Have the facts ready
A reply goes wrong when it is written from memory. Keep one fact sheet per vacant unit and answer from that.
| Fact | Example |
|---|---|
| Rent, deposit and fees | Exactly as in the listing |
| Available date | The first day a lease can start |
| Pet policy | What is allowed, any pet rent or deposit |
| Screening criteria | Your written criteria, the same for everyone |
| How to tour | Times you offer, or the self-tour link |
| How to apply | The application link and the fee |
Answer every prospect from the same sheet. Different answers to the same question for different people is how fair housing complaints start, even when nobody meant anything by it.
This is a working template, not legal advice. Screening criteria, fees and advertising rules depend on your lease and on state and local law. Check yours with your own counsel before using it.
The flow
From inquiry to application
The replies
"Is it still available?"
Hi [first name], yes, [address] is available from [date]. Rent is [rent] a month. Would [day, time] or [day, time] work for a tour?
Answer, then offer two times. A question back ("when are you free?") costs a day.
Pets
Hi [first name], [pet policy in one line, including any pet rent or deposit]. Assistance animals are not pets and are handled separately. Happy to show you the place on [day, time] if that works.
"Can you do a lower rent?"
Hi [first name], the rent for [address] is [rent], set by the owner. If the timing or the unit is not right, I can let you know when something else opens up.
After the tour
Hi [first name], thanks for coming to see [address] today. If you would like to apply, the application is here: [link]. Our screening criteria are here: [link]. Applications are reviewed in the order they are completed.
Draft replies with AI
Put the fact sheet for each vacant unit and these templates in a ChatGPT or Claude Project. Paste in the inquiry and send:
Reply to this rental inquiry using only the fact sheet for [address] in this Project. Answer the question asked, then offer the two tour times listed. If the answer is not in the fact sheet, say you will check and do not guess. Keep it under 60 words.The rule that matters is the last one. A guessed answer about pets or fees is the one you end up honouring.
Before you send
- Every fact matches the listing and the fact sheet.
- The same question gets the same answer for every prospect.
- It offers a specific next step, not an open question.
- Criteria and fees are linked, not paraphrased.
Questions
How do you respond to a rental inquiry?
Answer the exact question from your listing facts, then offer two specific tour times. Keep it short and send it fast.
How fast should a property manager reply to a rental inquiry?
As fast as you can, the same day at the latest. A clear answer with a tour time beats a slow, complete one.
What should I not say in a rental inquiry reply?
Anything that is not in your written listing facts and criteria, and anything that would differ from what another prospect was told.
Can AI answer rental inquiries?
AI can draft replies from your fact sheet and templates. Keep a person approving them, and tell it to say it will check rather than guess.