40 Property Management SMS Templates You Can Use

When it comes to property management, timely communication is everything. It’s an industry where delays are costly and opportunities are quick to slip away. That’s why it pays to have a direct line to tenants and buyers. We’re talking about SMS. Be it scheduling a tour, sending a rent reminder, or maybe announcing a new listing, SMS often seems to get the message through. It allows property managers to stay responsive, organized, and connected at all times. And with customizable property management SMS templates at their fingertips, realtors and landlords can handle daily communications without much effort.

The Benefits of SMS Marketing for Realtors and Landlords

Higher Response Rates Than Email or Calls

Let’s face it—emails get ignored and calls go unanswered. SMS, on the other hand, grabs attention almost on the spot. With open rates hovering around 98%, you have much higher chances of getting a timely response from your recipients. Be it confirming a house tour or reminding someone about rent, text messages make it easier for tenants and prospects to reply right away. It’s convenient for them, and it saves you a great deal of time—a win-win for everyone.

Instant Communication With Tenants and Buyers

Sometimes, you just need to get a message across quickly, like a last-minute showing change or a maintenance update. SMS allows you to reach tenants and potential buyers in an instant—no need to worry about delays or missed voicemails. It's the fastest way to keep everyone in the loop and prevent confusion. And when you're juggling multiple properties or viewings, that speed really makes a difference. You get answers faster, and your contacts appreciate the real-time updates.

Faster Property Inquiries and Follow-Ups

Every missed inquiry is a missed opportunity. With SMS, you can respond to leads in real time and boost your chances of booking a showing or closing a deal. It also makes following up easier—just a quick “Are you still interested in the unit?” can get the conversation back on its feet. Plus, many people prefer texting over calling these days, so you're meeting them where they are. The result is faster and smoother communication.

Improved Tenant Retention

Good communication is key to keeping tenants happy, and SMS helps you stay in touch without being intrusive. This includes sending friendly reminders, maintenance updates, or community news. It shows you care while keeping your property top of mind. Tenants feel heard and valued, which goes a long way in getting them to renew their lease. Keep in mind that when people feel well taken care of, they’re more likely to stick around.

Increased Visibility for New Listings

Have a new property available? Don’t just list it online and hope for the best. You’ll get much better results if you send an SMS blast to your list of interested renters or buyers. Text messages are opened almost instantly, which means you can create buzz and book viewings before the listing even hits the major platforms. Just include a brief description, a link to the photos, and a contact option to make it easy for people to act fast. 

Better Lease Management

Keeping track of lease renewals, rent due dates, and policy updates can be a lot to juggle. SMS makes this easier by helping you send timely reminders to your tenants. No more missed deadlines or forgotten forms—it’s all about clear communication that keeps everything running smoothly. It’s also less formal than email, which makes tenants more likely to respond. When text messages do the heavy lifting, lease management becomes a walk in the park.

SMS Property Management Templates

Rent Reminders

Rent payment reminders help tenants stay on top of monthly payments without feeling overwhelmed or pressured. These messages are friendly nudges that prevent late payments and open the door for communication if someone is struggling financially or is having technical issues with the transfer. They’re a simple way to encourage responsibility while showing support.

• Hi Tony, your rent of $1,200 is due on Tuesday. Reply PAID when completed, or let us know if you need help!

• Hi Paula, rent for Apartment 4B is due in 3 days. Thanks for staying on top of it!

• Hello Oliver, just a reminder that rent was due yesterday. Let us know if you’re having any issues.

• Friendly reminder: your rent is due this Friday. Reply OK if everything’s on track!

• Reminder: rent is due today. Please submit via your tenant portal or text us if you need help.

Maintenance Updates

Whether you need to schedule repairs or confirm completed work, maintenance texts keep tenants in the loop about their living space. A quick update can reduce frustration and build trust, especially when delays or follow-ups are needed. Tenants get peace of mind knowing their issues are being handled professionally.

• Hi John, your maintenance request for the faucet is scheduled for May 5 at 2 PM. Let us know if that time works!

• Good news, Tina! The repairman fixed the heater this morning while you were out. Everything’s running smoothly now.

• Update: We ordered a new part for the AC. The technician will drop by on Saturday. Thanks for your patience!

• Your maintenance issue has been resolved as of today. Please reply if anything else pops up.

• Reminder: AC servicing is scheduled for tomorrow between 9 and 11 AM. Someone will be there. Let me know if you have any questions.

Lease Renewal Notices

Lease renewal reminders prompt tenants to take action before their contract ends. These messages help you retain good tenants, avoid vacancies, and streamline the renewal process. They also open the conversation early, giving tenants time to ask questions or explore options.

• Hi Jean, your lease ends June 30. Love to have you stay! Can we talk renewals? Reply YES to set up a time.

• Reminder: Lease for Apt 3B expires in 30 days. Let us know if you’d like to renew or need more info. 

• Your lease ends July 15. We’d love to keep you around! Want to discuss renewal options? Reply here or call us.

• Heads up! Lease renewal letters go out next week. Want to confirm in advance? Just reply RENEW.

• Hey Monica, it’s time to renew your lease for Apt 5C. Reply to schedule a quick chat or get paperwork sent over.

Vacancy Announcements

Vacancy alerts are a great way to let interested tenants or prospects know when a unit becomes available. These messages create urgency, generate interest quickly, and help fill properties faster. With the right timing, they can reduce downtime and maximize occupancy rates.

• Heads-up: Apt 2A will be available June 1. We’re doing tours next week. Let us know if you’re interested. 

• Vacancy alert! Spacious 3-bedroom apartment at 795 E Willow Ave is open now. Interested? Reply to view!

• Hi everyone, 4-bedroom townhouse at Riverside is available July. First viewings start June 10—reply to join!

• New listing: Modern 2-bedroom at 795 E Willow Ave. Want pics or to schedule a viewing? Just reply!

• Available: Studio apartment at 795 E Willow Ave starting Aug 1. Text us back if you want more info!

Appointment Scheduling

Scheduling messages make it easy to coordinate inspections, repairs, and tours without the back-and-forth. They keep communication efficient and professional while offering tenants the flexibility to choose a time. It’s a perfect way to stay on schedule and avoid missed appointments.

• Hi Tania, would 10  AM this Tuesday work for your AC check? Reply YES or suggest another time.

• Reminder: We’re scheduled to inspect your smoke detectors on June 8 at 3 PM. That’s still good?

• Hello Roger, ready to schedule a walk-through of Apt 4C? Text a day and time that works for you.

• Can we drop by next Thursday at 11 AM for the leak inspection? Reply YES or pick another time.

• Your move‑in orientation is due May 3. Would you prefer to schedule it in the morning or afternoon?

Tenant Onboarding Instructions

Onboarding texts help new tenants settle in with all the essentials—Wi-Fi, trash pickup, parking, and so on. These instructions prevent confusion during move-in and make a great first impression. Clear communication from day one sets the tone for a smooth tenancy.

• Welcome, Kevin! Your move‑in is May 1. Make sure to bring your ID and proof of renters' insurance.

• Hello Clarice, here’s your Wi‑Fi setup: Network “Home123” and password “Tenant456”. Let us know if you have any issues. 

• Welcome! Trash pick-up is Monday and Thursday. Parking spot is #12 near the EV charging station. Let me know if you have questions.

• Reminder: Please pick up your lease packet from the management office before your May 1 move‑in.

• Hey Bernard, your mailbox is Box #5—key is in the office. Reach out to me if you have any concerns. 

Emergency Notifications

In urgent situations, emergency texts are a quick way to communicate with tenants. Be it a fire alarm, gas leak, or weather alert, these messages deliver critical instructions without delay. They also reinforce your role as a responsible and responsive property manager.

• URGENT: The fire alarm has been activated. Please evacuate the building immediately and proceed to the assembly point at the east lot.

• Water main break in the basement. Avoid that area and do not use laundry until further notice.

• ALERT: Severe weather warning in effect. Stay indoors and away from windows. We’ll keep you updated.

• Gas leak detected. Leave the premises now and meet at the parking lot. Call 911 if you smell gas outdoors.

• Power outage expected tonight. We have a backup generator in place. Please report any safety concerns ASAP.

Property Visit Confirmations

Confirmation texts ensure both parties are aligned before a property showing, move-in walkthrough, or inspection. They reduce no-shows, clarify logistics, and help things run smoothly on the day of the visit. Plus, they make a professional impression by showing attention to detail.

• Hi George, your showing for Apt 6B is confirmed: May 4 at 11 AM. Reply OK if you can make it!

• Looking forward to seeing you tomorrow at 11 AM for your final walkthrough. Meet us at the front entrance!

• Your move‑in walkthrough is May 1 at 10 AM. The leasing agent will see you in the lobby.

• Viewing confirmation: 2-bed apartment on 795 E Willow Ave  at 3 PM today. Text if you’re running late or need directions.

• Final check: We’re seeing you at 9 AM on Thursday to review your unit’s list. Let us know if you have any questions. 

Dexatel’s Role in Text Marketing for Realtors and Landlords

As a leading SMS marketing platform, Dexatel is a one-stop solution for realtors and landlords to communicate with clients. The platform allows for personalized SMS campaigns that boost engagement. It also supports two-way messaging, which means users can answer tenants’ questions and schedule viewings on the go. Landlords can also use scheduling features to automate rent reminders, maintenance updates, and other notifications. With high deliverability and real-time analytics, users can track message performance and optimize communication strategies accordingly. 

Dexatel’s user-friendly interface, bulk texting tools, and integration features make it an ideal platform for property managers to streamline communication and build stronger relationships with tenants or buyers. 

SMS Property Management Best Practices

Get Consent Before Sending Messages

Always make sure you have a recipient’s permission before sending them SMS communications, whether it’s a text message about selling property or renewing a lease. Not only is this required by law in many regions, but it also builds trust with your contacts from the start. This way, your messages are welcomed rather than seen as intrusive. You can get consent during contract signing or through a quick SMS opt-in form.

Keep Messages Clear and Concise

Tenants and buyers are more likely to read and respond to messages that get straight to the point. Use simple language, limit unnecessary details, and highlight important dates or actions. A straightforward message also shows that you respect your recipient’s time. Whenever possible, stick to one topic per text. 

Use a Consistent Sender Name

Using a consistent sender name or number helps tenants and buyers immediately recognize who the message is from. This boosts response rates and prevents your texts from being mistaken for spam. Whether it’s your business name or a specific property brand, keep it the same across all communications. Familiarity leads to better engagement and trust.

Personalize Your Texts When Possible

Adding the recipient’s name or unit number makes your messages feel more human and relevant. Personalization shows attention to detail and helps your messages stand out. It also makes your contacts more likely to respond or take action. Small touches like this go a long way in building stronger relations.

Send Messages During Business Hours

Timing matters just as much as content. Sending texts during business hours shows professionalism and makes it more likely for the recipient to respond. Late-night or early-morning texts can feel invasive and reduce satisfaction. Aim for a window between 9 AM and 6 PM on weekdays.

Segment Contacts by Property or Tenant Type

Organizing your contact list by property, lease type, or tenant category helps you send more relevant messages. For example, you wouldn’t send a vacancy alert to someone already renting. Segmentation ensures the right message reaches the right person, improving communication efficiency. It also minimizes tenant frustration from receiving irrelevant updates.

Final Thoughts: Get a Head Start With Dexatel

At the end of the day, real estate is all about staying connected, be it managing tenants, closing deals, or filling vacancies. That’s where SMS really shines. It’s fast, reliable, and easy for everyone involved. All it takes is a quick message to confirm an appointment, send a reminder, or share an update—no need for phone calls or emails. And with tools like Dexatel at your disposal, you don’t have to start from scratch. Built-in templates and automation features make the process smooth and hassle-free. Create your Dexatel account today and start making the most of SMS property management.