Email marketing remains a vital aspect of the real estate industry, especially in the property management niche. However, it’s not realistic to have a property manager typing out a response, invitation, or follow-up every time he or she needs to reach out to a prospective client, renter, or buyer.
Property management email templates take the effort out of having to do this menial task. All you need is to find the appropriate response, fill out the particulars, and then hit the “send” button. Email templates for property management can save you precious time and coincide very well with any real estate marketing plan you might have at the moment.
Agile and responsive property managers can definitely benefit from having an email template on hand to answer questions, clarify arrangements, and seal the deal. With that in mind, you should have these nine email templates on hand and ready to be sent on short notice.
Those working in real estate should first understand the importance of an email template. While it’s true that a template is a “one-for-all” thing, you should always have an idea of who you’ll be writing for and the ideal response you want to get from the person reading it.
To succeed in crafting a good email template, you’ll want to include these crucial elements:
You will need to account for mobile devices, because people nowadays use them all the time, including reading emails. Ideally, your subject line and character count should be readable and fit into a small screen. Furthermore, the length of email content should be short yet engaging enough that the recipient will want to read and follow through.
In certain cases, a single paragraph or line is all you’ll need to create a compelling email. If possible, incorporate bullet points and short phrases, and divide the main body into several paragraphs. All these things tick the box of what makes a property management email great, and you’ll be more likely to receive a favorable response from the recipient.
Property management email templates can be divided into two main categories: potential leads and existing property owners or residents.
More often than not, real estate managers will already have a list of emails of existing residents and owners whom they communicate with regularly. As for chasing leads and potential sales, property managers should have separate email templates with different types of content.
Suggestions on how you can develop leads include putting in CTAs or a call to action on every blog post you put up, becoming a member of a network or a group of property managers, having visible contact information in tours and your website, and advertising on real estate listings and similar online portals.
Most property managers will wonder how often they should send out emails. There’s also the matter of timing, which is important if you want to get the desired response (or any at all).
The answer largely depends on who your target audience is and the goal you want to achieve. For instance, you should always have a “thank you” email template in the event that someone signs up for your email newsletter, as well as a “follow up” template to see if the lead turns into a customer. Other email templates to consider include a “check-in” email for those who have moved in, and perhaps an “anniversary” email to mark the time they moved in.
You may need to do some testing on the frequency and timing of sending property management email templates, but after a while, you’ll start to have a feel for your client’s responses. Do your research and check the click-through rates (or when your recipient is likely to open and read your email) to determine the best time to send a message.
A common property manager email template, you should always have this ready to send. You’ll want to send this after a viewing or having a chat with a prospective renter or tenant. Current owners and tenants who offer recommendations can be recipients of this email as well. It’s important to have a sincere, non-sales tone and a call to action to keep in touch.
Hello [Name],
Thank you so much for choosing me as your realtor. I hope you’re settled in and are enjoying your new home.
Feel free to ask me any questions or share any concerns you might have. My phone number is [number] and my email is [email address].
All the best,
[Your name]
This should be short and sweet and offer a way to connect with the recipient. Also, there should be a short “contact me if you have any issues” phrase here. You can add a survey so you can collect ideas or feedback you can use to improve your next endeavor.
Hello [Name],
Have you settled into your new home? I hope you like it here as much as I do.
I’d like to share several community programs with you so you know what to expect in your neighborhood.
I’m interested in your feedback. For any concerns, send me an email or reply. You can also contact our office at [email address]
All the best,
[Your name]
A must-have for those who want a leasing agent email template for leads that they can send immediately. It’s most likely that you’ll be sending them throughout the day, such as when someone fills in an online form or sends you a message on social media. The email must contain a greeting, thank you, and an overall helpful tone.
Hello [Name],
Thank you for taking the time to view the property/open house during the weekend. I can answer any questions you might have regarding the property.
If you’d like, I can show you other properties that have the same features. We can set up a tour next week, or whenever you’re free.
Again, thank you for the visit!
All the best,
[Your name]
A good leasing email template or resident email template to have. Granted, the importance and urgency might be on the low side but you should send this regardless. This adds value to the deal and makes the tenant or new owner feel extra special. You can also use this email to introduce vital information, such as key collection, move-in dates, and a resident portal, if applicable.
Hello [Name],
Welcome to the [name of community]! I’m thrilled you’ve chosen [property] as your home.
I’ve added some resources you might find useful during your moving-in period. We can walk through the rental documents next week, and discuss key collection and resident portal credentials so you can view your account.
I’ll be here if you have any questions or concerns. Contact me at [phone number and email address]
All the best,
[Your name]
The one-year template is a tenant email template that celebrates their stay in the property. While the tone is generally light and sales-free, it could be used to generate leads and referrals to their friends or people who are looking for a house or property. After a congratulatory message, you can offer to refer your property management services to a colleague, friend, or family member.
Hello [Name],
Time flies so fast. It’s already been a year since you moved in. Congratulations!
I hope you enjoyed your first year in [property] and have settled in quite well.
The real estate business is founded on relationships. If you’re happy with my services and know someone who’s looking to buy or sell a home, I would appreciate it if you could share my contact information.
All the best,
[Your name]
Another important property management email template you should always have ready. Referrals are crucial in the real estate business, and having the opportunity to generate leads is always a good thing.
Hello [Name],
Thank you so much for your kind words about our [Property Name].
We love giving back to residents, and if you refer a friend to join our community or view our available units, we provide [an incentive] once they sign a lease.
We’d be thrilled to have more prospects with the same engaged and joyful spirit. Contact us at [phone number or email], or visit our referral page at [website link]. We’re looking forward to meeting your referrals!
Thanks,
[Your name]
A contract follow-up sends a short yet urgent message to the tenant, letting them know that they still haven’t signed the documents yet. It’s a subtle nudge for them to complete the action, so you will want to include one or two benefits in the email. There should be a short call to action and clear directions on what they should do next.
Hi [Name],
It was a joy to meet you in person and view [property name]. I like how detailed you want your home to be, and for this reason, I’m sure I have the perfect house for you.
Have you had the chance to read the agreement contract I sent? Let me know if there’s anything you need. I can help you find the ideal property at an attractive price. Don’t hesitate to contact me at [phone number and email address].
All the best,
[Your name]
Happy customers are more likely to leave a glowing testimonial if given the chance. If you’re 100% positive that your recent sale was a massive success, then you can send an email template to ask for a testimonial. It’s an excellent reminder of the quality of service you provide, and it has the potential to generate extra leads as well.
Hi [Name],
Looking for a home can sometimes prove to be detail-oriented and by the numbers. However, I’d like to share with you a testimony from a past client who was very happy with their purchase.
[insert testimonial here]
I know I can do the same for you if given the chance. single family home can meet online at [link] or you can contact me at [phone number and email].
All the best,
[Your name]
With this property management email template, you’ll be easing off on the pressure and allowing the prospect to view potential homes or properties at their own pace. You can take the opportunity to prove your neighborhood expertise or how well you know the community and area.
Hi [Name],
Thank you for visiting [address or property name], it was so nice to meet you! Let me know if you want to check other homes in [location]. Finding the right house can be a challenge, but I am familiar with the neighborhood and can present you with several options.
Looking forward to your response,
[Your name]
Email templates for property management don’t have to be lengthy or complicated. All you need to do is craft a short, punchy, and direct response, as well as invite the reader to complete the action you want them to do. You’ll find that as you go on and send these emails, you may need to tweak them a bit for that extra personal touch.
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