Speed isn’t just courtesy when it comes to being a landlord, it’s a vital strategic move. Fast response times can be the difference between signing a new lease or a continued vacancy. Every day your rental stays vacant means lost profits and more expenses. Here’s how fast response times help you fill vacancies sooner.
Key Takeaways
- 83 percent of renters expect a response within 48 hours, meaning landlords should reply within two days. Prompt replies dramatically increase your chances of landing a lease.
- Only five percent of renters expect a reply within the hour, showing that urgency matters, but consistency and responsiveness are more important than immediate responses.
- Fast replies help reduce vacancy costs. Landlords who respond quickly stand out from the competition, keep renters engaged, and fill units faster, maximizing profit.
What Today’s Renter Expect from Landlords
In order to best reach and communicate with prospective tenants, you need to know what they are expecting. By meeting their expectations, you can reduce your vacancies. Here is what renters expect from landlords in terms of response times, according to Apartments.com’s May 2025 Renter Survey.
Landlords should reply within 48 hours (two days)
Renters value prompt communication, which is why 83 percent of renters expect a response by the end of the next day or sooner. So, landlords should respond to renters within 48 hours (two days).
Renters value responsiveness over speed
47 percent of renters expect a reply by the end of the next day, compared to the 31 percent that expect it within the same day. Replying in a timely manner is what matters the most; don’t let a message go without an answer.
If you can’t reply within 48 hours, the least you should do is send a receipt notification that lets the renter know you have gotten their message. In it you should include that you will reply as soon as possible and when they should expect to hear back from you. Sending a read receipt is courteous, but a renter won’t always wait for the following reply; some will move on as they don’t have time to spare.
Few renters expect an immediate response
While replying as soon as you get a message can help you stay organized, don’t put undue stress or pressure on yourself to do so. Only five percent of renters expect a response within an hour, so it’s fine to wait to reply as long as it’s within two days.
Why Response Time Impacts Vacancies
Vacancies cost you as they mean lost income, security issues, and administrative expenses. One of the ways to deal with vacancies is by replying quickly to potential renters. Find out why your response speed matters and why it should be one of your top priorities.
Stand out from the competition
Renters move quickly, as they don’t have time to wait around. Fast response times turn messages into leases as renters favor whoever responds first. Stand out from the competition by prioritizing replies as nothing frustrates renters more than silence.
Keep renters engaged with your rental
With delayed responses, you are alienating a large portion of renters and missing out on a lot of opportunities. Only 16 percent of renters find it acceptable to receive a reply between three to six days later, meaning you are not meeting the needs of 83 percent of renters if you respond too slow.
Filling vacancies faster means more profit
Responding quicky is also beneficial to you as the sooner you fill the vacancy, the sooner you can start making a profit again. Every day that your rental sits vacant means lost profit and another day of expenses.
How to Improve Your Response Time with Messaging on Apartments.com
Once you know you need to improve your response time, the hard part is figuring out where to start. The messaging platform on Apartments.com allows you to communicate directly with renters so you can respond quickly.
Keep it all on one platform
When a prospective renter reaches out, their message appears directly in your Apartments.com inbox, so you can reply without switching between apps or losing track of leads.
Turn on notifications
The easiest way to know if you have a message to reply to is getting notifications. On Apartments.com, you’ll get an email as soon as you get a new message. This means you can reply right then or make a plan to do it later.
Archive messages to keep your inbox clean
Make sure only active conversations are in your inbox by archiving old ones. You can still retain the messages for record-keeping purposes, but they don’t have to clutter your inbox. Messages in your inbox will be automatically deleted after 90 days, so archive them if you don’t want to lose them.
Helpful Tips on Responding Quickly
In addition to messaging on Apartments.com, try these tips to stay organized and on top of messages.
- Set calendar reminders: If you can’t reply right away, set a calendar reminder to follow up within 48 hours.
- Create a schedule or time block your day: Reserving one or two hours of your day helps you create a schedule to reply to messages. Stay consistent and stick to your plan to make sure you reply quickly without letting messages pile up.
- Use templates: Templates make your first reply faster as you just copy and paste instead of starting from scratch. Leave spots for personalization details, such as the renter’s name, dates, and specific information, so your replies are quick but still personal.
Tips for Responding to Renters
It’s not just about replying quickly; the quality of your message can leave a lasting impact on the renter. Follow these tips for responding to fill vacancies sooner:
- Include a warm hello, recognition of their interest, your availability, and a call-to-action that invites renters to engage and take the next step
- Be detailed in your message
- Make sure the information you provide is up to date
- Follow all fair housing laws
Turn Messages into Applications on Apartments.com
Messaging isn’t just for communicating. It has also simplified the process of applications to reduce friction for you and the renter. Invite renters to apply directly through the chat, so they don’t have to search through their email and you don’t have to worry about them losing the link. Turn messages into applications on Apartments.com.
FAQ
How quickly should a landlord reply to a renter?
Landlords should reply to renters within two days, or 48 hours.
What communication methods do renters prefer?
Apartments.com’s May 2025 Renter Survey says that the top three communication methods that are favored by renters are email (70 percent), phone calls (64 percent), and in person (55 percent).
What are the most popular tour methods among renters?
97 percent of renters showed interest towards in-person tours with a leasing agent while self-guided, in-person tours were at 96 percent. Additionally, 81 percent of renters showed interest in virtual tours.
