A quiet season is the perfect time to re-establish connection, expectations, and goodwill
There’s something about January that invites a reset. The pace slows. The inbox quiets. The weather keeps most people inside. And while the property may not need urgent attention, the people living inside it still do.
That’s why Gus Grimstad makes a point to focus on tenant communication and relationship-building at the start of every year. Not because there’s a major policy change, or a dramatic update. But precisely because there isn’t.
“Tenants remember how you act when things are quiet,” Gus says. “They expect communication when there’s a problem. But what earns trust is what you do when there isn’t one.”
In this article, we’ll explore how thoughtful landlords and property managers can use the early-year lull to reconnect with tenants in a way that builds trust, reinforces expectations, and sets the tone for the months ahead.
The New Year Offers Space—Use It for Connection
Most tenants don’t want newsletters. They don’t want long explanations. But they do want to know someone is paying attention.
For Gus Grimstad, the first step in January communication is simple: send a brief, well-timed message. Not about rent. Not about issues. Just a message that says: “We’re here, we’re planning ahead, and we appreciate you.”
This kind of light communication helps re-open the line between landlord and tenant. If someone has a concern they didn’t voice in December, they’re more likely to bring it up now. And if they feel ignored, they’ll stay quiet—until something goes wrong.
Tenants don’t need a friend, but they do need a manager who’s present.
Use the Opportunity to Restate Responsibilities—Gently
Winter brings its own set of seasonal expectations—sidewalks, trash placement, heating access, and more. But even long-time tenants benefit from clear reminders.
Rather than reprinting lease clauses, Gus includes a short checklist in his January communication. It’s not framed as “rules”—it’s framed as “what helps things run smoothly in winter.” That small change in tone makes all the difference.
He might note that salt will be placed near common entrances and ask tenants to notify him if it runs low. Or he may remind tenants to keep heat above a certain temperature during cold snaps to prevent frozen pipes.
“It’s not about catching people off guard,” Gus explains. “It’s about helping them remember what keeps the whole building safe.”
This kind of early, neutral reminder prevents complaints later—and shows that you’re thinking proactively, not reactively.
Encourage Low-Stakes Feedback
Tenants rarely complain about small annoyances. But those small annoyances—creaky steps, dim hallway lights, dripping faucets—are often what wear down satisfaction over time.
That’s why Gus Grimstad uses January to ask for minor feedback. Not a formal survey. Just a sentence or two in his tenant message:
“If there’s anything small that’s been on your mind, now’s a good time to let me know so we can address it before spring.”
This phrasing lowers the barrier. It invites feedback without feeling like a complaint. And it often surfaces easy fixes that would’ve otherwise gone unnoticed.
Even if tenants don’t respond, the gesture builds trust. They know they’re being given a chance to speak—without needing a major issue to justify it.
Revisit the Lease Without Renegotiating
Many landlords only pull out the lease when something goes wrong. But Gus believes the start of the year is a perfect time to review common areas where confusion tends to occur—without turning it into a confrontation.
This doesn’t mean sending tenants a marked-up PDF. It means anticipating where questions might arise and addressing them early.
For example, if guest parking has been an issue, include a note about how to handle overnight visitors. If noise complaints increase in the winter, remind tenants of quiet hours—not by saying “You’ve been too loud,” but by saying, “Winter tends to amplify sound—please be mindful.”
This kind of early-year clarity prevents springtime frustration.
Make a Plan for Each Lease—Even if it’s Just for Yourself
One of Gus Grimstad’s most useful habits is reviewing every lease in January—even if it doesn’t expire until July.
He makes notes about tenant behavior, communication style, potential renewal terms, and unit condition. He’s not making decisions—just staying ahead.
That way, if an unexpected vacancy arises, he’s not caught off guard. If he decides to offer a lease renewal incentive, he already knows which tenants are likely candidates. And if a tenant has had quiet issues brewing, he’s in a better position to address them now.
“Future you always benefits from a note taken today,” Gus says.
Final Thought: Trust Is Built in the Offseason
The start of the year is quiet on the surface. But beneath it, everything is beginning to move—just slowly. This is when trust is either built or lost. When tenants either feel looked after or forgotten. When small problems are either caught early or allowed to grow.
Gus Grimstad treats January not as a planning sprint, but as a listening season. A time to walk the building slowly. To reread old emails. To send short, kind messages. To check what’s not being said.
Because by the time spring rolls around, everyone’s busy again. But the relationships built now—the tone you set, the clarity you offer, the presence you show—those will carry the year.
And for the property owners who choose steadiness over speed, that’s more than enough.