Templates for Sending Lists
This guidebook gives you ready-to-use templates for every stage of the list-sending process. Pick the option that fits the situation best. Adapt the tone to match your style.
Before you start: Relive's Property Search Tool lets you build and send a list to your client in one place. Use it to filter properties by criteria, check Relive Partnership status and send guest cards the moment your list goes out.
Notifying the Client the List Was Sent
The moment you send the list send a text to let the client know. Do not wait.
Also let them know the list may have gone to their spam folder so they know to check there.
General notification
Hey [name] I just wanted to let you know that I just got that list of options sent over. I can't wait to see what you think. I'll check in with you tomorrow to go over any feedback you have but if you have any questions in the meantime don't hesitate to reach out.
Hype with top pick
Hey [name] I just got that list of apartments emailed over. There are some really great options in there but the one I'm most excited about is [property name]. It has everything you're looking for including [specific criteria]. I'll check in with you tomorrow but if you have any questions or feedback in the meantime don't hesitate to reach out.
Urgency via specials
Hey [name] I just got your list of options emailed over. I'm stoked because a lot of the apartments on my list are offering some crazy incentives right now like eight to ten weeks free. I'm not sure how long properties will be offering these concessions though so if you like any of them let me know so I can get you set up for a tour ASAP.
Follow-Up Templates After the List
Follow up the same day you send the list and then daily for the next 1 to 3 days. Every message should be different. Pick from the options below based on what makes sense for the client.
Send a 2 to 5 minute voice message right after the list goes out. Walk through the list and explain why you chose each property, pros and cons, how your service works and what the client needs to do so you get credit.
Quick check-in
Hey [name] just wanted to check in and see if you had a chance to peek at any of those apartments I sent you. I'd be more than happy to get some tours scheduled or answer any questions you might have.
Price drop update
Before sending this one check the pricing on the list you sent. If any prices have dropped let the client know. This adds new value instead of just bumping the thread. Before sending this one check pricing on Relive's Property Search Tool. If any prices have dropped since you sent the list let the client know.
Hey [name] I noticed that [property name] dropped their rent by $[amount]. Just wanted to check in and let you know the pricing is looking really competitive right now.
Lead with value
Find a specific property that matches the client's criteria well. Send a link to a virtual tour or a video of the unit.
Hey [name] I just found the most amazing apartment that matches exactly what you're looking for. It made me think of you. Let me know if you want more information on it.
After about 4 follow-ups with no response
Consider giving the client a call. Use your judgment based on the situation. If you do call and they don't answer follow it up with a final text.
Hey [name] I tried to give you a call but it seems like we may have lost touch. I'd still love to help you out. Feel free to reach back out whenever you're ready and I'll pick right back up where we left off.
Tour Scheduling Texts
Use these once a client has shared their favorite properties from the list.
Scheduling ask
When do you plan to start touring or checking out virtual tours? Let me know so I can send the info at the best time for you. Prices and availability can shift daily so I want to make sure you get the latest listings.
Scheduling with day options
Thanks for letting me know your favorites! What day and time works best to start touring these? Does [day] work or would you prefer something on the weekend?
Clients Not Moving Within 60 Days
Use these when a client's move date is more than 60 days out. Set the expectation clearly and keep them warm until their window opens.
60-day window explanation
I see that you're planning to move in [month] right? Currently we only have pricing and availability details until [date]. Since apartments typically require a 60-day notice from their tenants we won't have information for [month] until around [date]. Would it be alright if I get back to you then to start the search?
Preliminary list send-along
In the meantime I put together a preliminary list so you can start getting a feel for the buildings and areas we'll be working with. Keep in mind that pricing and availability will look different once we're inside the 60-day window but this gives you a solid starting point.
Ghosting Templates for Post-List Silence
Use these when a client goes quiet after you sent them a list. Pick whichever fits the situation. You do not need to send all of them.
For general ghosting templates that are not list-specific see First Contact Templates.
Asking for feedback on the options sent
Hi [name] I hope I haven't done anything to warrant being ignored! I'm just trying to help. Since I only receive credit when you include me in the application I would really appreciate any feedback you have on the options I sent. If none of those work for you I'm happy to provide more options. Would you like to explore other possibilities?
Rebate offer
Heads up — for this month I'm rebating back the upfront administration fee that the apartments usually charge to reserve the unit. Thought it might help out with the fees!
Offering new options after silence
Hey [name]! I haven't heard back from you in a while. Are you still in the market for a new place? I would still be more than happy to help and could send you a few new options that have popped up since we last spoke. Just let me know and I can put that together for you now!
Re-engaging with a fresh list
Hey [name]! This is [your name] from Relive Realty. We were working together last month to help you find an apartment! I was looking through my notes and figured I'd reach out one more time to see if you're still in the market for a new spot. There are some great deals out there right now so just let me know and I could send you a new list of options.
Tips for Email List Templates
These elements should appear in any email list you send. Adapt the tone to fit your voice and your client's situation.
Use Relive's Property Search Tool to build the list, send guest cards and verify if the proprety pays locators.
Core Elements Every Email Should Include
- Personal opening with an offer to text or call at any point
- A brief note on what criteria you used to build the list
- A reminder that the list is curated — you filtered for the best options not every available unit
- An invitation for the client to flag anything they find on their own
- A reminder not to contact or walk into properties before you schedule
- Confirmation that your service is free and you will handle all outreach
- A reminder to list your name as the referral source on the application
- A note that pricing availability and specials are subject to change daily
Core Elements Every Property Entry Should Include
- A short neighborhood or unit blurb
- Price
- Square footage
- Unit number
- Floor level or notable view
- Available date
- Washer/dryer status
- Specials where applicable