A quick checklist of the tips that close more deals. Use it to check yourself at every stage. For deeper context on any tip see the full guidebook linked at the start of each section.
Sending Lists Qualify the client fully before building the list
Send the list within 1 to 2 hours of receiving the client's criteria
Include 6 to 15 properties depending on what fits the client
Highlight your top 3 to 4 picks and explain why
Include market rent and net effective rent side by side for any property with a special
Add a pricing disclaimer noting that pricing, availability, and specials change daily
For out-of-town clients send the list about one week before they arrive
For clients moving 60+ days out send a preliminary list
Send guest cards to every property on the list the moment the list goes out
Send a 2 to 5 minute voice message walking through the list right after
Let the client know the list may have landed in their spam folder
Introduce the referral source rule now so it does not feel like a last-minute ask
The moment the client names their favorites move straight to scheduling tours
Booking Tours Only escort clients who are responsive, have a clear timeline, and are moving within 60 days
Book tours directly through the property's website whenever possible
Aim for 2 to 5 properties per touring day spaced about an hour apart
If you missed sending guest cards when the list went out send them before tours start. Never after.
Send the day-of message reminding the client to bring ID and ask about current pricing
Send the quote reminder so the client locks in their rate at the property
During the Tour Arrive 10 minutes early to brief the leasing agent
Let the leasing agent lead. Step in to advocate not to sell.
Mirror the client's energy. Do not oversell a property they clearly do not like.
Point out features that match what the client told you they wanted
Take photos or videos for the client especially on multi-property tour days
Never discuss commission, demographics, safety guarantees, or competing properties in front of leasing staff
Right After the Tour If you escorted the client debrief on the spot while impressions are fresh
If you did not escort follow up within an hour of the last tour ending
Keep the opening light: "How did the tours go? Any top contenders?"
Match your response to one of three scenarios:
Ask targeted questions not open-ended ones
Check pricing on their favorites the next morning. If a price dropped use it as a reason to follow up.
Every follow-up must create urgency or provide value. No empty check-ins.
Creating Urgency the Right Way Remind clients that look-and-lease specials last only 24 to 48 hours after tours
Remind clients pricing and availability change daily
Make clear that a quote does not hold the unit. Only completing the application and paying the app and admin fees does.
Use specials to move clients off the fence
Use seasonality to make the case for a 12-month lease
Securing the Referral Credit Remind the client just before they apply to select Locator, Apartment Locator, Broker Service, or Locator Service
Warn them not to select Apartment Finder. That is a different company.
If the application has no referral question ask the client to email the property and CC you
After applying confirm with the client what they selected. Do not assume.
If the wrong source was listed ask the client to email the property to correct it and CC you
After the Client Applies Congratulate the client and confirm they paid the app and admin fees
Set timeline expectations: approval typically takes 1 to 3 business days
Check in if you have not heard back in 2 to 3 days
Once approved gather rent, unit number, lease term, and move-in date from the client
Email the property to confirm those details and ask them to confirm receipt of the guest card
Submit the invoice in the Relive app with accurate details and a guest card screenshot
Confirm whether the property pays on market rate or net effective rate before submitting
Follow up about a week after approval to confirm the client signed the lease
Make sure the client's email and phone number in the CRM are correct so concierge service can reach out automatically
Tell the client you will reach back out about 60 days before their lease ends
Mindset Do not burn bridges on deals that fall through
Some clients will list someone else as referral. Stay professional and move on.
Ghosting and lost deals are part of the job. Consistency builds the pipeline.