Exploring the Tones of Voice for Landlord Messaging
One of the main reasons for doing this work is to help landlords find ideas and suggestions for improving their communications with tenants. One of the best mechanisms for exploring writing ideas is looking at alternative Tones of Voice for the same intended message content. Looking at these alternative interpretations of the same message, and particularly seeing tones that one may not be familiar with or use regularly, can lead to a lot of insights and new ideas.
How to start exploring these? Like everything a great start is simply to ask ChatGPT to help:
User:
If I were a landlord requesting help writing short-form messages to my tenants about had topics like late rent, notice violations, property damage, etc which tones would you recommend and why
ChatGPT:
For landlords writing short-form messages to tenants about sensitive topics like late rent, notice violations, and property damage, the recommended tones are:
- Professional and Respectful: This tone ensures that the communication remains formal and business-like, which is crucial in maintaining a professional relationship between landlord and tenant. It helps in conveying the seriousness of the issue without being overly harsh.
- Clear and Direct: Clarity is key in these communications. Tenants need to understand exactly what the issue is, what is expected of them, and any potential consequences. A direct tone avoids misunderstandings and ensures that the message is not lost in overly diplomatic language.
- Firm yet Empathetic: While it’s important to be firm, especially in matters like late rent or property damage, showing empathy can help in maintaining a positive landlord-tenant relationship. This balance ensures that while the tenants understand the gravity of the situation, they also feel that their circumstances are being considered.
- Solution-Oriented: Instead of focusing solely on the problem, incorporating a solution-oriented tone can be helpful. This might involve suggesting payment plans for late rent or discussing ways to rectify property damage. It shows tenants that you are willing to work with them to find a resolution.
- Informative: Especially in the case of notice violations or legal matters, it’s important to provide tenants with the necessary information about their rights and responsibilities. This tone ensures that the tenant is fully informed about the situation and the legalities involved.
Using these tones, landlords can effectively communicate with their tenants about difficult topics in a way that is clear, professional, and maintains a positive relationship. This approach not only addresses the immediate issue but also fosters a respectful and cooperative environment for future interactions.
Generating Messages with ChatGPT
Now that we have asked ChatGPT to help us understand how best to exploit its ability to help us write messages let’s try out some commands to see what we get. We will also work with the AI engine to show how to issue commands to work with the AI to revise the messages output.
Let’s look at two different use cases. The first is a more difficult message to write where we have to confront a tenant about serious behaviors that could lead to eviction, and the second is where we, the landlord, need to make some accommodations to a tenant’s concerns. Specifically, we have chosen these two cases:
- A tenant is consistently paying rent late, in direct violation of their lease
- The resolution of an appropriate maintenance request from a tenant has been delayed
Example 1: Generate a message to a tenant about consistently late rent.
User:
I am a landlord. Please help me write a sample email to a tenant:
– Issue being addressed: repeated late rent violations.
– Notes on past tenant behavior: Tenant can be belligerent when confronted.
– context: This is the second notice I am sending and further violations will lead to serious repercussions like the termination of their lease
– desired result from correspondence: 1. tenant fully understands that further violations will result in eviction, 2. rent gets paid on time in the future
Please write me at least 3 different copies of this using the type of tones or voices that would get me the best results. Please identify the type of voice or tone used for each example.
ChatGPT:
Certainly, here are three different versions of a message to your tenant regarding repeated late rent violations, each employing a different tone:
1. Professional and Direct
Tone: Professional and Direct
Message:
Subject: Urgent: Second Notice Regarding Late Rent Payments
Dear [Tenant’s Name],
I hope this message finds you well. This letter serves as a formal second notice regarding the recurring issue of late rent payments. As per our lease agreement, rent is due on the [specific date] of each month. Unfortunately, I have noted that your payments have consistently been delayed.
It is imperative to understand that further violations of our rent agreement will lead to serious consequences, including the potential termination of your lease. This action is not something I wish to pursue, but it is a necessary step to maintain the terms of our agreement.
I urge you to ensure that future payments are made on time. Timely rent payments are crucial for the smooth management of the property and to avoid any unnecessary legal actions.
Thank you for your immediate attention to this matter. Should you have any concerns or wish to discuss a possible solution, please feel free to contact me.
Sincerely,
[Your Name]
2. Firm yet Empathetic
Tone: Firm yet Empathetic
Message:
Subject: Important: Addressing Your Late Rent Payments
Hello [Tenant’s Name],
I hope you are doing well. I am writing to discuss a concern that has arisen again. It has come to my attention that your rent payments have been consistently late, despite our previous conversation on this matter.
I understand that there may be circumstances that can cause delays, and I am more than willing to discuss these with you. However, it is crucial for the sustainability of our rental agreement that rent is paid on time. Continuous late payments are a breach of our lease terms and could lead to serious actions, including eviction.
I am hopeful that we can resolve this issue amicably. Timely rent payment is essential for the ongoing maintenance and management of the property. Please reach out to me to discuss any issues you might be facing or to talk about potential solutions.
Looking forward to your cooperation.
Best regards,
[Your Name]
3. Clear and Solution-Oriented
Tone: Clear and Solution-Oriented
Message:
Subject: Action Required: Late Rent Payment Notice
Dear [Tenant’s Name],
This email is to address an ongoing concern regarding your rent payments. As you are aware, rent is due on the [specific date] each month. However, it has been observed that your payments have not been meeting this deadline.
Please be aware that this is a serious matter. Continued failure to pay rent on time may result in the termination of your lease agreement. To avoid this, I would like to offer any assistance or discuss possible payment arrangements that could help in ensuring timely payments.
Your prompt action in rectifying this situation is crucial. Rent punctuality is not only a contractual obligation but also vital for the efficient operation of our rental agreement.
I appreciate your attention to this matter and am open to any suggestions you might have to resolve this issue.
Kind regards,
[Your Name]
Each of these messages is tailored to convey the seriousness of the situation while offering a tone that is either direct, empathetic, or solution-oriented, depending on the approach you believe will be most effective with your tenant.
Example 1 – Revised: Rewrite – Change to 8th Grade reading level, use a more conversational tone.
User:
Please rewrite the messages but make them a little more conversational and less formal. In addition, please rewrite them to be no more than 8th grade level text.
ChatGPT:
Certainly, I’ll adjust the messages to be more conversational and simpler, suitable for an 8th-grade reading level:
1. Professional and Direct (Simplified)
Tone: Professional and Direct
Message:
Subject: Need to Talk About Late Rent Again
Hi [Tenant’s Name],
Hope you’re doing okay. I need to talk to you again about your rent being late. Our agreement says rent should be paid by the [specific date] each month. But, I’ve noticed it’s been late a few times.
It’s really important to understand that if this keeps happening, it could lead to big problems, like having to end our lease agreement. I don’t want that, but it’s something I might have to do.
Please try to pay your rent on time from now on. It helps everything run smoothly. If you want to talk about this or need help with something, just let me know.
Thanks for looking into this.
Best,
[Your Name]
2. Firm yet Empathetic (Simplified)
Tone: Firm yet Empathetic
Message:
Subject: Let’s Sort Out the Rent Issue
Hey [Tenant’s Name],
I hope things are good with you. I’m writing because your rent has been late again. We talked about this before, remember?
I get that sometimes things come up that can make paying on time hard. I’m here to talk if you need to. But it’s really important for our agreement that rent is paid when it’s due. If it keeps being late, it could lead to serious steps, like eviction.
I’m sure we can work this out together. Paying rent on time is important for keeping everything going well. Feel free to reach out if there’s something on your mind or if you need help.
Thanks for your cooperation.
Take care,
[Your Name]
3. Clear and Solution-Oriented (Simplified)
Tone: Clear and Solution-Oriented
Message:
Subject: Quick Chat About Your Rent
Hi [Tenant’s Name],
I need to talk to you about your rent being late. You know it’s supposed to be paid by the [specific date] each month, right? But it’s been late a few times.
This is serious. If rent keeps being late, I might have to end our lease. I don’t want to do that. So, let’s figure out a way to make sure your rent is on time. Maybe there’s a way I can help?
Getting your rent on time is really important. It’s part of our deal and helps keep everything running right.
Thanks for taking care of this. If you have any ideas or need to talk, just let me know.
All the best,
[Your Name]
