Tips for Sending Lists

Sending a list is one of the most important steps in the apartment locating process. A strong list positions you as the local expert, builds client trust and moves the search forward quickly.

This guide covers what to include in a list, when to send it, how to leverage specials and what to do the moment it goes out.

Number of Properties

Aim for 6 to 15 properties per list. Use judgment based on the client's situation.

Market-Specific Note

For agents in markets such as Atlanta and Denver only send properties that are marked as "Relive Partnership" in Relive's Property Search Tool. These are confirmed to pay Relive.

Property Details to Include

For each property on your list include the following:

Neighborhood Blurbs

When possible include a short blurb about the neighborhood for each property. This helps clients understand what the area offers and is especially useful for clients relocating from out of town.

Use AI tools to help write these quickly if you need to.

Top Picks

Highlight your top 3 to 4 picks and explain why they are your favorites. Clients trust you to guide them and often want to be pointed in a direction.

Calling out your top recommendations builds credibility and gets the client excited about what you found.

Net Effective Rent

For any property with a special include the net effective rent alongside the market rent. Net effective rent is the rent price with the special factored in.

Use AI to calculate this quickly. Present the math clearly so clients understand what they will actually pay each month.

Pricing Disclaimer

Always include a note that pricing availability and specials are subject to change daily. Set this expectation upfront so clients are not caught off guard.

Qualify First

Qualify the client fully before sending any list. Sending before you understand their criteria risks sending mismatched properties and losing credibility.

Use Relive's client inquiry form to collect the key details upfront: move-in date, bedrooms, preferred area, budget, pets and lease type.

Send the Same Day

Once you have the client's criteria send the list the same day. Aim to send within 1 to 2 hours of receiving their form.

If you need to clarify a detail ask via text but start building the list while you wait. Speed signals professionalism and reduces the chance of the client reaching out to another locator.

Clients Moving Within 60 Days

If a client is moving within 60 days you can build a full list with current pricing and availability right away.

Apartments work on 60-day availability notices. Within that window you can see real pricing and real units.

Clients Moving Beyond 60 Days

If a client is moving beyond 60 days send a preliminary list. This should take no more than 5 minutes to put together.

A preliminary list is a general overview of properties that typically fall within the client's budget and preferred area. Be upfront that exact pricing and availability are not yet confirmed for their timeframe.

Most clients appreciate the instant value. It builds trust early and keeps you top of mind until their 60-day window opens.

Out-of-Town Clients

Ask out-of-town clients whether they are planning a trip to tour in person and what dates they have in mind.

Send the list about one week before they arrive. This gives them time to review and gives you time to book tours before they land. Sending too early risks pricing and availability looking completely different by the time they get there.

Finding Specials

Properties send daily email blasts with current specials. Create a dedicated folder in your email to collect these. It makes it easy to find deals quickly when building a list or posting on social media.

Verify specials directly on the property's website before including them. Call or email the property only when you need to confirm whether they are paying commissions to locators.

Presenting Specials

Include specials prominently in the list. Show the market rent and the net effective rent side by side so the math is clear.

Specials are a powerful tool for showing clients they can afford properties slightly above their stated budget. Heavier urgency around specials lives at the tour stage. For now just make sure the value is visible on the list.

Send guest cards to every property on the list the moment you send the list to your client. This is easily done using Relive's Property Search Tool.

Do not wait until the client names their favorites. Getting guest cards in early protects your commission even if the client goes quiet after touring.

Some properties pay based on who sent the guest card first. Sending yours early keeps you covered.

If you missed sending guest cards when the list went out send them before you schedule tours. Never after.

Remind clients to list your name and Relive Realty as their referral source on the application. Properties only pay locators who are listed as the referral source.

Introduce this now and reinforce it again when the client is ready to apply. For the full referral source rules and what to do if the client picks the wrong option see How the Application Process Works.

After you send the list follow up immediately with a voice message. Keep it between 2 and 5 minutes depending on how many properties are on the list.

This is the longer list-walkthrough memo. It is different from the short first-contact voice memo.

Use the voice message to walk through the list and cover:

Follow the voice message with a text letting the client know you just sent it and encouraging them to listen while they go through the list.

Also let the client know the list may have landed in their spam folder so they know to check there if they do not see it in their inbox.

The moment a client names their favorite properties move straight to scheduling tours. Do not wait.

Ask what day and time works and give them specific options to make it easy. For example: "Does Friday work or would you prefer something on the weekend?"

Booking Tours

Always schedule tours directly on the property's website. This is your default every time. If you call the property to confirm specific details or verify a special and end up booking the tour over the phone make sure you do two things after you hang up:

Remind clients not to walk in for tours without you scheduling first. If a client tours without prior contact from you the property will not honor you as the referring locator.