10+ most useful property management email templates

Property showings and late payments, and maintenance requests, oh my! The life of a property manager is often spent bouncing from one task to another.

Good news: automating part of the process with templated messages can put more time back into your day.

In this guide, we’ve built 13 email templates and SMS alternatives you can use to address common leasing scenarios. We also cover some essential best practices so you can be more confident about your text and email campaigns.

10+ Best templated messages for property managers and landlords

Now let’s look at templates you can send straight from Gmail or any other landlord app you use to communicate with tenants.

1. Website form lead follow-up email template

Subject: [Prospect name], let’s find your dream home! 🏡

Body: Hello [prospect name], 

Hope you’re doing great. Thanks for your interest in [property name]. Exciting news – we’ve got a few [brief description of available units] available!

Quick Highlights:

• [Key feature one]
• [Key feature two]
• [Key feature three]

Pricing:

• Starting at [starting price]

Next Steps:

• Schedule a tour at [URL]
• Review our application process and start your application at [URL]

If you have any questions, feel free to contact us at [XXX-XXX-XXXX] or reply to this email.

Thank you for considering [property name], 

[Your full name]

[Your title]

Website lead follow-up SMS template: 

Studies show only 28% of people will actually open email messages. However, 98% of people eventually open their texts. If you want to effectively reach your prospects or communicate effectively with tenants, you need to use both email and text messages. 

Keep in mind both clients and leads have to opt in to your messages first. If you’re not sure how to get consent for texts, check out our SMS compliance guide.

2. Post-tour lead follow-up email template

Subject: Thanks for exploring [property name] with us!

Body: Hi [prospect name],

A big thank you for touring [property name] today! We loved showing you around and hope you got a feel for what makes our community special.

Quick highlights:

• [Mention one or two unique features]
• [Highlight a key amenity]
• [Any special perks or offerings]
• [Quoted price discussed during the tour]

What’s next:

1. If you have any lingering questions or need more info, hit reply or give us a call at [XXX-XXX-XXXX]! We’re here to help.
2. Ready to make [property name] your home? Check out our leasing info attached, then start the application process at [URL]. 

Stay in the loop:

Follow us on [social media links] for updates on events, community news, and more.

Thanks again for considering [property name] as your potential home. We hope to welcome you to our community soon!

Best,

[Your full name] 

[Your title]

[Your contact information]

Post-tour follow-up SMS template: 

3. Rental application confirmation email template

Subject: [Prospect name], we’ve received your application 🚀

Body: Hey [prospect name], 

Hope you’re doing awesome. Just wanted to shoot you a quick note to say we’ve got your rental application for [property name].

What’s Next:

• We’re diving into your application ASAP. You should hear back within [number of] days.
• If we need any further information, we’ll give you a shout.

If you have any questions, feel free to contact us at [XXX-XXX-XXXX] or reply to this email.

Thank you for choosing [property name], 

[Your full name]

[Your title]

Confirming rental application SMS template: 

4. Welcome move-in email template

Subject: [Tenant name], welcome to your new home! 👋

Body: Hi [tenant name], 

A big, warm welcome to your new home at [property name]! 🎉 We’re thrilled to have you as part of our community.

Move-In Details:

• Move-in date: [date]
• Unit: [unit number/type]
• Key pickup: [location/instructions]

We hope you settle in smoothly. If you have any questions, feel free to contact us at [XXX-XXX-XXXX] or reply to this email.

Thank you for choosing [property name], 

[Your full name]

[Your title]

Move-in welcome SMS template: 

5. Move-in information email template

Subject: [Tenant name], important info for a smooth move-in enclosed📦

Body: Hi [tenant name], 

Welcome again to your new digs at [property name]! 🏡 We’re excited to have you on board.

A few quick housekeeping deets:

• Utilities: Make sure to set up utilities in your name by [date].
• Quiet Hours: Let’s keep it chill between [start time] and [end time].
• Maintenance: If something’s amiss, fill out the work request form at [URL], and we’ll sort it out.
• Business hours: We’re available to assist you between [start time] and [end time] from [start work day] through [end work day]. 
• Urgent requests: If you have an urgent request outside of business hours, contact [XXX-XXX-XXXX]. You can see what qualifies as urgent in the document attached to this email.

Neighborly vibes:

• Be awesome to your neighbors – they’re pretty cool. You can join our group chat here: [URL] 
• Keep shared spaces tidy (outdoor kitchen, laundry, etc.).
• If you have any questions, feel free to reach out at [XXX-XXX-XXXX] or reply to this email.

Thank you for choosing [property name], 

[Your full name]

[Your title]

Move-in instructions SMS template: 

6. Courtesy rent reminder template

Subject: [Tenant name], here’s your friendly rent reminder for [month]

Body: Hi [tenant name],

Hope this message finds you well! Just a quick heads-up that your rent for [property name] is due on [due date].

Payment details:

Amount: [$XXX.XX]

Due date: [due date]

How to pay:

[Payment method details]

If you have any concerns or need assistance, feel free to give us a shout at [XXX-XXX-XXXX] or reply to this email. We’re here to help!

Thanks for being our neighbor at [property name],

[Your full name]

[Your title]

Friendly rent reminder SMS template:

7. Late payment rent reminder template

Subject: Action needed: Your rent payment is past due for [month]

Body: Hi [tenant name],

I hope this message finds you well. Just a quick note to remind you that your rent payment for [property name] was due on [due date].

Late payment details:

• Current amount due: [$XXX.XX]
• Late fee: [late fee amount]

How to settle:

• [Payment method details]

Need help?

If there’s a hiccup or you need assistance, please reach out to us at [XXX-XXX-XXXX] or reply to this email. We’re here to find a solution together.

Thanks for your prompt attention to this matter.

Best,

[Your full name]

[Your title]

Past due rent reminder SMS template:

Want more templates like this? You can check out our full guide to rent reminders for more inspiration.

8. Maintenance request confirmation template

Subject: Quick action needed: Maintenance request 🛠️

Body: Hi [tenant name],

I hope you’re doing well! 👋 We saw your maintenance request for [issue] at [property name], and we want to get it sorted ASAP.

Details:

• Maintenance request: [brief description of the issue]
• Preferred time for maintenance visit: [tenant’s availability]

Our maintenance team will swing by on [date and time] to take care of things.

Need to reschedule?

If the scheduled time doesn’t work for you or if there are any changes, please let us know as soon as possible.

Thanks for your cooperation! We’re committed to ensuring your comfort at [property name].

Best,

[Your full name]

[Your title]

[Your contact information]

Confirming maintenance request SMS template:

9. General resident complaint email template

Subject: Acknowledging your concern – we’re here to help

Body: Hi [tenant name],

Thank you for reaching out to us with your concern about [issue]. 

[If feedback is actionable]

We are working to address this by (action taken or date). 

[If feedback isn’t actionable]

While we deeply appreciate your feedback, we aren’t able to accommodate your request as of now. [If necessary, provide additional context about why].

We appreciate your understanding and patience. As always, we appreciate you being our neighbor at [property name].

Best,

[Your full name]

[Your title]

[Your contact information]

Addressing a complaint SMS template:

10. Noise complaint email template

Subject: Regarding noise concern at [property name]

Body: Hi [tenant name],

I hope this message finds you well. We’ve received a noise complaint regarding [specific nature of the noise] from your unit at [property name].

Details:

• Date and time of complaint: [date and time]
• Nature of noise: [brief description]

We understand occasional disruptions can and do happen, and we still want to ensure a peaceful living environment for residents. We ask that you please be mindful of noise levels, especially during [specified quiet hours]. This creates a more comfortable living space for everyone.

If there’s anything specific contributing to the noise, or if you have concerns about this complaint, please feel free to reach out. We’re here to help.

Thanks for your understanding, 

[Your full name]

[Your title]

[Your contact information]

Noise complaint SMS template:

11. Lease renewal email template

Subject: Your lease renewal opportunity at [property name]

Body: Hi [tenant name],

I trust this message finds you well! Although your lease term at [property name] is approaching its end, we’d love to continue having you as part of our community.

Lease renewal details:

• Current lease end date: [current end date]
• Proposed renewal terms: [new lease term, such as six or 12 months]
• New lease start date: [proposed start date]
• Renewal rent rate: [renewal rent amount]

Next steps:

• Take a moment to review the proposed renewal terms.
• If you’re all set, let us know, and we’ll send over the formal lease renewal agreement.

Got questions?

Feel free to reach out if you have any questions or if there’s anything specific you’d like to discuss regarding the renewal.

We appreciate your tenancy at [property name] and hope to continue serving you as a valued resident.

Looking forward to another great year together!

Best regards,

[Your full name] 

[Your title]

[Your contact information]

Lease renewal request SMS template:

12. Move-out instructions email template

Subject: Move-out information for [tenant name]

Body: Hi [tenant name],

I hope this message finds you well. As your lease term at [property name] approaches its end, we want to provide you with some essential move-out information.

Move-out details:

• Lease end date: [current end date]
• Move-out date: [proposed move-out date]

Next steps:

• Property inspection: We will conduct a final walkthrough of the property on [date]. Please ensure you remove all personal belongings by this date.
• Cleaning guidelines: Take a peek at our move-out cleaning guidelines, which are attached to this email. This will help ensure a smooth transition for both parties.
• Return of keys: Please return all keys, access cards, and other property items on or before your move-out date.

Final settlement:

After your move-out inspection, we’ll let you know about any deductions from your security deposit within [number of] days.

Need assistance?

If you have any questions or need assistance during this process, feel free to reach us at [XXX-XXX-XXXX] or reply to this email. 

We appreciate your tenancy at [property name], and we wish you the very best in your future endeavors.

Thank you for your cooperation, 

[Your full name] 

[Your title]

Move-out information SMS template:

13. Security deposit return email template

Subject: Security deposit refund process

Body: Hi [tenant name],

I trust this message finds you well. Now that your tenancy at [property name] has concluded, we wanted to provide information about the security deposit refund process.

Security deposit details:

• Original amount: [$XXX.XX]
• Deductions: [List of any deductions, if applicable]
• Refund amount: [$XXX.XX]

Refund process:

1. We will process the security deposit refund within [number of] days from your move-out date.
2. We’ll send the refund to the [bank account/check] details provided in your move-out form.

Final settlement documentation:

You’ll find a detailed breakdown of any deductions made and your final refund amount attached to this email. Please review this and keep it for your records.

Questions or concerns?

If you have any questions or concerns regarding your refund, feel free to reach out to us at [XXX-XXX-XXXX] or reply to this email.

We appreciate your tenancy at [property name] and wish you all the best in your future endeavors.

Thank you for your cooperation.

Best regards,

[Your full name] 

[Your title]

Security deposit refund SMS template:

4 best practices for property management email templates

Here are four best practices to keep in mind before personalizing the above templates:

1. Add texts and emails to your workflow

You can’t rely on email alone to reach current and prospective renters. You also don’t want to lean on SMS for all communications since some tenants prefer email. The best strategy is to combine the two and automate both processes for everyone’s convenience.

You have a few options to do this at scale. First, you can look into property management software to automate recurring email communications (like welcome emails, for example). You can also use OpenPhone to schedule future messages, store SMS templates with snippets, or set up auto-replies for missed calls and texts to ensure potential leads don’t slip through the cracks.

Just keep in mind your tenants need to consent to messages first. We wrote this guide to TCPA opt-in and opt-out requirements so you can get started with confidence.

2. Continually test subject lines and other messaging

First impressions are everything in property management — and the first few words of your emails are no different. Some subject lines connect well with renters, while others don’t leave much of an impression at all. A/B testing can help you make better decisions and connect more authentically with prospects and tenants.

That said, the value of testing depends on the type of email you’re sending. For follow-up emails and other sales-oriented messages, testing can improve your occupancy rates by increasing open rates and click through rates. 

Since texts don’t have a subject line, you may want to test your calls to action instead. You should look closely for any correlation between open rates and specific phrases (like ‘schedule showing’ versus ‘view property’).

And although text messages don’t have subject lines like emails, you should still work to optimize your message introductions. Starting with the prospective tenant’s name isn’t always a bad idea, but you may find your tenants respond better to messages that are brief and to the point’ (like ‘Are you still interested in touring?’).

3. Customize templates to your brand voice

Your brand voice should be the sculptor of your business texts and emails. A luxury property wouldn’t communicate the same way a college-town studio apartment would — and shouldn’t if you want to meaningfully connect with renters. Some of our templates above are better suited to more casual brands, meaning companies with a more formal brand voice need to customize even more.

If you’re not sure how your brand voice should sound, remember: how your business speaks goes hand-in-hand with what it offers. This is influenced by how many doors you have, the types of apartments you offer, and even personal preferences (like whether or not you use emojis).

Feeling the onset of writer’s block? You can use AI to customize templates on the go. The prompt below can help you generate some ideas, but don’t forget to add a human touch to the draft.

Speaking of adding a human touch. . .

4. Add personalization at multiple touchpoints

More than four in five customers want hyper-personalized messages. And 70% of companies using them report an ROI of 200% or greater. So if you’re not taking advantage of personalized email marketing, there’s a good chance you’re already falling behind.

Of course, a personalized email takes a lot more effort than just adding the first name of your tenant to the subject line. You need to get creative with ways to inspire and delight, including:

• Collecting birthdays in initial move-in/onboarding documents so you can send birthday texts and emails
• Sending follow-up messages after tenants leave a testimonial so you can properly thank them for the review
• Taking time to read tenant responses to your messages so you can respond with empathy and active listening

Keep in mind that message personalization is just one piece of the customer satisfaction puzzle. You should also be mindful of your CX experience and find ways to leverage email to make it even better. Maybe you could send emails offering referral bonuses or send biannual check-ins to see how tenants are enjoying their stay.

Optimize your workflows with OpenPhone

Clear communication is the backbone of any successful property management company. Templated messages can help you do this at scale. You can save time, reduce repetitive tasks for your team, and keep current and prospective renters happy.

OpenPhone’s snippets help you send and customize templated texts with a personal touch.

This isn’t all you can do with OpenPhone, though — all your calling and texting communication with contacts can be in a single view so you can follow up faster. You can also integrate your business phone number with third-party apps. It’s easy to connect your business phone to your CRM and keep in touch with an audience that craves more personalized interactions.

Ready to build better relationships with renters? Get started with a seven-day free trial of OpenPhone today.