Property managers who are developing their sales process need to understand the importance of following up with phone calls and emails. Playing phone tag can be frustrating, but if you can keep your prospect interested in your company and the services you provide, that game of back-and-forth is getting you somewhere.

A lot of the people you are trying to reach will be talking to several different property management companies in your area.

Set yourself apart from the others. Today, we’re telling you how.

Write an Email that People Want to Read

Emails flood the mailboxes of nearly everyone, and it’s easy to ignore them, forget about them, or even delete them before clicking and reading. Your email needs to get your prospect’s attention. Here’s how to do that:

  • Lead with something good. Provide your value right out of the gate. If you’re offering a special discount or deal, put that at the top of your message. When you start with good news instead of asking them for something, they’ll be more likely to read that email.
  • Include a Call to Action. This requires you to use active language, and to give them a task, such as Call Us Today or Click Here for Details.
  • Provide specific information and knowledge. Let your prospect know that you understand the property they own. If you know it’s in a specific section of town, be sure to mention that you already manage several homes in that neighborhood, and you’d be happy to provide a complimentary rental analysis.
  • Be enthusiastic about talking to them. Save the hard sell for later. It’s not fun for them, and it’s probably not even fun for you. Think of this sale as incremental. At this point, you only want them to talk to you. You’re selling a few different things:
          • Initial conversation
          • Follow-Up
          • Follow-Up conversation
          • Management contract

Leave a Voicemail that Gets a Return Call

Your prospect may not answer your phone call, so be prepared to leave a voicemail. There are a few things to keep in mind before you begin talking.

  • Get up from your chair. Standing helps you speak louder and in a tone that’s more confident and enthusiastic. You’re more likely to get a call back when you sound authoritative and engaging.
  • Use the person’s name at the beginning of your message. Even if the name is the only information you have about this person and their property, it will still give you the personal touch you need to start making a connection.
  • Mention any specific details that you already have about the property. When you can connect their initial inquiry to the voicemail you’re leaving, you’re more likely to get a response.
  • Ask for a call back. A lot of property managers will leave a message without asking for a call back. Your chances of a response are much greater when you actually tell them you want to hear from them.

Sample Scripts and Text for Email and Voicemail

We know this kind of thing doesn’t come naturally to everyone. Take a look at our samples, and customize them in a way that makes sense for you and your property management company. If you have any questions, contact us at Fourandhalf.

Here’s Your Lead Follow-Up Email Template:

Hi ___,

Thank you for contacting us at ____Property Management about managing your single-family home!

We have years of experience managing single-family homes in the greater X area, and our (special offer) 21-day tenant placement guarantee has made us a popular choice among rental property owners in this market.

I would love to speak with you and see if we’re the right fit for managing your property.  Would you have 15 minutes to chat on Wednesday, 9/13, 5:00 EST, or another time this week?

Alternatively, feel free to reply to this email or shoot me a text at xxx-xxx-xxxx with any questions you have.

Looking forward to speaking with you,


And now we have your Sample Voicemail Script:

Hi ___,

Thank you for reaching out to us at _____ about managing your _______. 

I’m so sorry we missed you but would love the chance to speak to you about your property and see if we’re the right fit to manage it for you.

Would you have some time on Wednesday, 9/13, 5:30 EST, for a call?  If not, let me know what time would best fit your schedule.

Please call me back at xxx-xxx-xxxx, or feel free to send me a text or shoot me an email. I’m happy to answer any questions you may have.

Thanks, ____, and I’m looking forward to speaking with you.