From the guide · The Preferred Operator
Talk to Your Landowners More Than Once a Year
Good farm landlord communication means at least two planned contacts a year — a spring plan and a fall harvest summary — not just a rent-time call. A simple seasonal rhythm that keeps leases strong.
If the only time a landowner hears from you is when rent is due, the relationship rests on one check a year. Iowa State University Extension recommends communicating with landowners at least twice a year, not only at rent time. A spring plan and a fall harvest summary are a good minimum.
Ask how they want to hear from you
University of Illinois Extension suggests a simple step most tenants skip: ask each landowner how often they want updates, how they want them (call, email, letter), and what they want to hear about. One owner wants yield numbers. Another mostly wants to know the fences are kept up and the grandkids can still visit the farm. You only learn that by asking.
A rhythm for the year
Winter: confirm contact details, tax forms and goals for the year. Spring: share planting plans and any property updates. Summer: talk through rent, renewal and improvement ideas while there is still time to act. Fall: send the payment and a clear summary of the year.
And whatever you discuss, end the note with a next step and a date — “call before harvest,” “send the report in December.” A note without a next step is just history. Steady, predictable contact is what turns a yearly rent talk into a conversation instead of a negotiation.
Keep a short record of every contact, too: the date, what was covered, and what you promised. It takes a minute to write, and it is what lets anyone on your team pick up the phone next time and sound like they have known the family for years. It also protects you. When a question comes up about a fence line or a payment from two seasons back, the answer sits in the note — not in an argument about who remembers the conversation right.
Key takeaways
- Communicate at least twice a year — a spring plan and a fall summary at minimum.
- Ask each landowner how often, how, and about what they want updates.
- End every note with a next step and a date.
Want the full guide?
This article is a short read drawn from The Preferred Operator. The free guide goes deeper, with the full checklists, worked examples and templates.
Read the full free guide →Source: adapted from The Preferred Operator (Oaken, free ebook). Educational content only — not legal or tax advice.
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Questions, answered.
Where does “Talk to Your Landowners More Than Once a Year” come from?
This article is a short, plain-language read drawn from The Preferred Operator, a free guide from Oaken. The full guide goes deeper, with the complete checklists, worked examples and templates. It is linked on this page.
Is this article legal or tax advice?
No. This article is educational and explains the records and steps behind the topic in plain language. For decisions about a specific lease, tax filing or program enrollment, work with your own attorney, CPA or local FSA office.
What should I read next?
Start with the other articles from The Preferred Operator below, then download the free guide for the full checklists. For the wider library — negotiation, compliance and reporting, efficiency, and transition planning — see the Oaken articles page.
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