Be careful to read each template carefully. Many of the templates include content inside [brackets] that need to be changed to fit your business and circumstance. These templates are a starting place, they are not meant to be copied word for word.
Hello {{Contact.firstName}},
Thank you for reaching out to our team at [Locating Company Name] about available apartments. These days, the price is based entirely on your move date, so I’ll need to confirm the dates you need to move.
This is one of the most competitive cities to rent an apartment. Rent changes daily, move-in-specials can save you thousands, and our team is here to guide you to get the best deal.
- Our service is absolutely FREE to you, the property pays our fee after move-in.
- We pay you a [20%] rebate of what I’m paid by the landlord after moving in. Landlords pay real estate agents a marketing fee to find qualified renters like you. Most clients get a rebate between $100 to $500 after moving in.
- You will work with a licensed professional real estate agent, no hidden fees or scam. I’m here to answer your questions and guide you through the process.
The abundance of apartments in [City] makes it challenging for renters to make informed decisions. Searching for an apartment may seem like a simple task, but a 12 month lease at the wrong community is a nightmare. Your search is safe with me because:
- I’m a member of the National Association of Apartment Locators. I operate by a strict code of ethics and standards of practice.
- My real estate license protects your privacy. I am required by Texas law to represent your needs above all else. I treat all clients with the utmost respect and priority through the application process and move in.
- I guarantee my recommendations are much more accurate than online reviews.
To qualify for our [20%] rebate, [LINK TO ONLINE FORM] and complete your move-in details. If you need to move now or a couple months from now, your information will be saved in our system.
I look forward to helping you with your apartment search.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Thank you for reaching out to our team! We received your request for information on an apartment located at [Property Address]. We advertise the apartment on [Lead Source] but the pricing is based entirely on your move date.
Are you available for a quick 10-minute phone call today or tomorrow?
I have been helping renters since [Year, Date, or Experience], so I know how important it is to put a customized apartment list in your hands as quickly as possible. After working with over [Insert Number] clients, I’ve found that a brief conversation at the beginning of the process really helps me create a helpful list.
I’m here to help you successfully navigate the apartment search process and since I’m paid by the landlord, the service is totally free to you.
Here are a few basic questions that will help me move your search forward:
- When do you need to move (approximately)?
- Where would you like to live? Near school or work?
- Are you bringing a pet? If so, what is the weight & breed?
- Minimum bedrooms & maximum budget?
Be strategic! Successful people make quick decisions!
The rental market is very competitive, so be prepared to say YES when you see a unit you like.
Savvy apartment shoppers rely on our team to quickly deliver results and help them save time and money!
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
It’s [Locator Name] again, how are you doing today? I’m following up on your email yesterday requesting information on an apartment located at [Property Address]. We advertise the apartment on [Lead Source] but the pricing is based entirely on your move date.
When is the best time to reach you today for a quick chat?
[City] is one of the most competitive cities to rent an apartment. Rent changes daily, move-in-specials can save you thousands, and our team is here to guide you on how to get the best deal. Your rental rate will depend heavily on when you need to move.
- Our service is absolutely free to you.
- We pay you a 20% rebate of what I’m paid by the landlord after move-in.
- No gimmick or scam. In [City], landlords pay real estate agents a marketing fee to find qualified renters like you. Most clients get a rebate between $100 to $500 after move-in.
To qualify for our 20% rebate, [LINK TO ONLINE FORM] and complete your move-in details. If you need to move now or a couple months from now, your information will be saved in our system.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Thank you for reaching out to our team! We received your request for information on an apartment located at [Property Address]. We advertise the apartment on [Lead Source] but the pricing is based entirely on your move date.
We are here to help with your online apartment search. Our service is absolutely free to you, and we pay you a 20% rebate of what I’m paid by the landlord after move-in. Landlords pay real estate agents a marketing fee to find qualified renters like you. Most clients get a rebate between $100 to $500 after move-in. Why should you use our free service?
First and foremost, no one knows more about [City] apartments than me. [For over 20 years we’ve helped over 19,000 Houston renters]. We have a proven system that uses price per square foot and year the property was built to find your ideal apartment. [Our agents are members of the National Association of Apartment Locators.] We keep your personal information secure. We treat all clients with the utmost respect and priority through the application process and move-in.
Second, I am a native [Houstonian] and have recommendations for practically every neighborhood. [This is important because Houston doesn’t have zoning laws.] I guarantee my recommendations are much more accurate than online reviews.
[Speaking of online reviews, I am one of the highest rated apartment locators in Houston INSERT LINK TO ONLINE LEADS]
Searching for an apartment may seem like a simple task, but a 12 month lease at the wrong apartment community is a nightmare. Online websites like Apartments.com sell your contact information and they show the same apartments over and over. Trust me, there are more apartments to choose from than displayed on apartment websites.
- We will provide quality recommendations to apartments that meet your needs and budget.
- We will verify availability and pricing for your specific move date, and help you avoid wasting money on application fees at properties where you may not qualify.
- After move-in you qualify for a 20% rebate of what I’m paid by the landlord (usually the first month’s rent).
- My service is no cost to you, and most clients get a rebate between $100 to $500! We offer a free no obligation consultation before we start your search.
To qualify for our 20% rebate, [LINK TO ONLINE FORM] complete your move-in details. If you need to move now or a couple months from now, your information will be saved in our system.
We look forward to helping you,
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Thank you for reaching out to our team! We received your request for information on an apartment located at [Property Address]. We advertise the apartment on [Lead Source] but the pricing is based entirely on your move date.
When is the best time to reach you today for a quick chat?
[City] is one of the most competitive cities to rent an apartment. Rent changes daily, move-in-specials can save you thousands, and our team is here to guide you on how to get the best deal. Your rental rate will depend heavily on when you need to move.
- Our service is absolutely free to you.
- We pay you a 20% rebate of what I’m paid by the landlord after move-in.
- No gimmick or scam. In [City], landlords pay real estate agents a marketing fee to find qualified renters like you. Most clients get a rebate between $100 to $500 after move-in.
If you are new to the [City] area, you may not be familiar with the apartment locating service offered by Texas real estate agents. It’s very common in all major cities. The abundance of apartments in cities like Houston, Dallas, Austin, and San Antonio make it challenging for renters to make informed decisions. Searching for an apartment may seem like a simple task, but a 12 month lease at the wrong apartment community is a nightmare. Online websites like Apartments.com sell your contact information and they show the same apartments over and over. Trust me, there are more apartments to choose from than displayed on apartment websites.
Your search is safe with me because:
- I’m a member of the National Association of Apartment Locators. I operate by a strict code of ethics and standards of practice.
- My real estate license protects your privacy. I am required by Texas law to represent your needs above all else. I treat all clients with the utmost respect and priority through the application process and move in.
- I guarantee my recommendations are much more accurate than online reviews. I am a native [City] and have recommendations for practically every neighborhood. This is important because [City] doesn’t have zoning laws.
To qualify for our 20% rebate, [LINK TO ONLINE FORM] and complete your move-in details. If you need to move now or a couple months from now, your information will be saved in our system.
Alternate Method: Reply to this email and let me know if you prefer to call, text, or email. I will take it from there!
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
As your apartment locator, I have a wealth of knowledge about the properties to avoid during your apartment search. Sometimes it’s just as important to know which apartments you don’t want to live in.
It’s my job to talk to unhappy renters every day. They tell me very candid information about what it’s like to live in their current community, why they are unhappy, and why they want to move. If your search includes that same community, I have better information than you will ever read on Yelp or Google reviews.
The management company is critical to your decision:
Every apartment community is operated by a management company. The leasing staff is employed by the management company. Sometimes the management company is the owner of the property, sometimes it’s a third-party company that is hired independently.
- The management company can change at any time. Online reviews can be unreliable because when the management company changes, the previous reviews become obsolete. If online reviews give a property 5-stars, that can change with new management.
- Luckily, I have been working with management companies for several years and know which ones consistently provide a happy living experience. What a nightmare to move into your new apartment and learn they don’t pick up resident trash on time or pick up after pet waste.
Your overall living experience includes your actual apartment unit, the community spaces, and your access to parking.
We work with a portfolio of luxury properties, near entertainment, featuring custom home finishes, and resort style amenities. Depending on your location and budget, we will find the best apartment for your search area and price range.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Is this your first time using an apartment locator?
In Texas, apartment locators are licensed real estate agents. We can assist with any type of real estate transaction including leasing, buying or selling real estate. Apartment locators are governed by the Texas Real Estate Commission and we have a fiduciary responsibility to put our clients interest first.
Apartment locators have an exceptional amount of knowledge in the apartment space. We talk to unhappy renters every day so we know more about apartments than any online review site. The best part is you don’t pay for our service, the apartment community pays us a referral fee after you move in. Our fee does not affect your rent or move-in-special in any way. It’s simply a marketing fee apartment communities pay to work with locators.
You have direct access to me and are free to ask any question about the area of town you are interested in, neighborhoods, or the application process. I’m here to help solve your problems and simplify your move.
I look forward to helping with your apartment search.
[Email-Signature w/links to Social Proof]
Hi {{Contact.firstName}},
How is your apartment search going? Let me know if you see anything that catches your eye! The easiest way to let me know is by text or email. Send me your list of favorites in the order of preference and I will take it from there. I can contact the properties on your behalf and confirm information based on your move date or schedule tours. After my calls I will circle back and provide you the most updated information and who I spoke with. I’m here to help find the best apartment options for your move date.
If you need more options or a different area please call, text, or e-mail me. If you’re interested in a property I did not include on my list, please call me before you walk in (there’s probably a reason I didn’t include it).
I’m never too busy to help so contact me with any questions or concerns throughout the search and application process.
[Email-Signature w/links to Social Proof]
Hi {{Contact.firstName}},
I finally have some time to get back with and ask if there were any apartments that interested you from the list I sent? Let me know which apartments are your favorites by opening the list I sent and making notes directly on the list. I will be able to see your feedback from my system in real time.
From there I can set up a touring schedule or virtual tours for the properties that have availability for your move date.
I’m never too busy to help so contact me with any questions or concerns throughout the search and application process. You can text, email, or call 7 days a week. I’m usually in the office from 9 am to 6 pm to answer questions.
My job isn’t complete until I find you the perfect apartment so, please don’t forget to tell the leasing staff that you are working with [Locator Name] @ [Locating Company Name]. Unfortunately the apartment staff does not keep me in the loop when you’ve toured the property or filled out an application. So I would greatly appreciate it if you could text me a quick update after you fill out an application.
Thank you so much and I look forward to helping you on this journey.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
I received your feedback on the apartment list I sent. You picked some amazing properties! What day would you like to start property tours? I like to contact the property 1-2 days before you plan to tour so you have the most recent pricing and availability. Now that pricing changes daily based on your move date, it’s important I keep you as updated as possible.
As soon as you decide what day you are available to tour, shoot me a text so I can run the update. I will prepare a list of available units within your price range for your move date and email you a copy the day before you’re scheduled to tour.
If you have any questions or concerns throughout the search or application process, please text me and I will get back to you right away! I am at your service 7 days a week and I look forward to hearing from you soon!
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
How is your apartment search going? I know your move date is getting closer so I’m double checking to ask if you are still looking for an apartment? If so, I can update your search based on your previous criteria or get additional information you need.
Did you already find an apartment? Or did you decide not to move?
If you already found an apartment and listed me on the guest card and application under “How did you hear about us”, please let me know as soon as possible so I can send the paperwork to the leasing staff. Unfortunately the apartments do not tell me when you’ve been approved because they consider that a violation of your privacy.
Either way, if you could give me a quick update I would appreciate it. I don’t want to drop the ball on my end but I don’t want to pester you either.
[Email-Signature w/links to Social Proof]
Hi {{Contact.firstName}},
Thank you for allowing me to assist in your apartment search. I enjoyed working with you and I hope you will think of me the next time you need to move. I would love to help you again.
If I could please ask a favor. As an online business owner, I depend on online reviews. If you could please take a moment and write a review on my [Insert Google/Yelp] page, I would greatly appreciate it. If there is anything I could do to improve my service, I would appreciate the feedback.
I love real estate and I love helping renters and I would love the opportunity to help a family member or friend who needs a new apartment. I promise I will assist them with the same level of expertise and professionalism that you experienced. In appreciation, I send a $50 gift card to you for every referral that signs a lease.
Thanks Again,
[Email-Signature w/links to Social Proof]
Hi {{Contact.firstName}},
What are the most important features you’re looking for in your apartment?
In my experience of working with over [Insert Number] renters, these five things are the most important to my clients:
- Amenities – pool, pets, and nearby entertainment. We understand you require a lifestyle experience based on wants and needs.
- Application process & fees – We will provide as much information as possible before the tour so you can make an informed decision. Don’t be afraid to say YES on the spot if you find an apartment you love.
- Location – easy access to work, school, attractions, entertainment, and shopping.
- Price – It’s important we find value for your budget. Many properties offer lease incentives, and we want you to pick a place where you feel like you got a deal.
- Safety – Each community has different safety features so let us know what is important to you. Management companies strive to provide a safe living environment but make sure you ask questions during your tour.
We work with a portfolio of luxury properties, near entertainment, featuring custom home finishes, and resort style amenities. Depending on your location and budget, we will find the best apartment for your search area and price range.
When are you planning to tour new apartments and narrow down your choices?
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Frequently asked questions about why we are able to offer a free apartment locating service.
I’m a licensed real estate agent.
I am a licensed real estate agent who specializes in placing renters at quality apartment communities. Just like a Realtor helps clients buy a home, an apartment locator helps clients rent an apartment. An apartment locator is required to carry an active real estate license and is regulated by the state licensing board to put your needs above all else. It is my legal responsibility to look out for your interest above my own. When I do my job successfully, the apartment community pays a referral fee for placing a qualified renter like you at their property.
The apartment community pays us after move-in
Apartment communities pay referral fees from their marketing budget. There is zero out of pocket expense or increase in your rent for using our referral service. We provide a valuable service to the apartment communities, and in return they pay a referral fee after you move-in.
They work with many referral companies, and due to privacy restrictions, they can’t tell us if your lease is approved or your move-in date without your permission. There is always a box or question on every guest card and application “How did you hear about us?” Please verify [Locator Name] @ [Locating Company Name] are listed on all paperwork so I can submit the proper paperwork after you sign your lease.
We would love to help you find the best apartment for your search area and price range, and it’s a privilege to provide our service at no cost to you.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Gathering information online is an important part of feeling confident in your apartment choice. Your daily life involves a lot of driving, errands, and responsibilities. Choosing a new place to live involves more than your actual residence. Your online research probably includes:
- Online reviews.
- Crime statistics.
- Interior and exterior photos.
- Easy access to freeways.
- Grocery stores close by.
- Short drive time to work, school, or day care.
- Walkable restaurants, movie theaters, or sporting events.
As your apartment locator, I take all these things into consideration when creating your custom apartment list. I know choosing a new apartment is a big decision so let me know how I can help. I might have online resources you haven’t considered.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
Signing a lease is your legal obligation to the landlord and should be taken seriously. The approval process is not personal; it’s strictly business. Many apartments use an electronic scoring process based on your credit score and other public records. If you have some challenges in your situation, here are some tips to get your application approved.
- Landlords look for proof of credit worthiness. If you have a low credit score, you might offer a higher deposit amount to secure your lease.
- If you are starting a new job and don’t have check stubs for proof of employment, offer copies of bank statements and offer letters from employers on company letterhead. Most communities require your gross income to be three times the monthly rent; luxury apartments may require four times the rent.
- Some apartment communities will accept a guarantor if you don’t meet the financial requirements. A guarantor agrees to be financially responsible for the lease if you are not able to pay the rent. A guarantor does not live with you like a roommate, but in a legal sense is a co-signer.
- If you have been evicted in the past five years or have an unpaid broken lease for any reason, your choices will be significantly limited. For a landlord, this is a major red flag. If you’ve met your financial obligations but they are still showing on your credit, bring supporting documentation.
If your rental application comes back “denied”, it doesn’t necessarily mean no. You may be able to supply additional information and appeal the decision.
Property management companies are willing to work with people in challenging situations. Be open and honest and ask if an additional deposit or an introductory lease term is an option. Landlords want to minimize their risk when approving an application, but they also understand most people don’t have perfect credit.
Most importantly, be courteous with the leasing staff and present the facts and evidence they need. They will help you if they believe in your ability to fulfill the terms of the lease.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
The apartment application process changed recently. These are some tips to help you prepare:
After compiling your online research, and touring several communities, it’s time to make a decision and fill out an application. The application is most likely online, and you will be asked to pay an application and admin fee to perform a credit and background check.
If you are asked to fill out a rental application in pen (versus online), neatness and accuracy are important. Make sure the manager can clearly read your answers, and you supply all supporting documentation.
We take your privacy seriously:
The apartment community isn’t allowed to tell me if you have been approved or denied without your written permission.
IMPORTANT: There is always a box or question on every guest card and application “How did you hear about us?” Please verify my name and company are written down in the box to give the property manager permission to fill out my lease verification paperwork when you are approved.
Landlords use the following criteria when screening an applicant:
- Does the applicant have adequate work history and income? Most properties require three times the monthly rent. If your apartment is $1,200 per month, you will need to prove $3,600 gross.
- Does the applicant have good leasing or mortgage history?
- Does the applicant have satisfactory credit?
- Does the applicant meet our criminal background restrictions? Each property has different limitations.
Pet policy:
Pets are an important part of the family! Landlords will require an upfront deposit; a non-refundable deposit; and possibly monthly rent per pet. Most properties have rules and restrictions: two pets per apartment; weight limit; breed restrictions; and some require a pet interview.
Approval Process:
After your lease is approved a move date is set. If you are not moving on the 1st of the month, additional prorated rent will be due. To get the keys to your new apartment, the property manager will ask for proof of renter’s insurance and utilities set up in your name.
[Email-Signature w/links to Social Proof]
Hello {{Contact.firstName}},
If you’re researching apartments online, I wanted to give you a couple of inside tips that may not be obvious.
- Rental websites like Apartments.com, Zillow, and Zumper are lead generators for apartment communities. These websites spend big money to land on page one of Google and show up in your search results. Once you are on their site, they sell your contact information to apartment complexes over and over and over again.
- Apartment communities buy upgraded marketing packages on these rental websites to make sure you see their community. Have you noticed when you enter your criteria into a rental website it’s the same properties in the search results? Those are the properties paying to show up first. The truth is there are lots of properties that are not on those rental websites, and as a real estate agent I have access to every apartment in the area. I provide unbiased advice on the best apartments in your search area at your price range.
- Many of the rental websites are owned by the same parent company. Apartments.com and ForRent.com are owned by the same company. Zumper and PadMapper are owned by the same company.
- Every apartment listing on rental websites is duplicated 10+ times. These sites do not regulate the accuracy of the pricing or how many people advertise the same apartment. Beware of scams.
As your apartment locator, I will cut through the confusion and find the best apartment for your search area and price range. We work with a portfolio of luxury properties, near entertainment, featuring custom home finishes, and resort style amenities. Most importantly it’s a privilege to provide our valuable service at no cost to you.
[Email-Signature w/links to Social Proof]
Greetings {{Contact.firstName}},
I hope this email finds you well and you’ve had a fantastic year.
I’m reaching out because I know your lease is coming up for renewal soon and if you have a reason to move, I would love to work with you again.
Maybe you received a promotion this year and want to upgrade your space. Maybe you started a side business and need a dedicated office. Maybe you and your best friend want to join forces and share a bigger place. All good reasons to consider a new apartment.
If you are happy with your place and planning to renew your lease, that’s great!
If you are considering a move, please reply to this email and I can create a preliminary list of apartments that fit your budget and are offering attractive move-in-specials. You can make your decision based on what is available, and we can go from there.
I look forward to hearing back from you.
[Email-Signature w/links to Social Proof]