3. SETTING APPOINTMENTS
Now that you’ve created compelling listings with good photos, descriptions, and staging, you’re ready to set appointments. Prospective tenants and apartment hunters will start to contact you, and it will be helpful to have a clear plan for setting appointments.
If the unit is vacant, consider having appointments or an open house outside of normal business hours, so that you can accommodate the work schedules of your prospective tenants.
Be prepared for questions that prospective tenants may have for you. Here are some examples:
- How long does an apartment tour take?
- When is the apartment available?
- What is the total move-in costs?
- Are additional parking and storage available?
- Can we do an apartment viewing on the weekend or evenings?
You may have your own list of pre-screening questions — it can be helpful to pre-qualify each prospective tenant and avoid unnecessary showings. Remember that your questions should comply with the Fair Housing Act and should not contain any wording that might be considered discriminatory.
Here are some examples of pre-screening questions:
- Are you looking for a short-term or long-term lease?
- How many people would be living with you?
- Are you familiar with our rental application process?
- How many pets do you have or expect to have?
- How many parking spaces would you require?
- Would you be able to provide proof of income that meets our income requirements?
- Is the total move-in amount available now?
Questions like these will give you a chance to discuss income requirements, pet limitations, parking, lease terms, the application process, and move-in costs. For example, if you require 3x gross income to qualify for rent, there would be no need to meet with a potential client who could not meet that requirement.
4. SHOWING AN APARTMENT
On the first day of showing the apartment to prospective tenants, you will want to prepare. Consider the following tips to showcase the apartment:
- Turn on any lights that will showcase a room
- Open blinds and/or windows
- Sweep the unit
- Check for and remove cobwebs and dust
- Review and/or add staging items such as fresh flowers
Make sure to present yourself well, too. Your attention to detail and professionalism will help prospective tenants feel safe and excited about the apartment, and sets an example for the way you run your business and manage your properites.
You may want to provide prospective tenants with an information packet, which might include:
- A floor plan(s) to compare with other apartments
- Apartment community brochure with listed amenities
- A recent apartment community newsletter
- Neighborhood information such as shopping, schools, area parks
5. FOLLOW UP
For prospective renters who don’t fill out a rental application, consider offering them an interest card so that you may follow up with them later. You will want to review applications, interest cards, and your own notes as you consider who will be the best renter for the apartment. Be sure to follow up quickly in order to avoid extended vacancies.
Make sure to follow all federal and state laws regarding communication frequency, purpose, and timing. Conduct background and credit checks when authorized, call all references, and review applications carefully. The more efficient and effective you are with this process, the faster the apartment will be leased.