You’ve probably gotten the lecture about the importance of sending thank-you notes when you get a gift from someone.  Now think about your tenants as the gift-givers. Yes, tenants can sometimes cause headaches. But they also provide steady income, and when you find the right tenant you want to do everything you can to keep them.

A thank-you note is an easy way to create a sense of goodwill that will make your tenants more likely to be responsive, respectful and loyal.  Here are some tips on how to quickly craft notes that will go straight to your tenants’ hearts.

It’s not just your mother. Science suggests thank-you notes matter.

The New York Times reported on research that aimed to figure out why so few of us write thank-you notes.  The upshot: Would-be writers think their notes will come off as insincere and may even make the recipients feel uncomfortable.  The scientists found the opposite is true: People like to get thank-you notes; they appreciate the warmth of the effort and don’t care much about the quality of the writing.   

What should your tenant thank-you note say?

First, remember you’re writing a note, not a letter, meaning it should take you five minutes or less from start to finish.  The marketing software firm Hubspot says a great customer thank-you note has six basic parts, including the greeting and the close. The most important part: Include a specific detail on what you appreciate. For a tenant, that could be keeping the front yard clean, or calling you for a fix-it job before a situation turns into a disaster. 

When should you send a thank-you note to a tenant?

We’re trained to send thank-you notes promptly. But a Wharton business school professor makes the case that waiting weeks or months may be best for people who make your life better in informal or non-specific ways, people such as mentors, colleagues and tenants, who make your investment their home.

Still stumped for words? Dear Abby can help.

The advice columnist has a “How to Write Letters” booklet you can order via snail mail. It was written for people who don’t write thank-you notes because they don’t know what to say or are afraid they’ll write something wrong. Sample letters you can customize are included.  And Dear Abby says a thank-you note sent via email is just fine.

The bottom line, your tenants will appreciate a thank-you note from you, if it’s short, specific and authentic. Here’s an example to get you started.  

Dear Joanne and Alex,

Thank you so much for continuing to make our Decatur Street house your home. Support from longtime renters like you helps keep the neighborhood a safe and thriving community.

I really appreciated when you called me promptly when your oven stopped working. There are so many  moving parts in appliances these days, so I’m glad it was just a matter of replacing the heating element and that you were able to cook for your parents when they visited. I’m sure they loved it.

Please know that I’m here for you should you have any questions or issues that come up.

Thanks again and have a great winter holiday.

Sincerely yours,