Can we use an alias or psuedo name to communicate with tenants?

Question

Hi - We are 3 partners who are buying rentals in LLCs and we also started a property management company(PMC) to self manage these properties. The PMC communicates with tenants, collect rents so on so forth.

For privacy sake, two of the partners do not want to communicate with tenants with their name and they have been using my name in emails(we use a common email) and on the phone as the rep of the PMC.

Recently read about Fair housing laws and do not feel comfortable them using my name anymore.

Can we create an alias profile like Brandon from PMC, while communicating with tenants on emails and rental messaging apps?

Or it is not legal to do so. I see many startups using pseudo name in their customer service.

Patricia Steiner · Answer

Feel a tad abandoned by those two partners?  You should - and don't let anyone else use your name.  An alias?  People with nothing to hide, hide nothing.  And, you're making this harder than it needs to be.  Consider instructing tenants to email a generic site like "Tenant Portal" or "My Landlord" and/or text a number specifically used for this purpose alone.

Your LLC should be the name on the lease referencing the "landlord" - so you can also use that entity for tenant contact.  Bottom line:  if someone wants to find out who you are, they will.  Keep it all generically purpose focused and follow Fair Housing to the nth degree.

Hope this helps...

Greg Scott · Answer

Why would reading about fair housing laws make you want to use a fake name?

If you are planning on violating fair housing, it won't be that hard for the government to find out who you are and prosecute, no matter what name you gave to residents or prospective residents.

James Wise · Answer

If you guys are this worried about it just hire a property management company. This notion of starting a business where you feel the need to create a fake persona is ridiculous. If you want to be hands on, be hands on. If you want distance, create distance with a 3rd party property manager.

Renee Moomey · Answer

@Felix Stone

There are some really good ideas on this thread.

I've heard from BP interviews that when there is more than one owner and a tenant wants an answer or someone to blame or get something out of, answer that you will need to run it by the owners, all the owners. This works even for couples. That way you dont get suckered I to answering on the spot not can you be labeled the bad guy. Not sure if that was what you were really asking, but I thought it was a good simple way to go about it.

Felix Stone · Answer

@Greg Scott Someone is using my name and if they inadvertently say something to the tenant that violates fair housing, I am in trouble. There is nothing in my post that says, we are consciously trying to violate the laws. Just making me question our approach, thats all.

@Steve Morris Thanks. In case of emergency, they text or email and we route it appropriately. Want to be just be careful about outward communication. n communications, there is going to be a person repping the LLC on the lease.

@Patricia Steiner Thank you. This is exactly my question. For example  - when tenant says he/she has questions about lease renewal, they will email or text. When we respond even if the property belongs to the LLC, we still have to say who it is repping the LLC because they are actually talking to a person. Would it be OK to give psuedo name there instead of our personal name. Because then I am not concerned with my partners using my name and accidentally saying something back to the tenant.

Mike Lee · Answer

You missed the point Joe, but best of luck to you and the aliases.

Mike Lee · Answer

This reminds of a story of a guy who rented a property to a tenant, who gave him a fake name (she used a fake ID), and told him she was a dental assistant (she was actually an exotic dancer).  How would you feel as the landlord?

Keli Jennings · Answer

@Felix Stone Hi Felix  to keep from hearing constant questions about receiving discounts etc.  I play the role of property manager because i am. It’s true. And that way you can say you will talk to the owners about it when there are difficulties. If you are married you can mention it to your wife. My sister is co-owner. Don’t forget to let the worker’s know you are the property manager so they don’t tell the renters you’re the owner.👌

Matt M. · Answer

Why does everyone, well not everyone, try to hide?

It’s so easy to find out just about anything about anyone. If you have nothing to hide, why use a fake name?

Michelle Fenn · Answer

In Cleveland that just changed the law in 2020 to state that the owners name must be on the 3 day notice of the eviction court will throw out the filing.

Can we use an alias or psuedo name to communicate with tenants?

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