Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Your lease at {{propertyAddress}} expires {{expirationDate}} — let's renew
Your lease renewal options are ready. Lock in your rate before your lease expires.
Maintenance update: {{requestTitle}} — {{requestStatus}}
Your maintenance request has been updated. Here's the latest status and next steps.
Welcome to {{propertyName}} — your move-in guide
Everything you need to know before move-in day: keys, parking, utilities, and important contacts.
Now available: {{bedrooms}}BR at {{propertyName}} — {{rentPrice}}/mo
A new unit just opened up. See photos, amenities, and schedule a tour.
Best Practices
Send lease renewal reminders at 90, 60, and 30 days — most tenants need multiple nudges
Include an early renewal incentive to lock in renewals faster
Update tenants on maintenance within 24 hours — even if the update is 'we're still working on it'
Send welcome emails immediately after lease signing, not on move-in day when they're busy
Include all utility setup information in the welcome email to reduce support calls
For vacancy listings, send within hours of a unit being listed — speed matters in hot markets
Common Mistakes
Sending lease renewal reminders too late — by 30 days out, tenants may have already signed elsewhere
Vague maintenance updates like 'we're looking into it' with no timeline or next steps
Missing emergency contact information in welcome emails
Not including the rent price in vacancy listing subject lines — it's the first thing prospects filter by
Sending vacancy emails for units that have already been leased
Forgetting to mention renter's insurance requirements in the welcome email
Subject Line Examples
Timing & Performance
Personalization Tips
Property management communication can make or break tenant retention. When tenants feel informed and supported, they stay longer. These email templates cover the essential touchpoints in the tenant lifecycle — from lease renewals that prevent unnecessary vacancies to welcome emails that set the tone for a positive tenancy.
Automated maintenance updates alone can transform your tenant satisfaction scores. Instead of fielding phone calls asking "what's happening with my repair?", every status change triggers a clear, professional email that keeps tenants informed without adding work to your team's plate.
Whether you manage residential apartments, commercial properties, or mixed-use buildings, these templates adapt to your portfolio. Customize them with your property details, branding, and contact information, then let automation handle the repetitive communication while you focus on growing your portfolio.
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Frequently Asked Questions
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