First Contact Templates
This guidebook gives you ready-to-use templates for every stage of first contact. Pick the option that fits the situation best. Adjust the tone to match your style.
First Text Templates
Your first text sets the tone for the entire relationship. Keep it warm and personal. Show you read the form and end with one easy question to get a reply.
Confirm criteria and ask one question
Hey [Name]! This is [Agent] with Relive Apartment Locating.
Thanks for taking the time to fill out the form! I'm excited to help you find the perfect apartment here in ATX!
I see you're looking for a [bed/bath] around $[budget] right?
To get your list started I just need a couple of quick details:
→ Which areas of Austin are you open to?
→ What's your ideal move-in date?
Once I have those I can put a list together for you today.
Feel free to get back to me when you have a second!
Short and friendly
Hey [Name]! This is [Agent] with Relive Realty. Thanks so much for reaching out.
I'm pumped to help you find your new apartment in [city].
I saw you're hoping to move around [date] and you're looking in [area] for [budget].
That's a great area. I'll start pulling options that match what you're looking for.
Is there anything specific you'd love to have — a certain view, walkability, or anything else?
Additional Variations
Use any of the following as alternatives. Pick whatever feels most natural to you.
Hi [Name], [Agent] here! Thanks for filling out the form.
Ready to start your Austin apartment hunt? What's the best way to keep in touch?
Hey [Name], [Agent] here! Thanks for sending over your details.
Let's dive into your Austin apartment search.
Any particular amenities you're looking for?
Hello [Name], it's [Agent]! Appreciate you filling out the form.
What's your availability this week to go over your preferences?
Hi [Name], this is [Agent]! Thanks for completing the form.
Do you have a preferred move-in date we should plan around?
Hey [Name], [Agent] here! Thanks for submitting the form.
Are you looking for anything specific in your new place?
Hello [Name], it's [Agent]! Appreciate you filling out the form.
Do you have any questions for me before we get started?
Hi [Name], [Agent] here! Thanks for reaching out.
What's the most important feature you're looking for in your new home?
Tip: Text replacements save time
Save your first text as a text replacement on your phone.
Type a shortcut word and the full message populates automatically.
This keeps your tone consistent even on a rough day.
Voice Memo Follow-Up
After your first text gets a reply we suggest sending a short voice memo. Keep it under one minute.
This first-contact memo lets the client hear your voice and builds rapport faster than text alone. Keep it to one or two follow-up questions so they don't have to re-listen multiple times.
What to cover
- Greet them by name
- Confirm you read the form and restate their key criteria (beds, budget, neighborhood, move-in date)
- Let them know you already have options in mind
- Ask one or two follow-up questions if anything on the form was unclear
Example voice memo outline
Hey [Name], I just wanted to send you a quick voice memo.
I had a chance to look over your form and it looks like you're searching for a [beds] around $[budget] in [area] with a move-in date around [date]. I already have some great places in mind.
Just had a quick question for you — [one follow-up question].
Get back to me when you have a second and I'll get your list going!
Free Service Clarification
Make sure every client knows your service is free and understands how you get paid. Do this early so they realize listing you as their referral source is important. Pick whichever option feels most natural.
Just to remind you my apartment locating services are completely free for you.
The apartment complexes cover my fees so you won't have to pay anything extra.
All I need from you is to mention my name [Agent Name] as your referral source on your application. Deal?
Before we dive in I want to emphasize that my services come at no cost to you.
I'm paid by the apartment complexes so there are no fees on your end.
Just be sure to list me [Agent Name] as your referral source on your application. Does that work for you?
Just to clarify my apartment locating service is entirely free for you.
The apartment complexes take care of my compensation so you don't need to worry about any fees.
All I ask is that you put my name [Agent Name] as your referral on your application. Sound good?
Quick reminder: my apartment locating service doesn't cost you a thing.
The apartment complexes pay my fee so you're all set.
Just make sure to write my name [Agent Name] as your referral on your application. Is that okay?
How It Works
Use this for clients who have never worked with a locator before. It sets expectations and prevents confusion later.
Here's how it works:
I'll put together a great list of options based on your budget and your needs.
You'll pick your favorites and from there I'll help you schedule tours.
It's super easy and a hundred percent free to you — I get taken care of by the apartment complex when I'm listed as a referral on your application.
When a Client Is Already Working With Another Locator
Use this to set a clear and respectful boundary.
Thanks for letting me know. I totally understand.
I just want to be transparent that typically only one locator can be compensated for their time so I definitely don't want to step on anyone else's toes.
That said I'd love the chance to work with you one-on-one if you decide to move forward with just one locator.
Templates for Leads Who Never Replied
If a lead fills out your form but never responds use these templates to follow up. A reasonable cadence is four follow-ups on consecutive days while interest is still fresh.
After four attempts with no response add a CRM task to follow up one week later and again one month later.
Each message should be different. Pick from the options below based on what makes sense for the lead.
Adding urgency and curiosity
Hey [Name], just following up! I have a couple of options in mind if you're still looking for a place.
Let me know and I can get that list put together for you today.
Leading with value
Look at their form. Find one property that matches their criteria and pull a video or virtual tour from that property's Instagram, TikTok or website.
Hey [Name]! I found a place that I think is a really strong match for what you're looking for.
Here's a quick look: [video or virtual tour link]
Let me know if you're interested and I'd love to put together a full list for you.
A final check-in before calling
Hey [Name] it seems like maybe we lost touch but I'd still love to help you find a great spot.
Let me know if you're still in the market and I'll get moving on a list for you right away.
After a phone call attempt
Call the client. If they don't answer leave a brief voicemail and send this text immediately after:
Hey [Name]! Just tried to reach you. If you're still looking for a place I'd love to help. Feel free to reach me here anytime.
Ghosting Check-Ins
Use these when a client goes quiet after you've already been in contact. Keep the tone low-pressure. Pick whichever fits the situation. You do not need to send all of them.
Simple check-in
Hey [Name] just wanted to check in and see if you still needed help.
If circumstances have changed no worries just keep me in the loop.
No hard feelings
Hey [Name]! I haven't heard back and I totally get that things can get busy.
If you've decided on a different direction no hard feelings.
I just want to make sure you're taken care of. Let me know if you're still up for working together!
Courtesy request
Hi [Name]! Are you no longer looking for a place?
If you wouldn't mind sending me a quick text to let me know either way I'd appreciate it.
No hard feelings — I just want to know if I should keep following up or take you off my list.
Last outreach
Hey [Name]! I want to be respectful of your time so I'm going to remove you from my follow-up list.
You can reach me at this number whenever you're ready to resume your search.
And if you did apply to an apartment I sent you please let me know so I can process your move-in rebate [Note: Offering a rebate can be tricky, do it carefully] for listing me as your referral source. Thank you!
Re-engagement
Hey [Name]! This is [Agent] from Relive Apartment Locating.
We were working together last month to help you find a place.
I was going through my notes and figured I'd reach out one more time to see if you're still in the market.
There are some great deals out there right now.
Just let me know and I can put a fresh list together for you!
When a client says they renewed their current lease
Be warm and positive. Say something like: "That's awesome, no worries at all. Glad everything worked out! Best of luck."
That client will need to move again eventually. How you respond now determines whether they come back to you.