7 Tips to Improve Your Renter Email Communications

Did you know that email continues to be one of the preferred methods of communication among renters? In fact, email ranks similarly to other communication methods like speaking in person, texting, and talking on phone, according to Apartments.com research.

So what can you do to make sure you’re getting the most out of your email communications with prospective renters? Try these seven tips to take your emails to the next level.

1. Respond quickly

Time is of the essence. When renters email you, they’re looking to hear back quickly. An overwhelming 82 percent of consumers  expect a same-day response when communicating by email, but less than half percent actually receive one.

And renters today are searching faster than ever. In 2021, the average rental search took 46 days from start to finish, according to Apartments.com data. Today, it’s down to only 29 days.

With this accelerated search timeline, renters may move on to another community if they don’t hear back promptly. Make sure to respond to emails within 24 hours, the sooner the better.

2. Always include a professional signature

Make sure that all of your emails include a standard email signature that reinforces your community’s brand, builds trust, and outlines the ways renters can contact you, such as your phone number and onsite address.

3. Use a conversational tone

Just like with in-person communication, you want to make a good impression on future residents. Use a warm, personalized introduction, and include the person’s name. Keep your tone friendly but professional — and don’t forget to check your spelling and grammar!

4. Keep it relevant

Avoid sending every prospect the same stock response. Even if you’re copying and pasting prewritten replies to standard questions, edit them lightly to add a personal touch to tailor your response to the renter, and make sure your emails use a consistent font and type size. Remove any information that isn’t relevant to your prospect.

Similarly, if you’re using AI tools to help you compose your messages, you’ll want to carefully review and edit before sending to make sure the information is accurate and appropriate to the situation.

5. Answer, then ask

After addressing questions from prospective renters, make sure to follow up with questions to better understand their needs. For example, how many bedrooms and bathrooms are they looking for? What is their timeline for moving? Do they have any pets?

6. Provide other communication channels

Give your renters multiple ways to continue the conversation. For example, you may want to encourage them to call you to discuss further. Or, if you have tour scheduling enabled on your Apartments.com listing, suggest they set up a virtual or in-person tour.

7. Follow up

If you don’t hear back within 48 hours, send a polite follow-up email to see if the renter is still interested in your community. This can be an effective way to continue the conversation with a prospect. It can also help you gauge how likely your leads are to convert into leases.