When landlords change office staff, it's helpful to advise tenants of those changes, especially of staff who frequently interact with tenants. It's easy to advise tenants of staffing and other significant changes by letter.
Gather a list of the names and addresses of all tenants who will be affected by the change. For instance, if you rent space at multiple locations and therefore operate more than one rental office, you only need to communicate the change with those tenants who deal with the rental office where the change is occurring. If you have just one office, of course, alert all tenants.
Prepare the letter on company letterhead top make it "official," and date it for the date you anticipate most letters being distributed. Use mailmerge technology to personalize each letter, or you can use a more general format by addressing each letter “Dear Tenant."
The content of the letter should be short and businesslike, and generally should take two paragraphs of content, plus a closing paragraph. Report the personnel change in the first paragraph. If the new staffer will be assuming all the duties of the departing employee, say so, listing the duties: "Jennie Smith will be leaving the firm on March 12 and will be replaced by Mary Jones, who will be responsible for tenant complaints, maintenance requests, collecting rents and answering all related questions."
On the other hand, if the duties formerly performed by the departing employee will be distributed among existing and/or new staff, make that plain in the first paragraph; for example: "Jennie Smith will be leaving the firm on March 12 and will be replaced by Mary Jones, who will be responsible for tenant complaints and maintenance requests. Joe White will take over the responsibility of collecting rents and answering all related questions."
In the second paragraph, include all pertinent dates; in many cases, for instance, a staffer leaves on a Friday and the replacement reports the following Monday. In other cases, there's a short period of overlap while the departing employee trains the new one. Close the second paragraph by stating that from the date of the change going forward, all pertinent questions, comments and problems should be directed to the people newly responsible for them, and name them again. For example, "Starting March 15, please address complaints and maintenance requests to Mary Jones, and contact Joe White for anything to do with rent."
In the final paragraph, inform tenants that they should feel free to contact you with any concerns, comments, or questions. Sign the letter “Sincerely,” followed by your name.
Landlords or their staff can hand-deliver or mail these types of letters; alternately, they can be distributed with rent receipts.
Resist the urge to be chummy and give too much information, even when things are obvious. "Jennie Smith is leaving to have a baby," or "Jennie Smith is getting married and going on her honeymoon, and will then move out of state" both are examples of giving far too much information. Let Jennie share her information with whom she chooses, and restrict your letter to what's necessary for business.
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