send the reminder a few days before the due date to give tenants time to make arrangements.
  • Make sure to keep a copy of the reminder for your own records.
  • Finally, follow up with tenants who do not respond to the reminder promptly. This may involve contacting them by phone or in person to discuss the situation.

Why rent reminders are important

It’s important to send a rent reminder to your tenants for a few reasons. By reminding tenants about the upcoming rent due date, landlords can help ensure that their tenants will make their payments on time and avoid any negative consequences.

In addition, sending rent reminders can help landlords build positive relationships with their tenants. Regular communication shows that you’re invested in your tenants’ well-being and creates an environment of trust and respect.

There are a few specific situations where sending a rent reminder can be especially helpful. For instance, if you have a new tenant unfamiliar with your rental agreement, sending a reminder can help them understand when their rent is due. Or, if you’ve had a problem with late payments in the past, sending reminders may help to prevent future issues.

Tips for writing an effective rent reminder

It’s important to be clear and concise when writing a rent reminder to your tenant. You want to ensure they understand that they need to pay their rent, but you don’t want to come across as threatening or angry.

Here are 6 tips to keep in mind when writing a rent reminder:

  1. Be clear and concise: State the amount of rent due and the date it is due, without any extraneous details.
  2. Be polite: Remember that you are reminding the tenant of an obligation they have already agreed to. There is no need to be overly stern or threatening.
  3. Include payment instructions: Make it as easy as possible for the tenant to pay their rent on time by providing clear instructions on how to do so.
  4. Include a late-fee notice: If applicable, include information on any late fees that will be charged if the rent is not paid on time.
  5. Send the reminder in a timely manner: Ideally, the reminder should be sent a few days before the rent is due, giving the tenant time to make a payment.
  6. Follow up as needed: If the rent remains unpaid after the initial reminder, follow up with another reminder or contact the tenant directly to discuss payment options.

Stessa has the perfect rent reminder template for you to customize. Download the form here.

How to automate your rent reminders

While it’s easy to suggest that you be clear, concise, and friendly when writing a rent reminder, sometimes that’s not such an easy thing for a landlord to do. After all, you’ve got bills to pay, too, and having a tenant pay late could put a serious crimp in your cash flow.

If you’d like someone else to track down your slow-paying tenants, Stessa has a feature that automatically sends tenants rent reminders. You can automate reminders and tracking and receive online rent payments – so that nothing slips through the cracks.

Begin by signing up for a free Stessa account, and send an invite to your tenants to start paying rent through Stessa. Tenants can set up free recurring ACH payments (with options for additional payment methods coming soon), so they never miss a rent payment deadline.

What to do if tenants don’t respond to rent reminders

If you don’t receive a response to your friendly rent reminder, don’t panic. There are a few things you can do to try and get in touch with your tenant:

  • Try giving them a call. If they don’t answer, leave a voicemail politely asking them to return your phone call as soon as possible.
  • Next, send an email or text message. Again, be polite and professional, and let them know you’re just trying to confirm that they received your rent reminder.
  • If you still don’t hear back from the tenant, you may need to send the tenant a Late Rent Notice or a Pay Or Quit Notice.

rent payment

Taking these steps is important because they show you’re serious about collecting rent. It also gives the tenant multiple chances to get in touch with you and let you know what’s happening.

If you still don’t hear back from the tenant, you may need to take more drastic measures, such as starting the eviction process. But hopefully, it won’t come to that.

How to prevent late rent payments in the future

Finding a qualified tenant is one of the best ways to prevent late rent payments. A thorough screening process can help to weed out tenants who are likely to pay rent late or cause other problems. Make sure to check their rental history, employment status, and credit score. If possible, try to meet them in person to get a sense of their character.

However, even the most thorough screening process can’t guarantee that a tenant will never miss a rent payment. There are a number of other factors that can contribute to late rent payments, such as financial difficulties or unforeseen circumstances.

Fortunately, there are a few simple steps that landlords can take to help prevent late rent payments in the future:

1. Have a clear and concise lease agreement

Your lease agreement should be clear and concise, outlining the expectations and consequences of late rent payments. Be sure to review the agreement with your tenant before they sign it, so there are no misunderstandings down the road. If you’re in need of a lease agreement, download one here.

2. Offer automatic rent payments

One way to ensure that rent is always paid on time is to offer automatic rent payments. That way, even if your tenant forgets or is running late, the rent will still be paid on time.

3. Keep an open line of communication

If you suspect a tenant is having financial difficulty, reach out to them and see if there’s anything you can do to help.

4. Offer a grace period

You could offer a grace period if you’re worried about late rent payments. This means tenants have a certain amount of time after the rent is due to make the payment without being penalized. This could help prevent late payments, but be sure to clearly outline the grace period terms in your lease agreement.

5. Charge a late fee

If you don’t want to offer a grace period, another option is to charge a late fee for every day that rent is late. Be sure to outline the terms of this fee in your lease agreement so that tenants are aware of it from the start.

6. Be prepared for the worst-case scenario

Although it’s always best to avoid evicting a tenant, sometimes it’s necessary in order to protect your property and your business. Make sure you’re familiar with the eviction process in your state and have all the required paperwork ready in case you need to use it. Be sure to consult an attorney beforehand to explore all of your options and ensure that you’re taking the appropriate legal steps.

Final thoughts

Sending a rent reminder to your tenants can be a helpful way to ensure that rent is paid on time. When drafting a rent reminder, be sure to include the date that rent is due, the amount of rent owed, and any late fees that may be incurred.

You should also include your contact information in case the tenant has any questions. Finally, it is important to be polite and professional in your communication. A friendly reminder can go a long way toward maintaining a good landlord-tenant relationship.

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