How to Communicate with Prospects to Convert Leads into Leases
August 28, 2019 2:52 pm Leave your thoughtsWhen it comes to promoting your apartment community, there are countless ways to connect with prospects. Learning how to communicate with prospects is the key to building trust with your leads. By using the right tools and strategies, you can keep the conversation going and move people from interest to commitment. The more you engage, the more likely you are to build lasting relationships that lead to more leases and higher resident satisfaction.
In this blog, we’re diving into powerful communication strategies that will not only help you close more leases but also retain top residents and close more leases. The key to success isn’t just about getting apartment leads, it’s mastering the art of turning those leads into signed leases and long-term, satisfied tenants. Let’s turn interest into action through the tips below!
1. Connect with Prospects Instantly Using Chatbots
Chatbots have become an essential tool for many apartment websites, and for good reason. When prospects visit your website, they often have questions about floor plans, amenities, or availability, and they want answers quickly. Integrating a chatbot allows them to get instant responses without waiting for a leasing agent to become available.
Benefits of Using Chatbots for Apartment Communities
Think of a chatbot as your virtual assistant that’s always ready to help. It’s available 24/7, offering quick responses and guiding visitors through your apartment community’s features and benefits. By using chatbots, you can keep the conversation going and engage prospects as soon as they show interest in your property through your apartment website. This can be especially helpful for generating leads after hours when your leasing agents might not be available.
- Instant Answers: Chatbots provide quick responses to common questions like pricing, availability, and amenities, so prospects don’t have to wait.
- Available 24/7: Chatbots are always online, meaning you can engage even after hours.
- Capture More Leads: With instant help, chatbots can keep prospects on your website and turn them into leads quickly.
- Better Engagement: Chatbots guide visitors through your property’s features.
- Cost-Effective: Chatbots handle multiple inquiries at once, saving time and resources for your team.
- Consistent Info: Chatbots provide accurate, up-to-date information every time, ensuring consistency in communication.
- Lead Follow-Up: Chatbots can remind prospects about key features or special offers, encouraging them to move forward in the leasing process.
2. Follow Up with Prospects to Keep Their Interest
Following up with prospects is one of the most important steps in the leasing process. When prospects tour your community, they often visit multiple properties, which can make it hard for them to remember all the details about your apartment. Without a follow-up, you risk losing their interest in another community.
Time is of the essence, you’ve got just 3 to 5 days to re-engage leads before they move on. Act quickly! Here are some proven strategies to refine your follow-up process and boost your chances of turning leads into signed leases.
Highlight What They Loved About Your Community
When a prospect tours your property, pay attention to what they seem to like the most. Was it the spacious closets, the modern kitchen, or the great view? Make a note of these details, as they’ll help you personalize your follow-up message. In your email or phone call, remind them of the features they loved and how those features will make their new home even better.
For example, if they mentioned how much they liked the fitness center or how pet-friendly the community is, bring that up in your message. It helps them remember why they were interested in the first place. If you’re sending an email, consider adding a virtual tour or floor plan to give them a visual reminder of what they saw and liked.
Create a Sense of Urgency
To encourage prospects to act quickly, create a sense of urgency in your follow-up message. If you have a special offer or limited-time discount, let them know they only have a short time to take advantage of it. For example, if you’re waiving the application fee or offering a move-in special, mention it so they don’t miss out.
Include a Clear Call to Action
Always include a clear call to action (CTA) in your follow-up. Let the prospect know what the next step is, whether it’s filling out an application or scheduling another tour. For example, you could say, “Call me when you’re ready to apply” or “Email me if you have any questions or want to see the apartment again.”
A clear CTA helps them understand what they need to do next and keeps the conversation moving. If you don’t hear back in a few days, follow up again to keep things on track.
Here’s an example of a follow-up email you can use to convert leads into leases:
Subject: Thank You for Touring [Apartment Community Name]!
Hi [Prospect’s Name],
Thank you so much for taking a tour of [Apartment Community Name]! We’re so glad you liked the spacious walk-in closets and our stainless steel appliances — we think they’ll make your new home even more enjoyable. I also know you’re going to love our 24-hour fitness center and pet-friendly dog park.
I’d be happy to waive the application fee if you decide to make [Apartment Community Name] your new home within the next month! Please let me know if you have any further questions or if you’d like to schedule another visit to see the apartment again.
I’ve also included a virtual tour and floor plan of the model you saw today, in case you’d like to take another look. I look forward to hearing from you soon!
Best regards,
[Your Name]
[Your Position]
[Contact Info]
3. Use Text Messages to Communicate with Residents and Prospects
Text messaging is a great way to stay in touch with both prospects and current residents. People check their texts more often than emails, and because texts are quick and direct, you’re more likely to get a fast response. For prospects, texting is a simple way to follow up after a tour or initial contact. A quick text can remind them about your community and encourage them to take the next step in the leasing process.
For current residents, texting is also a convenient way to share important updates, like rent due dates, lease renewals, or upcoming events. It’s also a great way to keep residents informed about community news. Platforms like Aptschat make it easy to send mass texts to residents, so you can communicate with everyone at once.
10 Text Message Ideas to Send to Residents
- Lease renewal reminder
- Maintenance update
- Rent due reminder
- Community event invitation
- Move-in special reminder
- Survey/feedback request
- Package arrival notification
- Maintenance request confirmation
- Seasonal reminder
- Holiday greeting
4. Overall Communication Tips
- Use Personalization to Build Connections
When you’re talking to prospects, make sure they feel heard and valued. Personalizing your messages can help build a connection. Instead of sending the same generic message to everyone, mention something specific from their visit. For example, if they loved the spacious kitchen during their tour, bring it up in your follow-up message. This shows you’re paying attention to what they like and helps them feel more confident about choosing your community.
- Use Different Ways to Communicate
Everyone has their preferred way of communicating, so it’s helpful to offer a few options. Some people prefer text messages, while others like emails or phone calls. By offering different ways to connect, you make it easier to stay in touch with more prospects and residents.
For example, after a tour, you could send a quick thank-you text and also send an email with more details about floor plans and special offers. Offering both makes it easier for people to get the info they need in the way they prefer.
- Keep Your Tone Friendly and Approachable
Whether you’re talking to prospects or current residents, always keep your tone warm and friendly. A kind, welcoming tone helps create a positive impression and encourages people to reach out and engage with you. Instead of sounding stiff or robotic, aim for a conversational style that feels helpful. A personal touch shows you care and makes residents feel more comfortable reaching out.
- Be Proactive and Keep Everyone Informed
Being proactive means staying ahead of any issues and keeping everyone in the loop. If there’s upcoming maintenance or an event, let your residents know ahead of time so they’re not caught off guard. This shows you care about their experience and want to keep them informed.
For prospects who haven’t signed a lease yet, send a gentle reminder about available apartments or any special deals you might have. Proactive communication can also help avoid confusion, like when there’s a change in office hours or a new policy. By keeping people informed, you make the whole experience smoother and improve your chances of converting more prospects.
FAQ: Communicating Effectively with Apartment Prospects and Residents
1. How can I build a good relationship with apartment prospects?
Start by being friendly and listening to what they want. Ask questions to understand their needs, like how many bedrooms they need or if they have pets. Respond with helpful information and make sure they feel comfortable talking to you. The more you connect, the easier it will be to move them forward in the leasing process.
2. What’s the best way to follow up with leads without being overbearing?
Follow up in a friendly, helpful way. You can send an email, give them a quick call, or text them to check-in. Don’t be too pushy, just remind them of what you talked about and let them know you’re here to help. Give them some space, but stay available if they have more questions.
3. How can I use technology to communicate better with prospects?
Use tools like email, text messages, and online chat to respond quickly to questions. You can also offer virtual tours or schedule video calls to show your apartments.
4. How can I handle difficult conversations with residents or prospects?
Stay calm and listen carefully to their concerns. Show you understand how they feel, and offer a solution if appropriate. Being polite and understanding will help keep the relationship strong.
5. How can I make sure residents are happy and stay long-term?
Regularly check in with your residents to see how they’re doing. Be sure to respond quickly to maintenance requests and resident concerns and questions. Keep communication clear and positive, and always ask for feedback so you can improve.
Building Strong Connections to Drive Leases
Good communication is essential for turning apartment leads into leases and keeping residents happy for the long term. Whether you’re using chatbots to engage prospects, following up quickly after tours, or staying in touch through text, these strategies help you connect with people in ways that feel personal and meaningful. By putting these communication tips into action, you’ll not only increase your chances of closing more leases but also build a more engaged, satisfied community.
Need more apartment marketing tips? Feel free to reach out!
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Categorised in: Apartment Marketing, For Property Managers
This post was written by Isabella Housel
Isabella Housel is a passionate and versatile professional writer with a deep love for words and a commitment to crafting compelling content that engages, informs, and inspires. With many years of experience in the industry, she has honed her skills across various genres, from creative storytelling to informative articles and technical documentation.