Landlord Outreach Script Guide
Attract More Landlords, Fill Properties Faster & Grow Your Business
Use this script guide, containing 8 scripts, to a attract more landlords, increase occupancy rates, improve efficiency, and retain tenants. Each script includes when, where, and how to use it.
1. First Contact – Introduction Script
Script:
Subject: Helping You Manage Your Properties Better
"Hi [Landlord’s Name],
I understand how time-consuming and sometimes frustrating managing properties can be. Whether it's finding reliable tenants, handling maintenance, or streamlining admin work, the responsibilities can pile up fast.
I work with landlords to help them attract long-term, high-quality tenants, increase their rental income, and ensure their property management process runs smoothly—without adding extra stress to their day.
Would you be open to a quick chat to see if my approach could help you? I’d be happy to find a time that works for you. Let me know what day suits you best."
Where to Use:
Cold emails
LinkedIn messages
Networking follow-ups
Direct mail for high-value prospects
When to Use:
First contact with a landlord
After finding landlords on property listing sites
After meeting landlords at industry events
Why It Works:
Highlights profit increase and stress reduction
Simple and clear value proposition
Easy yes/no response format
How to Use:
Keep emails short and friendly
Use LinkedIn voice messages for personalisation
Send handwritten notes to high-value landlords
2. Tenant Attraction Script
Script:
Subject: Struggling to Fill Your Property? Let’s Fix That.
"Hi [Landlord’s Name],
I noticed your property listing and wanted to reach out because I specialise in helping landlords like you attract high-quality tenants quickly.
Many landlords face long vacancy periods, which can cost thousands in lost rent. My approach ensures that your property gets maximum visibility in front of the right tenants while screening for quality occupants who pay on time and stay long-term.
Would you be interested in discussing how I can help fill your property faster? Let me know when we can chat—I’d love to show you how I’ve helped others in similar situations."
Where to Use:
Facebook Groups for landlords
Email to landlords with vacant properties
LinkedIn messages
Cold calls
When to Use:
When a property has been vacant for over 30 days
Before peak rental season (August, January)
If a landlord has reduced rent (sign of struggle)
Why It Works:
Emphasises loss of income from vacancies
Provides an immediate solution
Encourages quick response
How to Use:
Attach a free property marketing audit
Follow up with a case study email
End with "Would you like to see how I can help?"
3. Property Management Efficiency Script
Script:
Subject: Save Time and Stress Less with Better Property Management
"Hi [Landlord’s Name],
Managing a property portfolio can be overwhelming—between tenant inquiries, maintenance, and rental paperwork, it often feels like there aren’t enough hours in the day.
I work with landlords to simplify their management process by automating routine tasks, streamlining tenant communications, and optimising how properties are marketed and maintained. The result? Less time spent on admin, happier tenants, and a more profitable rental portfolio.
I’d love to explore how I can help make your management process easier. Are you open to a quick call next week?"
Where to Use:
Email to landlords and property managers
LinkedIn messages
Cold calls
When to Use:
When landlords complain about admin workload
When landlords manage multiple properties alone
Why It Works:
Time-saving solution for landlords
Addresses their biggest bottleneck
Promotes stress-free management
How to Use:
Offer a free efficiency audit
Send an email sequence with management tips
Use LinkedIn for a "Let’s streamline your workload" message
4. Rent Increase Script
Script:
Subject: Are You Undercharging for Your Property?
"Hi [Landlord’s Name],
Many landlords don’t realise they are leaving money on the table by not pricing their rental properties correctly. With market shifts, demand fluctuations, and rising property values, you could be earning significantly more from your rentals while keeping tenants happy.
I help landlords assess the market and adjust their rent strategically to ensure they are maximising returns without pushing tenants away. If you’d like, I can provide a quick rental market evaluation and discuss how small changes could lead to better long-term profitability.
Would you be interested in a quick chat about your rental pricing strategy?"
Where to Use:
Cold email to landlords with below-market rents
Facebook Groups discussing rent pricing
LinkedIn posts on rental market trends
When to Use:
Before lease renewals
After a landlord drops rental prices
When market data shows a rise in rental values
Why It Works:
Helps landlords earn more without tenant loss
Uses data to justify increases
Offers expert-backed rent pricing strategies
How to Use:
Offer a free market pricing analysis
Send a case study email
Provide data-driven recommendations
5. Tenant Retention Script
Script:
Subject: The Secret to Keeping Your Best Tenants Long-Term
"Hi [Landlord’s Name],
Finding great tenants is hard, but keeping them is even harder. A high turnover rate means more time spent advertising, screening, and handling move-ins and move-outs—not to mention the costs of lost rent between tenancies.
I help landlords improve their tenant retention by creating a strategy that keeps tenants happy, engaged, and more likely to renew their lease year after year.
Would you be interested in a quick chat about how to reduce turnover and create a more stable rental income?"
Where to Use:
Email sequence before lease renewals
LinkedIn posts about tenant retention
Networking at landlord events
When to Use:
Three months before a lease renewal
After multiple vacancies in a short period
Why It Works:
Prevents high turnover costs
Provides simple retention strategies
How to Use:
Offer a "tenant retention checklist"
Share success stories on LinkedIn
End with "Would you like to keep your best tenants long-term?"
6. Property Maintenance Script
Script:
Subject: Reduce Maintenance Headaches and Save Time
"Hi [Landlord’s Name],
Property maintenance can be one of the biggest pain points for landlords. Whether it’s emergency repairs, unreliable contractors, or delayed fixes, these issues can lead to tenant dissatisfaction and costly long-term damage.
I help landlords implement efficient maintenance systems that ensure quick response times, lower costs, and improved tenant satisfaction. Whether it’s preventative maintenance planning or on-demand repair management, I can help make the process hassle-free.
Let’s set up a quick conversation to discuss how you can streamline maintenance while keeping your property in top condition. What time works for you?"
Where to Use:
Cold email to landlords
Facebook Groups discussing property repairs
LinkedIn posts on maintenance
When to Use:
Before winter (heating, insulation checks)
Before summer (aircon, outdoor maintenance)
Why It Works:
Reduces emergency repairs
Helps landlords stay ahead of costly fixes
How to Use:
Offer a seasonal maintenance checklist
Share before-and-after examples of preventative maintenance
7. Marketing Script
Script:
Subject: Attract More Tenants with Smarter Marketing
"Hi [Landlord’s Name],
In today’s rental market, simply listing a property isn’t enough to attract high-quality tenants. The right marketing strategy can mean the difference between a property sitting vacant for months or being rented out within days.
I specialise in helping landlords create high-impact marketing strategies that position properties in front of the right tenants at the right time. Through optimised listings, targeted digital marketing, and strategic promotions, I can help you fill vacancies faster.
Would you be open to a quick chat to discuss how I can help you improve your property marketing and get more tenant applications? Let me know when you’re available."
Where to Use:
Cold email pitching better marketing
LinkedIn messages to property developers
Facebook and Instagram ads for lead generation
When to Use:
When landlords drop their rental prices (sign of desperation)
When new landlords enter the market
During peak tenant search months (August, January)
Why It Works:
Shows landlords why their property isn’t getting rented
Provides a clear, effective marketing solution
Increases their tenant inquiries immediately
How to Use:
Offer a free listing review
Show before-and-after examples of marketing success
Use LinkedIn video messages to demonstrate value
8. Seasonal Script
Script:
Subject: Is Your Property Ready for the Season Ahead?
"Hi [Landlord’s Name],
Each season brings unique challenges for rental properties. From winter heating checks to summer cooling system maintenance, proactive property care can prevent costly repairs and ensure a smooth experience for your tenants.
I help landlords stay ahead of seasonal maintenance by offering customised property checklists and preventative service plans. This not only helps you avoid unexpected expenses but also keeps your property in excellent condition year-round.
Would you like a quick seasonal review of your property? Let’s set up a time to chat."
Where to Use:
Email to landlords about seasonal property prep
LinkedIn post before seasonal maintenance periods
Direct messages offering seasonal property checks
When to Use:
Before winter (heating, insulation checks)
Before summer (aircon/outdoor maintenance)
Before storms or seasonal risks
Why It Works:
Prevents expensive seasonal damage
Helps landlords stay ahead of costly repairs
Shows you think long-term about their property’s success
How to Use:
Offer a "Winter Maintenance Survival Guide"
Share a LinkedIn post warning about seasonal risks
End your email with "Let’s prep your property for next season"
Final Steps to Success
Follow up at least two or three times if you don’t get a response.
Personalise every message with the landlord’s property details.
Provide value first—offer audits, reports, or useful checklists.
Keep emails under 200 words and get to the point quickly.
Start using these scripts today and see how they help you attract landlords, fill properties faster, and grow your property management business.
If you’d like tailored advice or help implementing these strategies, let’s have a quick coffee to discuss the next steps. Let me know what time works for you.