5 Great Leasing Follow Up Email Templates To Copy & Paste

Following up with potential tenants is a crucial part of the leasing process. A well-timed email can be the difference between a signed lease and a vacant property.

But what do you say? That's where having a solid template comes in handy, giving you a starting point to craft clear, effective messages quickly.

Tips for writing Leasing Follow Up Emails

• Personalize your message.
• Go beyond just their name. Reference a specific detail from their tour—the balcony they loved or the kitchen layout they commented on. This small touch makes your email feel less like a template and more like a personal conversation, helping them picture life in their new home.
• Design for scannability.
• Think visually. No one wants a wall of text. Keep your paragraphs short and use lists to break down important details like next steps or key amenities. A clean, scannable email is one that actually gets read.
• Add a touch of urgency.
• If a property is in high demand, it’s fair to let them know. A simple line like, “We’ve had a lot of interest in this unit and are reviewing applications,” creates context and encourages a timely response without feeling like a hard sell.
• Include a clear call-to-action.
• Don't leave them wondering what to do next. End your email with one, unmissable next step. Whether it’s a button to “Apply Now” or a simple prompt to reply with questions, make it effortless for them to move forward.

Types of Leasing Follow Up Email Templates we will cover

1. Initial Inquiry Follow-Up Email Template
2. Application Status Update Email Template
3. Lease Agreement Reminder Email Template
4. Move-In Coordination Email Template
5. Renewal Offer Email Template

5 Leasing Follow Up Email Templates

1) Initial Inquiry Follow-Up Email Template

<template>

Subject: Following up on your inquiry about [Property Name]

Hi [Prospect’s Name],

Thank you for your interest in [Property Name]. I’m following up on the inquiry you sent regarding the [unit number/type].

I’d be happy to answer any questions you have and show you why our residents enjoy living here. The best way to experience the space is with a tour, either in person or virtually.

Are you available for a brief visit this week? You can also book a time that works for you directly on my calendar: [Link to scheduling tool].

Let me know what works best for you.

All the best,

[Your Name]

[Your Position]

[Property Name]

[Your Phone Number]

[Your Email Address]

</template>

2) Application Status Update Email Template

<template>

Subject: Update on your application for [Property Name]

Hi [Prospect’s Name],

Just wanted to confirm that we’ve received your application for the [unit number/type] at [Property Name].

Our team is reviewing it now, and we’ll be in touch with an update within [number] business days. If your application is approved, the next step will be to sign the lease agreement.

Please let us know if you have any questions in the meantime. We’re here to help.

All the best,

[Your Name]

[Your Position]

[Property Name]

[Your Phone Number]

[Your Email Address]

</template>

3) Lease Agreement Reminder Email Template

<template>

Subject: Your Lease for [Property Name] is Ready to Sign

Hi [Prospect’s Name],

Congratulations! Your application for the [unit number/type] at [Property Name] has been approved. The lease agreement is now ready for your review and signature.

To secure your new home, please review and sign the attached lease by [Date]. You can complete the signing process electronically through [Link to e-signature platform].

We’re excited to welcome you to the community. Please let us know if you have any questions before signing.

All the best,

[Your Name]

[Your Position]

[Property Name]

[Your Phone Number]

[Your Email Address]

</template>

4) Move-In Coordination Email Template

<template>

Subject: Welcome! Your Move-In Details for [Property Name]

Hi [Tenant’s Name],

Welcome to [Property Name]! We’re looking forward to having you join our community. This email contains everything you need to know for a smooth move-in on [Move-In Date].

Your move-in is scheduled for [Date] at [Time]. You can pick up your keys at [Location, e.g., the leasing office]. Please remember to bring a photo ID.

Here are a few important details to help you prepare:

• Utilities: [List of utilities included, e.g., Water and trash] are included in your rent. Please ensure you have set up [List of utilities to be set up, e.g., electricity and internet] in your name to begin on your move-in date.
• Move-In Day: If you are using a moving truck, please use the designated loading zone at [Location of loading zone]. If you need to reserve a service elevator, please let us know at least [Number] hours in advance.
• First Payment: A reminder that your [first month's rent/security deposit] of [Amount] is due on or before your move-in date. You can pay online through our resident portal here: [Link to resident portal].

We’re here to help make your move as easy as possible. If you have any questions, don’t hesitate to reach out.

All the best,

[Your Name]

[Your Position]

[Property Name]

[Your Phone Number]

[Your Email Address]

</template>

5) Renewal Offer Email Template

<template>

Subject: Your Lease Renewal Offer for [Property Name]

Hi [Tenant’s Name],

It’s been great having you as a resident at [Property Name]. With your current lease expiring on [Lease End Date], we would like to formally invite you to renew your lease and continue being part of the community.

We are pleased to offer you a [Number]-month lease renewal at a monthly rate of [New Rent Amount].

To accept this offer, simply reply to this email by [Offer Expiration Date], and we will prepare the new lease agreement for your signature. We’ve enjoyed having you here and hope you choose to stay.

If you have any questions, please feel free to reach out.

All the best,

[Your Name]

[Your Position]

[Property Name]

[Your Phone Number]

[Your Email Address]

</template>

What about using Flodesk?

Now that you have these five leasing follow-up email templates, you need a tool to send and manage them. Flodesk provides intuitive email marketing tools for small businesses, helping you grow your email list and communicate with potential tenants. Without needing coding or design skills, you can build, dispatch, and automate emails that keep your audience engaged and support your leasing goals.

Trusted by a large community of businesses, Flodesk is designed for anyone to send professional, high-converting emails in a simple way. With our intuitive email builder, powerful automations, and clean forms, we provide everything you need for effective email marketing—minus the complexity.

Wrapping up

With these templates, you have the foundation for consistent, professional follow-up. The next step is to deliver them with a platform that makes your communications stand out.

Flodesk provides the intuitive tools to design and automate your emails, helping you connect with prospects effortlessly. Sign up to see how our platform can support your leasing goals.