As a property manager, you know how crucial it is to secure quality leads and turn those leads into long-term clients. You also recognize the importance of following up with prospective owners quickly and efficiently.

Playing phone tag can be frustrating, but there is great news. 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.

Many property owners will be talking to several different property management companies in your area. Therefore it’s important that you’re ready and concisely able to communicate why you’re the best for them.

To help make sure nothing falls through the cracks, we’ve put together some tips for successful lead contact that will not only keep more owners in the loop but also give you an edge when competing against other property management companies vying for their attention. We’ve also created a property management email template and voicemail script to help you save time and convert more leads.

If you’d like to cut right to the chase, here are the links to our email templates and voicemail scripts:

Voicemail Script
Property Management Email Template 1
Property Management Email Template 2

sales funnel

How Quickly Should a Property Manager Reply to an Owner Lead

Before we give you a few examples of how you should be reaching out, do you know how quickly you should be responding to a new lead?

Time is of the essence, and a quick reply can make all the difference. We highly recommend calling prospective owners immediately. If they don’t pick up, leave a voicemail with a direct line of communication back to you (a lead isn’t going to want to sit through a phone tree to get back in touch) and then send a follow up email. The bottom line is that you should check in as quickly as possible. Remember that there are other companies out there competing for these properties and you want to be one of the first to contact the lead.

Before returning a call, double check that you have all relevant lead information at the ready: prospect name, property name, street address, and anything else important they might have mentioned in their inquiry.

Who Should be Communicating with Leads?

If you have a BDM, they should be the one to contact new leads. However, make sure that they have standard process to follow. It’s important that everyone at the company is on the same page regarding how important information should be passed on to leads.

If you don’t have a BDM, make sure there’s a standard process so that everyone knows their role in the lead onboarding process. We highly recommend creating a workflow and making sure everyone involved has access.

3 young people standing next to a window

3 young people standing next to a window

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.

Write an Email that People Want to Read

Follow-up is essential for building relationships, establishing trust and getting new leads. Knowing what to say and the timing of your follow up email can make a world of difference!

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 the attention of your potential client and keep them interested. Here’s how to do that:

  • Tell the interested client who you are in the subject line. People are bombarded by spam every day, so make sure that your subject line gets them to open your email!
  • Create value right out of the gate. If you’re offering a special discount or deal, put that at the top of your message. If they mentioned specific property management services in their initial contact that you offer, make sure to mention their specific needs. 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.
  • Make sure to have a professional email signature with your property management company or real estate business name with clear and visible contact information. Make it easy for leads to know who you are and the different ways they can contact you!
  • 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.

Property Management Email Templates and Voicemail Scripts

We know this kind of thing doesn’t come naturally to everyone, even for a property manager. Take a look at our email templates and voicemail scripts, and customize them in a way that makes sense for you and your property management company.

Sample Voicemail Script for Property Managers:

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.

Property Management Email Template for Following up with Leads:

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,

Property Management Email Template 2:

Hi ___,

I hope this email finds you well. My name is [Your Name], and I am the business owner at [Your Property Management Company]. We recently received your inquiry regarding our property management services, and I wanted to check in with you to see if you have any further questions or if there is anything specific you would like to discuss.

At [Your Property Management Company], we pride ourselves on providing top-notch property management solutions tailored to meet the unique needs of each client. Our services include [X]. Our dedicated team of professionals is committed to helping you maximize your investment while ensuring a seamless experience for both you and your tenants.

To help you make an informed decision, I would be more than happy to schedule a call or meeting at your convenience to discuss your property management needs in detail. Would you have 15 minutes to chat on Wednesday, 9/13, 5:00 EST?

If not, please let me know your availability, and I’ll arrange a time that works best for both of us.

In the meantime, if you have any questions or concerns, please don’t hesitate to reach out to me directly at [Your Email Address] or [Your Phone Number]. I’m here to help and look forward to potentially working together.

Thank you for considering [Your Property Management Company] as your trusted property management partner. I hope to hear from you soon!

Best regards,

We hope these property management email templates and voicemail script help you grow your business. Effective contact with property management leads is crucial for fostering strong relationships and converting potential clients into loyal customers. By implementing a personalized approach, providing valuable information, and maintaining timely communication, you can demonstrate your commitment to meeting their needs and showcasing your company’s expertise. As you refine your follow-up strategies, remember to stay adaptable and receptive to feedback, ensuring that you continually improve your outreach efforts and ultimately elevate your property management business to new heights of success.

If you’d like more help generating or converting property management owner leads, please contact us at Fourandhalf – Digital Marketing for Property Managers.

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