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Denver winters are no joke. With snowstorms that can arrive quickly and hang around for days, landlords in the Mile High City need to be proactive when it comes to winter maintenance and tenant communication. For landlords managing rental properties in Denver, effective communication during snow-heavy months is key to ensuring smooth operations, maintaining property integrity, and keeping tenants safe and satisfied.
This guide will walk you through best practices for communicating with tenants during snow season in Denver, covering everything from expectations around snow removal to emergency planning.
Why Communication Matters More in Winter
Winter in Denver brings a unique set of challenges—icy sidewalks, frozen pipes, snow-packed driveways, and unpredictable weather patterns. All of these require timely action. But more than the actions themselves, it's communication that sets the tone for how these challenges are handled.
- Clear expectations prevent confusion around responsibilities
- Proactive updates minimize tenant stress during weather disruptions
- Safety reminders help reduce accidents and property damage
- Tenant confidence increases when they know you're on top of winter prep
Whether it’s a multi-unit property or a single-family rental, building trust during winter starts with being responsive, informative, and clear.
1. Set Clear Snow Removal Expectations
One of the most common winter-related tenant concerns is snow and ice removal. Who’s responsible for what?
What to Communicate:
- Who handles snow shoveling: Make sure your lease clearly outlines whether it's the landlord, tenant, or a third-party service.
- Timing of removal: Denver laws often require sidewalks to be cleared within 24 hours of snowfall.
- Areas to cover: Clarify whether walkways, driveways, porches, or shared sidewalks are included.
Pro Tip:
Send a seasonal reminder at the start of winter summarizing these responsibilities. This reinforces expectations and prevents last-minute confusion.
RentalRiff's landlord support platform helps you stay on top of seasonal responsibilities with tenant-ready communication templates and scheduling reminders.
2. Notify Tenants of Scheduled Maintenance
From gutter cleanouts to heating system inspections, winter comes with a long list of necessary maintenance tasks. If contractors or staff will be visiting the property, tenants need advance notice.
Include:
- What maintenance will occur and why
- When to expect the visit (give at least 24–48 hours' notice)
- How access will be granted (will someone knock, or use a key?)
Frequent updates help tenants feel secure and respected, especially when outside parties will be on-site.
3. Provide Emergency Contact Info
Winter can bring emergencies like burst pipes, power outages, or failed heating systems. The last thing a tenant wants is to be left guessing who to call when it's 10 degrees and the heater stops working.
What to Share:
- A dedicated emergency contact number or email
- Expected response times (and after-hours policies)
- A quick-reference list for utility shut-offs or safety instructions
Even better, put this info on a printed winter emergency sheet and tape it inside kitchen cabinets or post it in common areas.
4. Remind Tenants to Report Warning Signs Early
Frozen pipes and failing heaters don’t usually happen all at once. Encourage tenants to report small issues before they become big problems.
Common early signs to look out for:
- Unusual furnace noises or heat not maintaining
- Dripping from ceilings or walls during freeze-thaw cycles
- Weak water pressure or no hot water
- Drafty windows or broken weather stripping
Use email or SMS reminders with subject lines like: “Help Prevent Winter Maintenance Emergencies – What to Watch For.”
5. Communicate Temporary Policies for Bad Weather
Blizzards can delay trash pickups, affect parking arrangements, or limit access to garages and driveways. Proactively send updates when these situations arise.
Examples:
- "Due to the storm, parking lot plowing is scheduled for tomorrow at 6 AM. Please move your vehicles."
- "Trash pickup delayed 1 day due to icy road conditions."
- "Please use the back entrance while snow is being cleared from the front steps."
These types of messages show tenants that you're actively managing the property and help avoid unnecessary complaints.
6. Share Weather Forecasts and Precautions
Tenants might not follow the weather as closely as you do. Send occasional updates during heavy snow periods.
What to include:
- Upcoming storm alerts (with links to NWS or local forecast)
- Freezing temperature warnings and how to protect pipes (e.g., keep faucets dripping, open cabinets)
- Wind chill or snowpack warnings that might impact safety or travel
Tenants appreciate proactive heads-ups, especially if they’re newer to the region.
7. Keep Communication Channels Open and Consistent
Don't just reach out during problems. Build a rhythm of communication.
Best practices:
- Use email for detailed updates and policy reminders
- Use SMS for urgent weather alerts
- Consider monthly seasonal check-in emails with any upcoming maintenance or tips
Some landlords also use tenant portals or property management apps to centralize messages and make documentation easier.
8. Encourage Feedback and Two-Way Dialogue
Tenants often have ideas or concerns that can help you improve winter readiness. Make it easy for them to give feedback.
Options include:
- End-of-season feedback form
- Quick email survey about snow removal or communication quality
- Tenant message board or hotline for quick questions
This shows you’re open to improving—not just enforcing rules.
9. Customize Messaging for Different Property Types
Winter communication looks different in a:
- Multi-unit building: Focus on shared areas, parking, stairwells, and HVAC systems.
- Single-family rental: Emphasize driveway shoveling, frozen pipe prevention, and trash access.
Make sure your communication templates are tailored accordingly so tenants aren’t overwhelmed with irrelevant info.
10. Use Visuals and Templates to Reinforce Info
People are more likely to act on what they understand clearly. Simple visual reminders and templates can make your messages more effective.
Try:
- Infographics for "How to Prevent Frozen Pipes"
- Calendar visuals for monthly winter maintenance milestones
- Checklists for move-in or mid-season property walkthroughs
When in doubt, repeat key info in multiple formats (email, print, SMS).
Consistency Is the Real Comfort
Denver’s winter weather may be unpredictable, but your communication strategy shouldn’t be. By planning ahead and keeping tenants in the loop with timely, relevant updates, you’ll minimize stress and prevent many cold-weather maintenance issues from spiraling.
Plus, tenants who feel informed and supported are far more likely to stay long-term, reducing your turnover and vacancy headaches.
RentalRiff works with Denver landlords to manage seasonal property responsibilities and make tenant communication smoother with expert guidance and simple automation tools.