What do you send to a prospective client before you arrive to meet them?
Deniz Yusuf (our BDM Coach) signed up 900 managements over 4 years and here is the exact pre-listing appointment email template and wording he used, plus also we have listed the attachments you can add to the email as well.
Make sure you amend the letter to suit your circumstances.
Attachments Deniz added to this pre-listing appointment email are-
• Your PM Brochure.
• Property Marketing examples/Links.
• Office Promotions.
• PM Prospectus/E-booklet.
• Agent Profile/Bio.
• Service Guarantees.
• Latest PM Newsletter or Blog.
• Example Routine Inspection Reports (with photos).
• Example Ingoing/Move in/Property Condition Report.
Here’s the wording to the pre-listing appointment email
Hi (owner salutation),
Thanks for your time on the phone today regarding our services and your property, also I appreciate that you have given me a call regarding the management of your property.
As discussed the email below is just a basic rundown of property management information that will help you understand how investment properties are managed and looked after by us.
It’s important to (your company name) that our clients have quality service and have up to date trained professionals looking after their investment property(s).
Our Leading Edge with Professional Training.
Property Management isn’t just about collecting rent and charging a fee. Our company is a member of the (training organisation name). We stay up to date with legislation changes, elite national and international training and also having continuous training so we can continue to assist in gaining the highest rental return for you and your investment.
The Best Way to Start- a Six Month Lease.
I highly recommend starting with a 6-month lease for new tenants, as I feel that a “settling in” period is required. If it’s an existing tenant of (Your company name) & we know their personal rental history, we’re happy to offer longer terms with your approval. We do routine inspections at X months, then again at X months after that.
This way, if the tenant is not a good rent payer or not a very good housekeeper or doesn’t keep their gardens neat & tidy, we have the opportunity to give an X day notice to leave just prior to their expiry date. Once this date passes, we have to give X days’ notice (not counting if they breach their lease by not paying rent or upsetting the neighbours).
Our Tenants Paid on Time Results.
“Zero Tolerance” is our policy for late rent payments & tenants sign acknowledgement this when they sign the lease. (Your company name) late rent payers was at a phenomenally low 1.1% last week, far better than the industry standard (60% of agents have more than 3% of tenants over 7 days late in rent). 98.9% of our tenants are paying their rent on time.
How we use a Tenant Default Database.
(Your company name) is also a member of a highly regarded blacklist company. (Database name) leads the way in national tenancy databases and default tenancy control systems. (Database name) is set up to protect you against tenants that may try to slip through the system. So if they’ve had bad history or left a property damaged, we’re notified prior to their approval. Another advantage of this is, if one of our tenants are reported to them, they will find it very difficult to rent a property in Australia.
You’re Welcome to Attend Routine Inspections.
All owners are welcome to attend all “Routine inspections” and we provide you with a written report that includes professional recommendations that can help achieve a higher return and updated rental market opinion. If you want to attend, just let us know.
Our Property Occupancy Rates are the Highest.
Each week your property sits vacant, you are losing approx. 2% off your annual rental income. We have a very low vacancy rate that has consistently been sitting under the regional average. (Your company name) the average for March was 1%, with the regional average at 3.5%. We’re consistently achieving this by having specialist leasing staff members keeping track of all tenant enquiries and inspections, via online booking systems. Having a stringent tenancy database system that we utilise, keeping us up to date with pre-approved tenants ready to move into suitable properties.
Our Property Marketing Results
(Your company name) has now leased 42 properties over the last 30 working days. Our online application and booking process is continually keeping our vacancy rate at record lows. This new system that (Your company name) is using is not just helping our owners, but also making it easier for our prospective tenants with finding and applying for properties, speeding up the process of filling properties, we email a report each week to our owners of the progress of their property leasing when vacant. They also receive an email report directly from the viewing with feedback from prospective tenants and our leasing agents.
Our marketing campaigns are leading edge in comparison to other agents. We utilise twelve websites with upwards of 10 pictures. Currently, have over 9,125 registered tenants with 455 activity looking for properties now.
We feel our property management team is leading the way in the area. With 11 members now on staff to ensure your property is maintained at the highest level possible.
‘’Our best interest is with our owners’’ and also having the director of the company in charge of the department makes a real difference too!
I know that with the team we have and the responses we’re receiving from our owners, we are offering you a better overall management service than any other property management company in the area. I hope that the information provided here is sufficient and I can discuss with you any questions that you may have.
So please write them down, or even feel free to email or call me back.