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Top 7 Must Haves: When inquiring about availability of a rental property

You’ve got 30 days until you need to be out of your current apartment. You’ve narrowed down your rent budget, the neighborhood in which you want to live, the amenity must haves, and submitted a bunch of rental property inquiries.

You check your email when you wake up in the morning to find out if the rentals you’re interested in are still available and periodically check your phone while at work to see if any of the landlords or leasing agents have responded to your rental property inquiries.

You even stare at the glow on your device while doing your laundry that evening at your current building.

Crickets, crickets, crickets. And…more crickets.

Why are you not getting any responses to your rental property inquiries?

Whether you’re waiting to hear from a leasing agent, private landlord, or property management company — you’re dealing with a group of individuals who are flooded with inquiries from lots of renters. Your email is sitting in an inbox with at least a dozen others.

Most rental search tools expedite this process for you by creating an easy rental property inquiry form to fill out. That doesn’t mean you shouldn’t take the time to thoughtfully complete it.

Make sure your outreach includes these 7 things to get your email to stand out amongst the rest.

Why 7? Because Dwellsy contains 7 letters and it’s our lucky number. This is the first of many more “Top 7…” posts in the rental search and property management space.

rental property inquiry form

#7 — First and Last Name

This is a no brainer for your rental property inquiry, but one that renters often overlook.

Don’t just type “Joe.” Let the landlord know you’re a real person, and really interested, by giving your full name.

And please — capitalize the first letters of your first and last name. If you don’t have the time to press the shift key, what does that say about the type of tenant you’ll be?

#6 — Email Address

Leasing agents have a ton to get done every single day. Email is a way for them to correspond with you while they continue…

If the form asks for it, you should for sure include it. Don’t skip it.

If there isn’t an entry box for it, then add it in the body of the form.

#5 — Phone Number

Mobile devices are ubiquitous and texting has become the quick way to connect with others.

Include your phone number whether or not there is space in the rental property inquiry form.

Be mindful as to the format.

Use one of the following: (111)222–3333, 111–222–3333, 111.222.3333.

#4 — Pet Details

Many rental properties will consider pets, they just want to know what they’re dealing with. Some might charge an additional deposit or monthly fee to hedge against any potential damage.

If you have a pet, be transparent about its breed, age, and demeanor. If you have more than one, share that information.

Remember that busy property manager who’s juggling many different properties? By volunteering this information in your first outreach, you cut down on back and forth correspondence which can be exhausting.

#3 — Move In Date

Renters typically fall into a few different categories; actively seeking, passively looking, and then there are…the dreamers.

  • Actively seeking — you need to be moved in to your new rental within 3 months.
  • Passively looking — you’re fed up with your current rental, but your lease isn’t up for 6 months.
  • The Dreamer — you know there’s a better rental out there somewhere, you just don’t know where it is, how much it will cost, nor what it includes.

Most landlords, property managers, and leasing agents won’t have time for you if you’re not in the “actively seeking” stage. They can typically gauge this by the outreach they get from you. Are you decisive? Clear? Did you state when you want to move in?

Imagine their inboxes cluttered with emails from a whole collection of renters who have submitted their own rental property inquiries. To whom do you think they’ll reply first?

You got it. They’re going to triage their responses. Renters with deadlines that match the rental unit availability is what will surface to the top.

#2 — Bedroom Count

While budget is one of a renter’s top considerations, the second is usually bedroom count.

By explicitly noting that you’re interested in a 1-bedroom (or whatever you’re looking for), you give the leasing agent a data point around which they can pivot if the specific property you’re inquiring about is not available.

Remember, the listing you found was also most likely found by others. There may be multiple people reaching out about availability. Property managers succeed when their properties are filled and they’ve found great tenants that will hopefully stick around. While a particular unit may no longer be available, they likely have others in their portfolio that they can offer as alternatives.

It’s easy to do. So do it. Include specifics around the bedroom count you’re seeking.

#1 — Personal Note

You aren’t just renting a space, you’re trying to find a rental to make home.

The top thing that will set your rental property inquiry apart from all other renters is…a personal note.

  • What’s your story?
  • Maybe you’re entering a new phase in life and looking to live closer to family?
  • Maybe you’re entering a new phase in life and looking to live closer to family?

There’s no need for you to write a novel. In fact, don’t. Oversharing can backfire.

Include something brief, something personal (but not too personal)— that transforms you from just another renter, ? into a member of a community, ? into a neighbor.

Looking for your next rental to make home? Start your search at Dwellsy.com.

Check out these Renter Tips.

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