9 Email Templates for Property Management To Use Today
By ExactEstate12 min read
Last reviewed: July 2026
Multifamily Housing
Email marketing remains a vital aspect of the real estate industry, especially in the property management niche. However, it’s not realistic to have a property manager type out a response, invitation, or follow-up every time he or she needs to reach out to a prospective client or renter, especially with the sizable amount of tenants you have when managing multifamily homes.
Property management email templates take the effort out of having to do this menial task. All you need is to find the appropriate response, fill out the particulars, and then hit the “send” button. Email templates for property management can save you precious time and coincide very well with any real estate marketing plan you might have at the moment.
As they field hundreds of emails from multifamily residents and their landlords, agile and responsive property managers will benefit from having an email template on hand to answer questions, clarify arrangements, and seal the deal. With that in mind, you should have these nine email templates on hand and ready to be sent on short notice.
How To Craft the Best Property Management Email Templates
Those working in real estate should first understand the importance of an email template. While it’s true that a template is a “one-for-all” thing, you should always have an idea of who you’ll be writing for and the ideal response you want to get from the person reading it.
To succeed in crafting a good email template, you’ll want to consider these crucial elements:
Character count and content of the subject line
How concise the email is
How engaging the email content is
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You will need to account for mobile devices, because people nowadays use them all the time, including for reading emails. Ideally, your subject line shouldn’t exceed 9 words or 60 characters. Furthermore, the length of email content should be short yet engaging enough that the recipient will want to read and follow through.
In certain cases, a single paragraph or line is all you’ll need to create a compelling email. If possible, incorporate bullet points and short phrases, and divide the main body into several paragraphs. All these things tick the box of what makes a property management email great, and you’ll be more likely to receive a favorable response from the recipient.
Segment Your Email Lists
Property management email templates can be divided into two main categories: potential leads and existing residents.
More often than not, leasing managers will already have a list of emails from existing residents they communicate with regularly. For chasing leads, property managers should have separate email templates with different types of content.
How Often Should You Send Out Templated Emails?
Most property managers will wonder how often they should send out emails. There’s also the matter of timing, which is important if you want to get the desired response (or any at all).
Typically, it’s not a question of timing, but a question of triggers. Certain trigger events will tell you the best time to send out an email. For instance, if someone signs up for your email newsletter, you should always have a “thank you” email template, as well as a “follow-up” template to see if the lead turns into a customer. Other email templates to consider include a “check-in” email for those who have moved in, and perhaps an “anniversary” email to mark the time they moved in. Email automation tools can help you set these templates to go out in response to certain trigger events.
You may need to do some testing on the frequency and timing of sending property management email templates, but after a while, you’ll start to have a feel for your client’s responses. Do your research and check the open rates (or when your recipient is likely to open and read your email) to determine the best time to send a message.
Although it varies by industry, many email marketing leaders have pinpointed Tuesdays and Thursdays as the best send time to maximize open rates. 11 a.m. tends to be a sweet spot, as it avoids the morning rush and catches them before an afternoon crash. Monday mornings and Friday afternoons are best avoided, but you’ll accrue your email open and response rate data over time, from which you can determine the days and times when your audience is most engaged.
9 Email Templates for Property Management To Use Today
A common property manager email template, you should always have this ready to send. You’ll want to send this after viewing or having a chat with a prospective renter or tenant. Current tenants who offer referrals can be recipients of this email as well. It’s important to have a sincere, non-sales tone and a call to action to keep in touch.
To the lead/prospective resident:
Subject Line: Thank you for your interest in [property address]
Hello [Name],
It was excellent speaking with you the other day. I know you have a lot of apartment options to sift through. I’d like you to know that I can be a resource to you throughout your rental journey and have many other properties that may fit the specifications you have in mind.
Feel free to ask me any questions or share any concerns you might have. My phone number is [number] and my email is [email address].
All the best,
[Your name]
To a current resident who generates a referral:
Subject Line: Thank you for your generous referral
Hello [Name],
I wanted to reach out personally and thank you so much for connecting me with [referral name]. They could be an excellent fit in the [apartment name] complex.
If you know anyone else who may be in the market for an apartment, I have other properties in our portfolio with vacancies that aren’t expected to last. Let me know if you know anyone in the market.
Feel free to ask me any questions or share any concerns you might have. My phone number is [number] and my email is [email address].
All the best,
[Your name]
The Check-In Template
This should be short and sweet and offer a way to connect with the recipient. Also, there should be a short “contact me if you have any issues” phrase here. You can add a survey so you can collect ideas or feedback you can use to improve your next endeavor.
Subject Line: Checking in on your new apartment
Hello [Name],
How are you settling into your apartment? Is there anything I can help you with at this time, like maintenance requests, mailbox questions, or access to apartment facilities?
I’ve attached several documents that could be of use to you, like our [Insert applicable resources like CC&Rs, facility rules and hours, community event calendars, etc].
I’m interested in your feedback. For any concerns, simply reply to this email. You can also contact our office at [email address] or [phone number].
All the best,
[Your name]
The Follow-Up Template
A must-have for those who want a leasing agent email template for leads that they can send immediately. These can be used to follow up with leads that went cold, or active leads you haven’t heard from in a short while.
Subject Line: Are you still in the market for a new place?
Hello [Name],
How is the apartment hunt coming? I’d love to get you into your next home as soon as possible and have plenty of properties that may fit the bill.
If you’d like, I can show you other units that have similar features to the one you were initially interested in. Kindly let me know whenever you’re free, and we’ll get a call or your set up.
[Option to insert a Calendly link]
Again, thank you for the visit!
All the best,
[Your name]
The Welcome Template
This is a good leasing email template or resident email template to have. Granted, the importance and urgency might be on the low side, but you should send this regardless. This adds value to the deal and makes the tenant or new owner feel extra special. You can also use this email to introduce vital information, such as key collections, move-in dates, and a resident portal, if applicable.
Subject Line: Welcome to [name of community]!
Hello [Name],
I’m thrilled you’ve chosen [property] as your home.
I’ve added some resources you might find useful during your move-in period. We can walk you through the rental documents next week and discuss key collection and resident portal credentials so you can view your account.
I’ll be here if you have any questions or concerns. Contact me at [phone number and email address]
All the best,
[Your name]
The Anniversary Template
The one-year template is a tenant email template that celebrates their stay in the property. While the tone is generally light and sales-free, it could be used to generate leads and referrals to their friends or people who are looking for a house or property. After a congratulatory message, you can offer to refer your property management services to a colleague, friend, or family member.
Subject Line: Celebrating Your First Anniversary at [Apartment Address]
Hello [Name],
Time flies so fast. It’s already been a year since you moved in. Congratulations!
I hope you enjoyed your first year in [property] and have settled in quite well.
If you’re happy with living here and know someone who’s looking to rent an apartment, I would appreciate it if you could share my contact information.
All the best,
[Your name]
The Referral Template
This is another important property management email template you should always have ready. Referrals are crucial in the real estate business, and having the opportunity to generate leads is always a good thing.
Subject Line: Do you know someone looking for an apartment or condo?
Hello [Name],
Thank you so much for your kind words about our [Property Name].
We love giving back to residents, and if you refer a friend to join our community or view our available units, we provide [an incentive] once they sign a lease.
We’d be thrilled to have more residents with the same engaged and joyful spirit. Contact us at [phone number or email], or visit our referral page at [website link]. We’re looking forward to meeting your referrals!
Thanks,
[Your name]
Lease Agreement Follow-Up Template
A lease agreement follow-up sends a short yet urgent message to the tenant letting them know that they still haven’t signed the lease agreement yet. This is a subtle nudge for them to complete the action, so you will want to include one or two benefits in the email. There should be a short call to action and clear directions on what they should do next.
Subject Line: Your lease agreement is still unsigned
Hi [Name],
It was a pleasure to meet you (insert date) and view our units at [property name].
Have you had a chance to read the lease agreement I sent? Let me know if there’s anything you need. Don’t hesitate to contact me at [phone number and email address].
All the best,
[Your name]
The Testimonial Template
Happy customers are more likely to leave a glowing testimonial if given the chance. If you’re 100% positive that your recent lease was a massive success, then you can send an email template asking for a testimonial. This is an excellent reminder of the quality of service you provide, and it has the potential to generate extra leads as well.
Subject Line: Could you leave us a review?
Hi [Name],
It was a pleasure helping you find your new home. The words of a satisfied tenant like you can be powerful to someone who is still looking for their next apartment.
If you leave us a short review at [Insert review platform(s) of choice], it would mean the absolute world to us.
Also, please let me know if there’s anything I can do to help as you settle into your new apartment.
All the best,
[Your name]
The Neighborhood Expertise Template
With this property management email template, you’ll ease the pressure and allow the prospect to view potential properties at their own pace. You can take the opportunity to prove your neighborhood expertise and how well you know the community and area.
Hi [Name],
Thank you for visiting [ property name], it was so nice to meet you! Having managed apartments in this complex for [X] years, I’ve gained an inside-out knowledge of the community, its rules, and the features offered by its properties. If there are any questions at all that you have throughout this process, please consider me your go-to resource.
Looking forward to the next steps in your journey.
[Your name]
Try These Multifamily Email Templates Today
Email templates for property management don’t have to be lengthy or complicated. All you need to do is craft a short, punchy, and direct response, as well as invite the reader to complete the action you want them to do. You’ll find that as you go on and send these emails, you may need to tweak them a bit for that extra personal touch.
About ExactEstate
ExactEstate is a leading property management software provider helping property managers and landlords streamline and enhance their operations and increase efficiency. Our cloud-based platform offers features such as a resident portal, online applications, online payments, tenant screening, detailed and custom reporting, and a full accounting suite. We support our affordable housing, multi-family, and single-family rental clients with US-based customer service.
To learn more about how ExactEstate can help your portfolio, schedule a demo today.
