Copy-ready emails and texts for the five conversations that move a vacancy forward.
By Aaron Bhawan, Cofounder, Property Copilot. Updated October 6, 2026.
TL;DR
Save five messages for each vacancy: the inquiry reply, viewing confirmation, application invitation, offer and closing update. Keep the property facts consistent, give each renter one clear next step and tell applicants when they will hear back. Below are email and text versions you can adapt.
At a glance
| Message | When it goes out | What it must include |
|---|---|---|
| 1. Inquiry reply | As soon as practical, ideally the same day | Availability, rent, available date, showing times and listing link |
| 2. Viewing confirmation | As soon as a time is agreed, plus a reminder | Address, date and time, how to get in, how to reschedule |
| 3. Application invitation | Same day as the viewing | Application link, what they'll need, when you'll decide |
| 4. Offer | When you've chosen | Monthly rent, tenancy start date, lease-review step and reply deadline |
| 5. Close the loop | Once your chosen applicant has signed | Thanks and an accurate update that the unit has been rented |
Use the templates
Replace the details in [brackets] and save each message as an email template, text shortcut or phone note. Keep the same property facts in every version. These are communication examples; they do not replace required notices or the tenancy agreement.
Before you start: your vacancy fact sheet
Keep one reference for the details you will reuse:
- Property: address, unit number, current listing link, rent, inclusions and available date.
- Viewing: two or three time slots, meeting point, visitor parking and contact number.
- Application: application link, preparation instructions, co-applicant steps and next update date.
- Lease: agreed rent, tenancy start date, remaining terms and signing steps.
Update this reference when a detail changes. Collect supporting information through your application process, rather than asking renters to send sensitive documents in the first inquiry.
Message one: the inquiry reply
Answer the availability question, confirm the essentials and offer a concrete next step. Link to the listing for photos and the full details.
Make sure it covers
- Availability, monthly rent and what is included
- Available date
- Two or three viewing times
- The current listing link
Email version
Subject: Viewing [address]
Hi [name],
Yes, [address, unit number] is still available from [date]. The rent is $[amount] per month, including [inclusions]. [Separate costs, if applicable].
Photos and full details: [listing link].
I can show it on [option 1] or [option 2]. Which works for you? If neither does, suggest another time.
Thanks,
[your name]
[phone number]
Text version
Hi [name], yes, [address] is available from [date]. Rent is $[amount]/month, including [inclusions]. Full details: [listing link]. I can show it [option 1] or [option 2]. Which works?
Filled-in example — fictional details
Subject: Viewing 2240 Maple St, Unit 304
Hi Jordan,
Yes, the two-bedroom unit is available from November 1. Rent is $2,300 per month, including heat, water and one parking space. Hydro and internet are separate.
Photos and full details: [listing link].
I can show it Tuesday at 6 pm or Saturday at 10 am. Which works for you?
Thanks,
Sam
If it's already rented
Hi [name], thanks for asking about [address]. It has been rented. If you'd like, I can let you know the next time I have a similar unit available.
If you already have applications in
Hi [name], [address] is still available. I've received a few applications and plan to decide by [date]. If you'd like to be considered, I can show it on [option 1] or [option 2], or you can apply here: [application link].
Why it works: renters can check the main terms and choose a viewing time without another round of basic questions.
Message two: the viewing confirmation
Send this as soon as a time is agreed, then a short reminder the day before. It gives the renter the arrival details and a clear way to change plans.
Make sure it covers
- Full address with unit number
- Day, date and time, written out
- Exactly how to get in, and who will meet them
- Where to park
- How long the viewing takes
- How to reschedule
Email version
Subject: Viewing confirmed: [address], [day, date] at [time]
Hi [name],
You're booked to view [address, unit number] on [day, date] at [time].
Getting in: [entrance, buzzer code or meeting point]
Meeting you: [your name or the person showing it]
Parking: [where visitors can park]
The viewing takes about [length]. If you need to change the time, reply here and I'll offer another slot.
See you then,
[your name]
[phone number]
Text version
Hi [name], you're booked to see [address, unit number] on [day] at [time]. [Entrance or buzzer instructions]. Visitor parking: [details]. Takes about [length]. Reply here if you need to change the time.
Reminder, the day before
Hi [name], a quick reminder about your viewing at [address] tomorrow at [time]. Reply here if anything has changed.
If they don't show
Hi [name], sorry we missed each other at [address] today. If you're still interested, I have [option 1] or [option 2] available.
Message three: the application invitation
Send it the same day as the viewing, while the unit is still fresh in their mind.
Make sure it covers
- The application link
- Clear preparation instructions appropriate to the application
- How co-applicants join the application
- The date you'll review applications and the date everyone hears back
Email version
Subject: Applying for [address]
Hi [name],
Thanks for coming to see [address] today.
If you'd like to apply, here's the link: [application link]. The application link explains what to prepare. If you are applying with someone else, follow the co-applicant instructions in the application.
I'm reviewing applications on [date] and will be in touch with everyone by [date].
Thanks,
[your name]
Text version
Thanks for coming by [address] today, [name]. If you'd like to apply: [application link]. The application link explains what to prepare. I'm deciding by [date] and will reply to everyone by [date].
If they've already applied
Hi [name], thanks for coming to see [address] today. I have your application, and I'll be in touch by [date].
Why it works: a clear update date tells applicants when to expect to hear from you. If the decision takes longer, send an update before that date passes.
Message four: the offer
Keep it warm and clear, and give a deadline so you're not left waiting while your other applicants move on.
Make sure it covers
- The unit, agreed monthly rent and tenancy start date
- A specific date and time to confirm by
- What happens next: the lease, and when you'll send it
- That amounts and due dates are set out in the lease
Email version
Subject: Offer for [address]
Hi [name],
I'm happy to offer you [address, unit number] at $[amount] per month, with the tenancy starting [date].
Next steps:
1. Please reply by [day, date and time] to confirm you'd like to go ahead.
2. Once you confirm, I'll send the lease for you to review and sign by [date].
3. The amounts due before move in, and when they're due, will be set out in the lease.
Let me know if you have any questions.
Thanks,
[your name]
[phone number]
Text version
Hi [name], I'd like to offer you [address] at $[amount]/month, with the tenancy starting [date]. Would you like to proceed to lease review? Please reply by [day, date and time], and I'll send the lease.
If the deadline passes
Hi [name], just checking in on the offer for [address]. Could you let me know by [time] today whether you'd like to go ahead?
Why it works: the rent and start date are explicit, and the applicant knows when the full lease will arrive. Check that the lease matches the terms communicated. See the digital lease workflow.
Message five: the message to everyone else
Close the loop once the unit has actually been rented. Applicants who hear nothing keep following up, and someone you turn down for this unit could be a good fit for your next one.
Make sure it covers
- Thanks for applying
- A clear answer: the unit has been rented
- Any further information or notice required for your situation
Email version
Subject: Your application for [address]
Hi [name],
Thank you for applying for [address]. The unit has now been rented, so I won't be moving ahead with your application.
I appreciate the time you took, and I wish you the best with your search.
[your name]
Text version
Hi [name], thanks for applying for [address]. The unit has now been rented. I appreciate your time and wish you the best with your search.
If you want to keep a backup
Send this to your second choice instead, before the lease is signed:
Hi [name], thanks for applying for [address]. I've offered the unit to another applicant. If that doesn't go ahead, I'd like to come back to you. I'll let you know either way by [date].
Optional closing line
Add this to either version if you have other units:
If you'd like me to let you know when I have another unit available, just reply to this message.
Timing: use the “has been rented” message once that is true. Do not describe an unresolved application or unsigned agreement as a completed rental.
Keep it short: state the actual outcome without comparing applicants or disclosing anyone else’s information. This example is for a unit that has been rented; it is not a universal rejection notice.
What to keep out of all five
- New or conflicting terms. Keep the advertised details and the agreement consistent. These messages are communication templates, not replacements for the lease or required notices.
- Promises you cannot keep. Describe the actual next step without promising a result you have not confirmed.
- Applicant comparisons or personal disclosures. Keep closing updates factual and follow any applicable notification requirements.
- Outdated property facts. Update the shared fact sheet when details change so subsequent replies remain accurate.
Keeping every applicant in one place
The templates handle the words. The other half is not losing track of who you told what.
One inbox, one thread per applicant
Use one email address or phone number for rentals, and keep each applicant in a single thread. Put the property address in the subject line so a search pulls up everything.
One link instead of five attachments
With Property Copilot, the listing link carries the full details, so your inquiry reply can stay short. Renters follow the listing link to apply, add co-applicants, upload requested documents and complete identity verification, and they show up in one dashboard where you can review the applications. When you've chosen, you can prepare and sign a BC or Ontario lease digitally from the application details.
Use the listing link in the inquiry reply and direct interested viewers into its application flow. Applicant details stay with the rental file rather than being scattered across message attachments.
FAQ
How quickly should a landlord reply to a rental inquiry?
As soon as you reasonably can, ideally the same day. Renters usually contact several listings at once, and a reply that includes showing times makes it easy for them to book with you.
What should a landlord include in a reply to a rental inquiry?
Availability, monthly rent and inclusions, the available date, two or three showing times and a link to the full listing. Answer any specific question the renter already asked.
Do I have to tell applicants they weren't selected?
A short update is a useful communication practice. This article does not establish legal notification requirements.
When should I send the decline message?
Send the “has been rented” version once the rental is confirmed. If the process is still underway, send an accurate progress update instead.
Should a decline message include a reason?
For the closing update shown here, thank the applicant and accurately state that the unit has been rented. A different decision may require different wording or notices; this template does not establish those requirements.
Ready to find your next tenant?
Create a listing, collect a complete application, and screen tenants without chasing paperwork.
Product sources
Applications and identity verification and digital leases, checked October 6, 2026. These are communication examples, not legal forms. Use the applicable tenancy requirements for formal agreements and notices.