Responding To Inquiries

When potential tenants contact you about your property, you have just one chance to make a good first impression. Most likely, they have emailed a short list of properties, and you have to convert them from a potential tenant to a booked guest before your competition does. Obviously the first piece of advice, then, is to respond promptly. Check your email frequently and keep drafts of commonly sent information (policies, rates, fees, etc.) so you can simply edit the person's name and any additional information they request. This saves time and allows you to more readily respond to inquiries you receive.

When you respond, include their message at the bottom of your own email. Most mail programs offer this as a default option, or you can copy/paste. This way, your identity is clear and all previous communications are there for both of you to see. Introduce yourself by name as well; this personalizes your property and makes the inquirer feel welcomed. Use a professional but friendly tone – you want to sound responsible and trustworthy but not too formal or hotel-like.

Use their questions to your advantage by adding details they may not have explicitly asked about. For example, if they inquire about the bedrooms, mention the large walk-in closets; if they ask about the pool, mention the amazing sunset views you can see from the deck. Add something small not mentioned in your property listing, like the cable modem available for their use or the closet full of pool rafts and toys. This will make your property sound like there's no end to the amenities provided.

If the dates the inquirer requested are booked, suggest other dates which are available. Many vacationers are flexible with their travel plans and may change them if they like the property enough. If the dates are available, offer to book them. It sounds simple, but just asking that yes or no question can do the trick.

Most mail programs also offer a "signature" feature that allows you to add your name and a link to your site with every email you send out. Using this will add professionalism to your communications as well as lead potential tenants back to the pictures and information that interested them in your property in the first place.