Scripts and templates

Subject: Your property on [Street name]

Hi [First name],

Thanks for reaching out about [address]. I would like to learn a bit about the property and what you want from a manager.

Two quick questions so I can be useful on our first call:
1. Is the home vacant right now, or is a tenant in place?
2. What made you start looking for a manager?

Here is a link to pick a time that works for you: [booking link]

[Your name]
[Company] | [phone]

Hi [First name], this is [Your name] with [Company]. Just tried you about managing [address]. Is now a bad time? Happy to text instead if easier.

Subject: Rent range for [address]

Hi [First name],

Based on similar homes leased near [neighborhood] in the last 90 days, I would expect [address] to rent between $[low] and $[high] a month. The range depends mostly on [condition, parking, pets allowed].

I can firm that up after a quick walk-through. Here is my calendar: [booking link]

[Your name]

Subject: Closing the loop on [address]

Hi [First name],

I have not heard back, so I will assume the timing is not right. No problem at all.

I will send a short market update once a month. If you would rather not get it, reply "no thanks" and I will stop.

[Your name]

Subject: Welcome, and what happens next

Hi [First name],

Welcome aboard. I am your main contact, and my direct line is [phone].

Here is what the next 30 days look like:
- This week: we collect keys and documents and set up your account.
- Next week: a full inspection with photos. You will get a short report.
- By [date]: your first statement and distribution.

What I need from you: [W-9, bank details, HOA contact, insurance declarations]. You can upload them here: [link].

[Your name]

Subject: Approval needed: [issue] at [address]

Hi [First name],

The tenant reported [issue] on [date]. Our vendor found [cause].

Options:
1. Repair: $[amount]. Fixes the immediate problem.
2. Replace: $[amount]. Recommended because [reason, age, repeat failures].

Please reply with 1 or 2 by [date] so we can schedule. Photos are attached.

[Your name]

Subject: [Address] quarterly review

Hi [First name],

A quick look at the last three months:
- Rent collected: $[amount] ([on time / note])
- Maintenance spent: $[amount], mostly [item]
- Current rent vs market: $[rent] vs about $[market]
- Coming up: [lease ends on date / HVAC service / HOA assessment]

My recommendation for the next quarter: [one sentence].

Anything you want to change? Reply or grab a time: [booking link]

[Your name]

Subject: [Address] leasing update

Hi [First name],

Week [number] on market. Here is where we are:
- Inquiries: [number]
- Showings: [number]
- Applications: [number]

What I am hearing from prospects: [feedback]. I recommend [price change / small upgrade / no change] to get it leased by [date].

[Your name]

Hi [First name], thanks for asking about [address]. It is available [date] at $[rent]/mo. Showings: [times]. Our screening criteria: [link]. Apply here: [link].

Reminder: your showing at [address] is today at [time]. Reply C to confirm or R to reschedule.

Subject: Your application for [address] is approved

Hi [First name],

Your application is approved. Next steps:
1. Review and sign the lease here: [link] by [date].
2. Pay the deposit of $[amount] and first month's rent of $[amount] through [method].
3. Start utilities in your name for [move-in date]: [list].

Questions? Reply here or call [phone].

[Your name]

Subject: Welcome home to [address]

Hi [First name],

Welcome. A few things to save:
- Pay rent and submit repairs: [portal link]
- Emergency maintenance, 24/7: [phone]
- Trash and recycling: [day]
- Please return the move-in condition form by [date]. Note anything you see, with photos.

[Your name]

Subject: Renewing your lease at [address]

Hi [First name],

Your lease ends on [date], and we would like you to stay.

Your options:
- 12-month renewal at $[amount]/month
- Month-to-month at $[amount]/month

Please let us know by [date]. If you have questions or something you would like fixed before renewing, reply here.

[Your name]

Hi [First name], your repair request for [issue] is scheduled. [Vendor] will arrive [date] between [window]. Reply if that time does not work.

Hi [First name], our records show rent of $[amount] for [month] has not posted yet. You can pay here: [link]. If something is going on, reply and let us know.

Subject: Notice of entry: [address] on [date]

Hi [First name],

This is notice that [our team / vendor name] will enter your home on [date] between [time window] to [reason].

You do not need to be home. If this time is a problem, reply by [date] and we will try to adjust.

[Your name]

Subject: Move-out instructions for [address]

Hi [First name],

We received your notice. Your move-out date is [date].

Before you go:
1. Remove all belongings and trash.
2. Clean the kitchen, bathrooms and floors.
3. Return all keys, fobs and remotes to [place] by [time].
4. Send us your forwarding address for the deposit.

We will inspect after you leave and send your deposit statement within [state deadline] days.

[Your name]

Thanks for calling [Company]. If this is a maintenance emergency, like a gas smell, flooding or no heat, press 1 to reach our on-call team now. To pay rent or request a repair, visit [short URL]. For leasing, press 2. Property owners, press 3. For anything else, stay on the line.

You have reached [Company] after hours. If you smell gas, leave the building and call [gas company] or 911. For any other emergency like flooding or no heat, press 1 now. For anything else, leave a message or submit a request at [short URL], and we will respond on the next business day.