Key Takeaways
- Prompt, professional responses to renter inquiries can help you stand out in a competitive rental market.
- Communications with renters should be friendly, helpful, and in compliance with the Fair Housing Act.
- Apartments.com Messages can help you streamline your communications with renters.
Every inquiry matters. When a prospective tenant reaches out, it could become your next lease. How you respond—and how quickly—can be the difference between landing a great tenant and losing them to another listing.
Here’s how to respond professionally and efficiently to renter inquiries.
Why Fast Responses Matter
Time is everything in the rental market, and first impressions count. Here’s how quick responses matter when you’re filling a vacancy.
Responding quickly helps you stand out
According to Apartments.com’s May 2025 Renter Survey, about one-third of renters expect to research four to five properties when looking for their next place, and over half of renters expect to research more than five properties.
Because renters are probably considering your property alongside several others, your responses can make you stand out. Prompt, professional replies make a good first impression and keep a renter’s attention.
Responding quickly sets expectations
A professional response sets the tone for your landlord-tenant relationship. It’s helpful to let prospects know when they can expect a reply, clarify your application and screening process, and provide a link to your application.
According to the Renter Survey, almost half of respondents said they expect a response from a property by the end of the next day. Exceeding those expectations with quicker responses can not only help you stand out but also let prospective tenants know they can expect you to be a trustworthy and responsive landlord.
Responding quickly improves a renter’s experience
Prompt replies show professionalism and improve a renter’s search experience. Answering questions and scheduling a tour quickly can help a renter start the leasing process sooner, which is especially beneficial if they’re on a tight timeline. Quick responses eliminate a renter’s frustration of waiting indefinitely for an answer to an inquiry, which can increase conversion from inquiry to lease and minimize property vacancy.
How to Craft a Professional Response
When you respond to a renter inquiry, your message should be concise but complete. At a minimum, include:
- A friendly greeting
- Acknowledgment of their interest
- Availability for tours or next steps
- A clear call-to-action
Here’s a template to follow:
Hi [Name],
Thanks for your interest in the apartment at [Address]! It’s available and we’re currently scheduling tours for [Days/Times]. Let me know what works for you or if you have any questions.
Best,
[Your Name]
Your first message doesn’t need to be elaborate. A short introduction and availability for next steps is enough to make a good first impression.
Mistakes to avoid
You don’t need to overthink responses to a potential tenant, but there are some things you should avoid saying and doing.
Ghosting
You always want renters to have a good impression of you, so never abruptly end communication with no explanation. If your property is no longer available, send a short message offering to notify them when you have a vacancy.
Unprofessional or vague replies
Your messages should be understandable and professional. Give direct answers to questions and offer clear next steps. The rental search can be stressful and confusing, so renters will appreciate a property manager who makes things easy.
Sharing incorrect or outdated information
Make sure your answers line up with the information in your listing and in your lease. Discrepancies are confusing and suggest disorganization, which can discourage a renter from choosing your property.
Violating the Fair Housing Act
The Fair Housing Act prohibits landlords from discriminating against renters based on race, color, religion, sex, nationality, disability, or familial status. Discrimination can look like denying applications, including different lease terms, mentioning a target market in your property listing, or discussing any protected characteristics with a renter.
Never ask questions related to characteristics protected by the Fair Housing Act. Keep the conversation focused on your property.
Using Apartments.com Messages to Streamline Communication
Managing multiple inquiries through email, text, and calls can be hard to keep track of. Apartments.com Messages keeps all your rental communications in one place, accessible from desktop or mobile.
In the new Messages platform, you can:
- Send renters additional photos of your property
- Invite renters to apply for your property
- Favorite messages to make them easier to find later
- Filter messages by Favorites or True Leads or search for messages from specific renters
- Archive old conversations to keep record of past communications
With everything in one dashboard, you’ll never miss a message, and you can respond faster without switching between apps.
Timely, professional communication makes a strong first impression and increases your chances of filling your vacancy with a qualified tenant. By using tools like Apartments.com Messages, you can respond to inquiries faster, stay organized, and maintain a professional landlord image.
