Property management is a challenging and rewarding job that can sometimes go unnoticed by residents, especially in certain circumstances, making clear and effective communication a must for smooth operations and a positive resident experience.
That’s why we’re sharing four property management email templates that can help you when communicating with your residents. By having strong email communication, you’ll keep your community engaged and informed while still achieving necessary goals.
1. Maintenance Notices
From lobby renovations and appliance installations to leaky faucets and broken elevators, there are numerous reasons why a property manager should send out a maintenance notice. This is crucial to keeping residents informed and satisfied, helping them plan around any potential disruptions. If a service issue affects your residents or the community in any way, be sure to clearly communicate the impact. Oftentimes, local laws and lease agreements specify how much notice you need to give residents. It’s important to highlight the benefits that these improvements bring to the property, so residents can see that you’re invested in their experience.
Dear [Resident Name],
This letter is to remind you of a maintenance service, scheduled on [date]. This service will include [brief description]. As a reminder, [include any relevant reminders regarding the maintenance, such as closed amenities].
During this time, we greatly appreciate your patience and understanding. We are looking forward to [benefits of maintenance].
2. Community Updates
Updates to community policies are common at properties, which is why property managers need to stay on top of keeping their residents in the loop. Whether there are changes that affect the property, such as a change in pool hours or the pet policy, it’s vital that property managers are clear and transparent when communicating a change.
Dear [Resident Name],
This letter is to inform you of a new policy change, effective [date]. [Policy change]. This will help [policy change benefits].
We greatly appreciate your understanding and cooperation. Thank you for making [Community Name] a safer and better place to live.
>>> Need more communication templates for property managers & HOAs? See our free templates for Welcome Emails, Maintenance Tips, and more.
3. Referral Requests
Do you have an enthusiastic resident who has shared a positive review or simply loves the community? Use this email to ask for a referral or positive review on platforms such as Google or Yelp, helping you organically attract more potential residents.
Thank you for the kind words about [Community Name]. Our entire team appreciates the positive feedback and enjoys having you as part of our community.
If you have any friends in search of a new home, we would be honored if you referred them to one of our available apartment homes. If they sign, you get [Incentive details].
Thank you once again for your continued support. We look forward to welcoming your referrals!
All the best,
4. Resident Anniversaries
Use this email to celebrate a resident’s move-in anniversary. Recognizing milestones such as these show that you recognize individually and care about their experience in the community, which can ultimately improve resident retention. Consider sending out a similar email for resident birthdays and lease renewals. These emails can also be an opportunity to highlight positive experiences over the past year, such as fun community events or amenity upgrades, and even exciting upcoming events.
Dear [Resident Name],
Today marks a special milestone - happy move-in anniversary!
[Property name] is honored to be the place you can call home. The past year together has been full of fun events and important achievements:
[Brief list of relevant events and/or changes]
Looking forward to this coming year, we have plenty to get excited about:
[Brief list of future relevant events and/or changes]
Once again, we are so excited to celebrate this big milestone with you. We hope to celebrate many more anniversaries in the future. Please don’t hesitate to reach out if you need any assistance.
Partner with BuildingLink
Trusted by condos, co-ops, HOA’s and multifamily properties around the globe, BuildingLink helps property managers deliver superior resident experiences while streamlining maintenance and operations. We offer tools that will simplify your record-keeping and administration, communications, maintenance, and front desk operations.
When you’re ready to run your building better, smarter, and faster, book your BuildingLink demo today.