Most renters (71%) who ask landlords or property managers about a listing expect to hear back within 24 hours. When prospective renters reach out to you, a quick response is the first step toward providing them with an outstanding search experience, helping you fill your vacancies faster with qualified renters.

Tips for replying to renter contacts

Only about half of renters (51%) say they receive the timely responses they expect, so here’s how you can keep prospective renters interested with fast, engaging replies.

• Make it personal. Greet them by name and thank them for contacting you.
• Learn (and use) their preferred method of communication. Younger renters are more likely to use technology to follow up on a listing, with email being the most popular: 24% of Gen Z renters and 17% of millennials use it, while 42% of renters in rural areas follow up on a listing with a phone call.
• Answer all their questions. Be clear and concise but also welcoming and personal. Nearly a third (32%) of all renters seek advice about a property from landlords and owners.
• Write an eye-catching rental ad with compelling descriptions when highlighting the features of your units and community.
• Be transparent about pricing, availability and open hours.
• Mention any specials you currently offer.
• Ask when they’re available to tour, and list your availability by time and day of the week on your Zillow Rental Manager listing page. Most renters (60%) consider talking with the landlord, property manager or owner to be extremely or very important.
• Don’t overload them upfront with links, photos and a hard sell. Send follow-up emails — for example, with links to your Zillow listing photos in one and testimonials in another — to stay top of mind with prospective renters while keeping them engaged and intrigued.
• Check your spelling and grammar before sending any email or text message. It sounds basic, but it helps show your professionalism.

Long or short, the search for a new home can be stressful. Providing prospective renters with a timely response and the information they need can help you move them closer to an appointment and a signed lease.

How to manage contacts the easy way

Worried that responding to prospective renters is going to take up all your time? Zillow Rental Manager helps you find contacts, respond faster to your lead notification emails and messages, and efficiently manage your renter leads.