Property Management Email Templates: 12 Replies You Can Reuse All Week

Hi [Tenant name],

Thanks for letting us know about the [issue] at [property address]. I am sorry about the hassle. We have logged it and a contractor will be in touch within [timeframe] to arrange access. If anything changes or the problem gets worse in the meantime, reply here or call us on [phone] and we will move faster.

[Your name]

Hi [Contractor name],

We have a [issue] at [property address], reported today by the tenant, [Tenant name] ([tenant phone]). Please contact them directly to arrange access this week. Our job reference is [reference]. Send the invoice to this address and flag anything that looks bigger than a standard repair before starting the work.

Thanks,
[Your name]

Hi [Landlord name],

A quick update on [property address]: the tenant reported [issue] on [date]. We have instructed [contractor company] and access is arranged for [date]. The estimated cost is [amount], within your pre-approved limit, so we will proceed unless you tell us otherwise. I will confirm once the work is done.

Best,
[Your name]

Hi [Tenant name],

A friendly reminder that rent of [amount] for [month] was due on [date] and has not reached us yet. Bank transfers sometimes take a day or two, so if you have already paid, please ignore this. If not, you can pay to [account details]. Any trouble this month? Reply and we will figure it out together.

[Your name]

Hi [Tenant name],

Following up on my email of [date]: rent of [amount] for [month] is now [number] days overdue and we have not heard back from you. Please make the payment by [date] or reply today to agree a payment plan. If we do not hear from you by then, we will have to follow the arrears steps set out in your lease, which we would much rather avoid.

[Your name]

Hi [Tenant name],

Thanks for returning the keys to [property address]. Following the checkout inspection, we are returning [amount] of your [deposit amount] deposit. The deduction of [amount] covers [reason], itemised in the attached statement with photos. The refund will reach your account within [timeframe]. If you would like to discuss any item, reply within [number] days.

[Your name]

Hi [Tenant name],

Your lease at [property address] ends on [date] and we would love to have you stay. The owner is offering a [term] renewal at [rent amount] per month. If you would like to renew, reply by [date] and I will send the paperwork over. If you are planning to move on, no problem at all, just let me know so we can arrange the checkout smoothly.

[Your name]

Hi [Tenant name],

As your tenancy at [property address] ends on [date], we need to book the checkout inspection. Could you do [option 1] or [option 2]? It takes about [duration] and you are welcome to be there. Before the inspection, please have a look at the attached checkout guide so the deposit return goes as quickly as possible.

[Your name]

Hi [Prospect name],

Confirming your viewing of [property address] on [date] at [time]. I will meet you at the front entrance; please bring photo ID. If you need to reschedule, reply here or text [phone].

See you then,
[Your name]

Hi [Tenant name],

Thank you for telling us. I am sorry you have had to deal with this. We take noise seriously: we have contacted the occupants of [unit] today and asked them to keep it down, particularly after [time]. Please keep a simple log of any further disturbance (date, time, what you heard) so we can escalate with evidence if it continues.

[Your name]

Hi [Tenant name],

We have received reports of noise from [property address] late in the evening, most recently on [date]. Your lease asks all residents to avoid disturbing neighbours, especially after [time]. I am sure it is not intentional, so please treat this as a friendly heads-up. If the reports continue we will need to follow it up formally.

Thanks for understanding,
[Your name]

Hi [Name],

Thanks for your message. Our office is closed until [time], but I have seen your email and it is first in the queue. If this is an emergency (a major leak, no heating, no power or a security issue), please call our emergency line on [phone] now rather than waiting for a reply.

[Your name]