Uses Cases & Templates for SMS Marketing for Property Management

SMS marketing is a valuable tool for property management firms to communicate with tenants, vendors, and staff. A well-structured texting strategy streamlines operations to enhance tenant satisfaction.

Explore the top use cases and templates for SMS marketing in property management below:

Why Use SMS Marketing in Property Management

When & How to Use SMS in Property Management

Here are some of the top ways property managers can use SMS marketing for their business:

Maintenance Notifications and Updates

Property management can notify tenants about scheduled maintenance, emergencies, or any repair updates via SMS. This ensures they are well-informed and can plan accordingly. Sending a quick text will improve the customer experience and help you keep long-term tenants.

Try out these templates:

• Scheduled Maintenance Reminder
  • Hi [Tenant's Name], we have scheduled maintenance on [Date] at [Time]. We apologize for any inconvenience. For concerns, reply to this text or call [Property Management Phone Number].
• Property Management Emergency Maintenance Alert
  •  Attention [Tenant's Name], urgent maintenance is underway due to [Issue]. Please [Instruction, e.g., avoid the area, evacuate, etc.]. For updates, reply ‘UPDATE' to this message.
• Maintenance Completion Notification
  • Good news, [Tenant's Name]! The maintenance work at [Property Address] is complete. Thank you for your patience. For any concerns, reply to this text.
• Maintenance Rescheduling Alert
  • Hi [Tenant's Name], the scheduled maintenance on [Date] has been rescheduled to [New Date] at [New Time]. We apologize for any inconvenience. For concerns, reply to this text.
• Maintenance Feedback Request
  • Hello [Tenant's Name], we hope the recent maintenance at [Property Address] met your expectations. Please share your feedback by replying to this text. Your input helps us improve.
• Maintenance Vendor Arrival Alert
  • Hi [Tenant's Name], the maintenance team from [Vendor Name] will arrive at [Time] on [Date]. Please ensure access to [Area/Unit]. For any concerns, reply to this text.

Payment Reminders and Receipts

Use SMS to send rent reminders, receipt confirmations, and other payment-related notifications to tenants. This improves the chances that tenants see the relevant information, while also making the process efficient and timely.

Here are some templates to try:

• Rent Due Reminder
  • Hey [Name], a quick reminder: Your rent of [Amount] is due on [Date]. To pay, visit [Payment Portal Link] or reply ‘PAY' to this message.
• Rent Receipt Confirmation
  • Thank you, [Tenant's Name]. We've received your payment of [Amount] for [Month/Period]. Your receipt is attached.
• Late Payment Alert
  • Hi [Tenant's Name], we haven't received your rent payment due on [Date]. Please make the payment by [Due Date] to avoid late fees.
• Payment Issue Notification
  • Attention [Tenant's Name], there was an issue processing your payment for [Month/Period]. Please contact [Property Management Phone Number] to resolve this.
• Rent Increase Notification
  • Notice: Starting [Date], your monthly rent will be [New Amount]. For any concerns, reply to this text or call [Property Management Phone Number].
• Automatic Payment Confirmation
  • Hi [Tenant's Name], your automatic payment of [Amount] for [Month/Period] has been scheduled for [Date]. Thank you for choosing auto-pay!

Lease Renewal and Vacancy Announcements

Engage with tenants about lease renewals or inform them about upcoming vacancies via SMS. Keep them in the loop to avoid surprises and keep your properties rented. It’s one simple strategy to avoid downtime and increase revenue.

Try out these template options:

• Lease Renewal Invitation
  • Hi [Tenant's Name], your lease ends on [Date]. We’d love to have you stay. To renew your lease or discuss options, reply ‘RENEW' or call [Property Management Phone Number].
• Vacancy Announcement
  • Looking for a new home? We have a unit becoming available on [Date] at [Property Address]. Reply ‘VIEW' to schedule a viewing!
• Lease Renewal Reminder
  • Reminder: Your lease at [Property Address] ends on [Date]. To renew or discuss move-out procedures, reply ‘RENEW' or call [Property Management Phone Number].
• New Lease Confirmation
  • Congratulations, [Tenant's Name]! Your lease for [Property Address] is confirmed from [Start Date] to [End Date]. Welcome to your new home!
• Move-Out Reminder
  • Hi [Tenant's Name], your move-out date is on [Date]. Please follow the move-out checklist sent to your email. For any questions, reply to this text.
• Vacancy Promotion
  • Exclusive offer: Refer a friend to [Property Name], and enjoy [Offer, e.g., a discount on next month’s rent] when they sign a lease. Call [Property Management Phone Number] for details.

Answer Tenant Questions

Streamline two-way communication with renters via text. Use SMS to answer their questions and ensure easy communication. It reduces the headache of missed calls while also ensuring greater renter satisfaction.

Here are some template options:

• General Inquiry Response
  • Hi [Tenant's Name], thank you for reaching out. [Answer to inquiry]. For further assistance, reply to this text or call us at [Property Management Phone Number].
• Maintenance Inquiry Response
  • Hello [Tenant's Name], the maintenance for [Issue] at [Property Address] is scheduled for [Date]. We appreciate your patience. For more updates, reply ‘UPDATE' to this text.
• Rent Payment Inquiry Response
  • Hi [Tenant's Name], your last payment was received on [Date]. Your next payment is due on [Due Date]. For payment options, visit [Payment Portal Link] or reply ‘PAY'.
• Amenity Access Inquiry Response
  • Dear [Tenant's Name], the [Amenity, e.g., gym] is open from [Opening Hours]. To reserve a slot, visit [Reservation Link] or reply ‘RESERVE'. Stay healthy!
• Lease Term Inquiry Response
  • Hello [Tenant's Name], your lease at [Property Address] ends on [Lease End Date]. For lease renewal options, reply ‘RENEW' or call [Property Management Phone Number].
• Neighbor Concern Response
  • Hi [Tenant's Name], we've received your concern about [Neighbor Issue]. We are addressing it and will keep you updated. Your comfort is our priority.

Employee Communication

SMS is a great tool for internal communication with employees or contractors. Use SMS to schedule contractors and send reminders. It’s a helpful tool for scheduling and other administrative tasks.

Get started with these templates:

• Schedule Notification
  • Hi [Employee/Contractor's Name], your schedule for [Date] is from [Start Time] to [End Time] at [Property Address]. For any changes, reply to this text or call [Supervisor's Phone Number].
• Appointment Reminder:
  • Reminder: You have an appointment with [Vendor/Contractor/Other] on [Date] at [Time] at [Property Address]. Please confirm by replying ‘CONFIRM'.
• Task Assignment:
  • Hi [Employee/Contractor's Name], your task for today is [Task Description] at [Property Address]. For details or concerns, reply to this text or call [Supervisor's Phone Number].
• Meeting Invitation:
  • You're invited to a [Meeting Type] meeting on [Date] at [Time] at [Location]. Please reply ‘YES' to confirm your attendance or ‘NO' to decline.
• Urgent Alert:
  • Urgent: [Emergency Information]. Please respond with ‘RECEIVED' to confirm you’ve received this message. Call [Emergency Contact Number] for emergencies.
• Performance Feedback:
  • Hi [Employee/Contractor's Name], great job on [Task/Project]. Your efforts are noticed and appreciated. Keep it up! For feedback, reply to this text or schedule a meeting with [Supervisor's Name].

Frequently Asked Questions

What are the use cases of SMS for Property Management?

Property managers can use SMS for maintenance notifications, payment reminders, lease renewals, and vacancy announcements.

What is the best SMS tool for Property Management?

Some of the best SMS tools for Property Management include SimpleTexting, TextMagic, Mobile Text Alerts, and Omnisend.

What are the limitations of SMS for Property Management?

Property managers must navigate the short character limits and opt-in requirements for SMS marketing. They must also be aware of challenges in keeping up-to-date contact information for their list.