# Tenant communication templates for managers

> Tenant communication templates for property managers: six copy-and-paste notices for outages, access, hours changes and emergencies, with tips for each.

Guides | Published 2026-11-01 | 6 min read
Source: https://properlex.com/resources/tenant-communication-templates

Tenant communication templates are ready-written notices that a property manager adapts and sends for common events: planned outages, contractor access, hours changes, requests to confirm details and emergencies. A good template states what is happening, where, when, what the tenant needs to do and who to contact, in a few short lines.

This guide gives you six templates to copy, a simple structure that works for any notice, a checklist to run before you send and advice on choosing the channel. It also covers the step that templates alone do not fix: making sure the notice reaches the right people.

## What makes a good tenant notice?

Tenants read notices quickly, often on a phone. The notice that works is the one that can be understood in ten seconds. Use this five-part structure for every message:

| Part | What to write |
| --- | --- |
| What | One plain sentence on what is happening |
| Where | The property, level or area affected, so unaffected tenants can stop reading |
| When | The date, start time and expected end time |
| What to do | The one action you need from the tenant, or "no action needed" |
| Who to contact | A named person or the after-hours number, with a phone number |

Put the most important fact in the first line. SMS in particular is short, so the start of the message has to carry the point.

## Six tenant communication templates you can copy

Replace the square brackets with your details. Keep the wording plain, and change it to suit your tone and your lease terms.

### 1. Planned water or power outage

> [Property]: planned [water/power] shutdown on [date], [start time] to [end time], [area affected]. Please [action, e.g. save your work / turn off equipment]. Questions: [name, phone].

### 2. Contractor access to a tenancy

> Hi [name], [company] will visit [unit] on [date] between [time] and [time] to [reason]. Please make sure access is available. If this time does not suit, contact [name, phone] by [date].

### 3. Hours or access change

> [Property] hours change from [date]: [new hours]. After-hours access: [how]. The after-hours contact is [name, phone]. Full details: [link].

### 4. Confirm your details

> Hi [name], please check the contact details we hold for [business] at [property]: [link]. It takes two minutes and means notices reach the right people. Thank you.

### 5. Emergency at the property

> URGENT [property]: [event, e.g. fire alarm activation / water leak on level 2]. [Instruction, e.g. evacuate via the nearest exit / avoid level 2]. Updates will follow by [channel]. Contact [name, phone].

### 6. All clear

> [Property]: the [event] has been resolved as of [time]. [Services restored / building reopened]. Thank you for your patience. Contact [name, phone] if you notice any issues.

## How should an emergency notice differ?

An emergency notice should be shorter, sent faster and sent on more than one channel. Lead with the instruction, not the explanation. Say what has happened, what people should do and when you will update them. Do not speculate about the cause.

Your own notice is separate from public warnings. Fire and Emergency New Zealand explains that [Emergency Mobile Alerts](https://fireandemergency.nz/incidents-and-news/emergency-mobile-alerts) are sent by authorised agencies, so a building manager cannot rely on one to reach tenants about a problem at a single property. For a fuller approach, read our guide to [emergency notification for tenants](https://properlex.com/resources/emergency-notification-for-tenants).

## Which channel should you use: SMS or email?

Use both when the notice is urgent or time-bound, and email alone when it is routine and detailed. They do different jobs.

| Channel | Best for | Limits |
| --- | --- | --- |
| SMS | Urgent or time-sensitive notices, short instructions | Short, and no room for attachments |
| Email | Detail, schedules, attachments and a written record | Easy to miss, and may sit unread |
| Both together | Emergencies, outages and anything that needs action | Needs one tool, or the message drifts |

## Checklist to run before you send

- The first line carries the main point
- Date, start time and end time are all present and correct
- The affected area is named, so others can ignore the notice
- One clear action is stated, or "no action needed"
- A named contact and phone number are included
- The right properties and contact types are selected
- Anyone who has opted out of a channel is excluded from it
- You know how you will check that it was received

## Do privacy rules affect tenant notices?

Yes, because a notice list is made up of names, mobile numbers and email addresses, which are personal information. In New Zealand, the [Privacy Act 2020](https://legislation.govt.nz/act/public/2020/31/en/latest/) sets out the principles for collecting and using it. Practical steps are to use contact details only for the purpose they were given, respect opt-outs and limit who can see the list. Check the current wording for your own situation, and take advice if you are unsure.

## Why do good templates still fail?

The wording is rarely the problem. A template cannot tell you whether the notice reached the right person. These are the usual causes of a notice that does not land:

- The contact on file left the business months ago
- The mobile number is wrong or out of service
- The notice went to the lease holder, not the person on site
- There is no record of who received it
- Different tenants received different versions, copied from old emails

Fixing those starts with the list, not the message. Our guide to a [tenant contact list template](https://properlex.com/resources/tenant-contact-list-template) shows how to structure one.

## How does Properlex help with tenant communication?

Properlex, the relationship platform for property, keeps the templates, the list and the proof in one place. You save a message as a template with its channels and audience, then start a new broadcast from it in a couple of clicks. You pick the properties and contact types, write once and send by SMS and email together. See how [communications](https://properlex.com/features/communications) works.

Each tenant maintains their own team in a free portal, and Properlex asks contacts to confirm their details on a schedule, so the list stays right without constant chasing. After you send, the [delivery report](https://properlex.com/features/delivery-reports) shows the status for every recipient. Replies come back to a shared inbox, filed against the property. Property managers can also [publish after-hours and building contacts](https://properlex.com/features/property-contacts) so tenants know who to call. See the [solution for property managers](https://properlex.com/solutions/property-managers).

To see what manual notices and list upkeep cost your team in time, use the free [contact admin cost calculator](https://properlex.com/contact-admin-cost-calculator).

## Frequently asked questions

### What are tenant communication templates?

They are pre-written notices for common events, such as outages, contractor access, hours changes and emergencies. You fill in the details, check the wording and send. They save time and keep every tenant's message consistent.

### What should a notice to tenants include?

What is happening, where, when, what the tenant needs to do and who to contact. Put the main point in the first line, and say "no action needed" if that is the case.

### Should I send tenant notices by SMS or email?

Use both for urgent or time-bound notices, since SMS is quick to read and email carries detail and a record. Use email alone for routine detailed notices. Respect any opt-outs.

### How do I know tenants received a notice?

You need a delivery status for each recipient on each channel. Properlex records sent, delivered, opened and bounced for every recipient, and keeps an audit trail of who sent what and when.

### Can I save templates in Properlex?

Yes. Save a message as a template with its channels and audience, then start a new broadcast from it in a couple of clicks.

### Do tenants pay to use Properlex?

No. Accounts created from your invitation are free for the tenant. You pay for Properlex, with plans from $49 per month, and there is nothing for the tenant to install.

[Book a demo](https://properlex.com/get-started)