Top Property Management Email Templates You Should Be Using
Managing properties comes with its load of communication. Whether you’re emailing potential occupants or resolving problems with your residents, there's so much you can handle by yourself.
To help you build and maintain great landlord-tenant relationships, we’ve crafted email templates that will make it effortless to respond to maintenance issues, send rent reminders, and more.
Let’s jump right in.
The Best Property Management Email Templates You Should Be Using Everyday
We've crafted a list of the best property management email templates to help you in your everyday job and remove the hassle of managing resident communication.
If you’re using Missive, our collaborative email inbox, you can copy/paste these templates into your canned responses and share them with your team.
Application Communication
We’ve all heard it over and over again. First impressions matter. It’s especially true when it comes to attracting and retaining quality residents. The application process will set the tone and influence a lead's decision to move into one of your properties.
I know what you’re thinking right now:
Wait, I don’t need an email template for the application process; most of my leads come from my Facebook Marketplace listings!
The good news is that our templates can save you a lot of time, no matter if you're sending your messages via email or Facebook Messenger. If you’re using Missive, you can manage your Facebook Messenger account inside the app and benefit even more from the templates.
Our application communication templates are a great way to help you communicate effectively with applicants throughout the process.
New Application Auto-Reply
Here’s a template for an auto-reply you could send when receiving an application:
We've received your application for {{ apartment.name_address | description: "Apartment name or address" | confirm }} and are currently reviewing it. We appreciate your interest!
We typically process applications within {{ number_day | description: "Number of business days to process application" | confirm }} business days. During this time, we may contact you for additional information if needed.
We look forward to reviewing your application and will be in touch soon with an update.
Regards,
{{ user.first_name }}
Approved Application
In the case the applicant has passed the credit check and the application has been approved, here’s a template you could use:
We're thrilled to inform you that your application for {{ apartment_name | description: "apartment name or address" | confirm }} has been approved!
To make everything official, please complete the following steps within {{ number_day | description: “Number of business days to secure apartment" | confirm }} days:
Sign the Lease Agreement: You can review and sign the lease agreement electronically through our secure portal: {{ lease_link | description: “Lease link" | confirm }}
Submit Security Deposit: Pay your security deposit of {{ deposit_amount | description: “Security deposit amount" through {{ payment.method | description: “Payment method" | confirm }}.
Once you've completed these steps, we'll confirm your move-in date and send you additional information about move-in procedures.
Congratulations again! We're excited to welcome you to your new home.
Sincerely,
{{ user.first_name }}
Declined Application
Sadly, applicants aren’t always approved. We have created a template you can use when sending those emails. It will not only save you time but also save you the hassle of crafting them.
Thank you for your interest in residing at {{ apartment_name | description: “apartment name or address" | confirm }}. While we appreciate your application, we regret to inform you that it was not approved this time.
This decision was based on {{ denied_reason | description: “Brief explanation of the reason, e.g., credit history, insufficient income, etc." | confirm }}.
We hope you find a place you can call home soon. If your circumstances change, you may also consider reapplying in the future.
Thank you for your understanding,
{{ user.first_name }}
Application on the Waitlist
The last template you should have to manage the application process messages efficiently will come in handy when it’s time to let an applicant know they are on the waiting list:
Thank you for your interest in residing at {{ apartment_name | description: “apartment name or address" | confirm }}. Your application has been placed on our waitlist due to high demand.
We typically contact waitlisted applicants when an available apartment meets their qualifications. The timeframe for this can vary depending on demand and availability. The timeframe for this can vary depending on demand and availability.
Thank you for your patience and understanding.
Sincerely,
{{ user.first_name }}
Move-in Communication
There’s nothing like a welcoming email with all the information new residents should have for their move-in to kick-start a good relationship. A well-crafted email can make them feel valued and reduce the questions a new tenant could ask. Here's a template to help you create a professional and informative welcome email for your new residents:
We're super excited to welcome you on {{ movein_date | description: “Move-in date" | confirm }} in your new home.
To make sure your move-in is as smooth as possible, here's an overview of everything you need to know:
Key Collection:
Your keys will be available for pickup between {{ pickup_timeframe | description: “Move-in date" | confirm }} on {{ movein_date | description: “Move-in date" | confirm }} to grab your keys. If it doesn’t work for you, let me know!
Apartment walkthrough:
We want you to have a smooth transition. We’ll do a brief walkthrough before your move-in date so you quickly feel at home.
Here are the details:
- Date & Time: Please let me know your availability in the week before your move-in day so we can schedule the walkthrough.
- What to Expect: We’ll guide you through the apartment, checking all appliances, plumbing, heating & cooling, doors & windows, lights & electrical, walls & ceilings, smoke detectors and any other specificities you should know.
- Report Any Issues: If you notice anything unusual during the walkthrough, we’ll gladly document it and do everything in our power to address any concerns before your move-in day.
If you have any questions, big or small, don't hesitate to email me or call me at {{ client.work.phone_number }}.
See you soon!
{{ user.first_name }}
Maintenance Requests
Most emails overflowing your inbox as a real estate manager are often maintenance requests. Replying to those messages quickly and letting the resident know you're taking care of their request is the key to satisfying them.
With the following templates, you can send a response quickly while maintaining a personal touch.
Receiving a Maintenance Request
When receiving a request, you should acknowledge it right away so your unit occupant knows that you’ll take care of it:
Thank you for submitting a maintenance request regarding {{ issue_description | description: “Brief description of the issue" | confirm }}. I have received your request and will look into this as soon as possible. If the issue is urgent, please call me at {{ client.work.phone_number }}.
I appreciate you taking the time to let us know; we will follow up with you by {{ follow_date | description: “Date you’ll get back to them" | confirm }}. Please let me know if anything changes or if you have any other questions in the meantime.
Regards,
{{ user.first_name }}
Issue Is Resolved Follow-Up
Then, once the issue has been resolved, sending a quick follow-up will show that you care about your client's satisfaction:
Just wanted to let you know that {{ resolution_description | description: “Brief description of the resolution" | confirm }}. Please let me know if you experience this issue again or if I can be of any further assistance.
Thank you again for your patience and for being a valued resident!
Sincerely,
{{ user.first_name }}
You should always maintain consistent messaging and set proper expectations by sending the initial response swiftly and following up once resolved.
Rent Payment Reminder Emails
If a resident is late paying rent, you must send a firmer reminder. Here are some tips:
- Keep the tone positive and casual - this is just a friendly nudge.
- Avoid sounding accusatory. Assume they just forgot or lost track of time.
- Give them the benefit of the doubt if it's their first reminder.
- Remind them of the exact late fees that apply as defined in the lease.
- Specify when late fees will start accruing if the balance remains unpaid.
- Provide the next steps if it remains unpaid by the late fee date. Example: notice to pay or quit.
- Offer to discuss payment plans or assistance programs if applicable.
- Include account balance, where to pay, and who to contact with questions.
Here’s a template that can be useful:
Here’s a friendly reminder that your rent payment of {{ rent.amount | description: “Rent amount" | confirm }} is now past due and considered late according to your lease agreement.
As agreed in your lease terms, a late fee of {{ latefee.amount | description: “Late fees" | confirm }} will be applied to your account if the balance remains unpaid by {{ latefee_date | description: “Date you’ll start charging late fees" | confirm }}.
Please pay as soon as possible to avoid further late fees and potential impacts to your rental and credit history. If you are unable to pay at this time, please contact me immediately so we can discuss arrangements or payment assistance options.
Your current balance of {{ rent.amount | description: “Rent amount" | confirm }} can be paid via {{ payment.method | description: “Payment method" | confirm }} Please let me know if you have any questions or concerns.
Regards,
{{ user.first_name }}
Renewals
Sending timely renewal notices is crucial for retaining residents and avoiding vacancies. You should start the renewal process at least 90 days before the lease expires, depending on your local laws. Your email should highlight any changes and provide deadlines for giving notice to vacate.
Here’s a template:
I hope you’re doing great! Your lease term is approaching its end. We love having you as a part of our community and would love to keep you as a resident.
Lease Renewal Details:
- Current lease end date: {{ lease.end | description: “Lease end date" | confirm }}
- Proposed renewal terms: {{ lease.new | description: “New lease terms" | confirm }}
- New lease start date: {{ lease.start | description: “New lease start date" | confirm }}
- Renewal rent rate: {{ rent.new | description: “Renewal rent amount" | confirm }}
Next Steps:
- Take a moment to review the proposed renewal terms.
- Let us know if you're all set, and we'll send over the formal lease renewal agreement.
Don't hesitate to reach out if you have any questions or if there is anything specific you'd like to discuss regarding the renewal.
Looking forward to another great year together!
Regards,
{{ user.first_name }}
Move-Out Communication
When a resident decides to move out of one of the properties you’re managing, you’ll need to communicate all information necessary for the process. This process can feel daunting, especially if you manage many properties, but it can be automated quite easily using an email template.
Before exploring the template, let’s go over some good tips to make sure your message as effective as possible:
- Send an email reminding residents of the move-out inspection process 30 days before the move-out. Highlight that inspections assess damages beyond normal wear and tear.
- Include details on date/time of inspection and if residents need to be present. Offer to reschedule if the proposed time doesn't work.
- Attach your move-out cleaning checklist so residents can prepare the unit properly. Also, include some information about any charges for extensive cleaning or repairs.
- Thank residents for being tenants and let them know you are processing the return of their security deposit. Note your policy timeline for returning the deposit.
With all these tips in mind, you’ll be able to make this template yours and ensure the residents know what to expect when moving out.
A friendly reminder that your lease is ending on {{ move_out_date | description: “Moving out date" | confirm }}. Moving's not always a piece of cake, so here is everything you need for a stress-free exit.
Inspection Time:
To check for any damage beyond the "lived-in" kind, we'll be doing a move-out inspection on {{ inspection_date | description: “Inspection date" | confirm }} at {{ inspection_time | description: “Inspection time"}}. You're welcome to join, but it's not mandatory.
If you need a different time, let us know within 48 hours, and we'll reschedule the inspection.
Get the Place Ready:
Attached is our move-out checklist to help you spiff things up. Remember, major cleaning or repairs might result in some extra charges.
Also, please take all your stuff and toss any trash before the inspection. ️
Security Deposit:
Huge thanks for being an awesome tenant! As per our policy, your security deposit of {{ deposit_amount | description: “Security deposit amount" | confirm }} will be processed for return within {{ deposit_timeframe | description: “Security deposit return timeframe" | confirm }} business days after you move out and the inspection is done. In the case of damage beyond normal wear and tear, we'll detail any deductions for damage.
Questions? We're Here!
If you have any questions about moving out or need a hand with anything, don't hesitate to reach out at {{ client.work.phone_number }} or emailing me.
Wishing you all the best in your new adventures!
Regards,
{{ user.first_name }}
Best Practices for Effective Property Management Emails
Being a good property manager isn’t just about caring for brick and mortar — it’s also about nurturing good relationships. Whether you’re a manager or a landlord, following email best practices can help you save time and avoid misunderstandings.
Here are some good tips to keep in mind when emailing your occupants:
- Personalize your communications: When sending an email to one of your residents, using their name in the greeting, rather than a generic "Hello" can go a long way.
- Use clear & descriptive subject lines: Subject lines should quickly communicate key info so residents know if they need to open the email. Avoid vague subject lines like "Lease Question" that could apply to anyone.
- Optimize for mobile: With more people reading email on phones, you should make sure that your messages render well on mobile devices. Using a single-column layout with buttons, choosing larger fonts, and breaking content into short paragraphs can all help your recipients have a better experience when consuming your messages.
- Keep it professional: Even if you’re using friendly greetings, your emails should stay polite and have a business-like tone. That being said, it's time to forget everything you've learned in school about writing like Shakespeare. You should be clear and concise. Plus, proofread to check for errors; there's nothing worse for your image than sloppy messages full of mistakes.
By mastering property management email communication, you can provide five-star service to your residents, operate efficiently, and support your team.
