Back to: Finding Your Place: Overcoming Barriers in Rental Housing
This section covers a range of communication styles and emphasizes the importance of professionalism and clarity. Practical exercises and role-play scenarios enhance the learners’ ability to adapt their communication approach effectively. When contacting a landlord, it’s important to be professional and mindful of how you come across, this is your first chance to make a positive impression and how you are perceived will impact if you even hear back from a landlord, even if that seems unfair that is the reality. Think of your own life, when someone contacts you in an abrupt, unprofessional, rude or vague manner, it is going to impact your response and if you respond at all.
Use a professional email address and be aware of Social Media presence (consider making private etc,) though funny voicemail recordings and e-mail addresses may be fine for friends and family, we want to be careful about what a stranger and potential landlord may think about them. This may mean changing a voicemail message during your search or creating a second e-mail address that is more appropriate for use in business interactions. The same is true for what you have on Social media, make sure that what the landlord might see matches with what you want them to see. You should be treating these interactions like a job interview.
- Voice calls: When making a voice call to a potential landlord or property manager, be sure to introduce yourself professionally and clearly state your purpose for calling. Practice speaking clearly and confidently, and be prepared to provide a brief overview of your rental history and background challenges. Be respectful of the other person’s time and availability, and end the call by thanking them for their time and consideration.
- Leaving a message: If you need to leave a message for a potential landlord or property manager, be sure to speak clearly and slowly, and provide your name and contact information at the beginning and end of the message. Briefly state your purpose for calling and ask them to call you back at their earliest convenience. Avoid leaving long or detailed messages, as this can be overwhelming or off-putting for the other person.
- Emails/Social Media Messages: When sending an email or messaging on social media to a potential landlord or property manager, be sure to use a professional email address and to check your grammar and spelling carefully. Begin the email with a clear and concise introduction, and state your purpose for contacting them. Provide a brief overview of your rental history, and ask if they have any available rental properties that may be suitable for you. End the email by thanking them for their time and consideration, and provide your contact information for follow-up.
- Texts: When sending a text message to a potential landlord or property manager, keep the message brief and to the point. Introduce yourself and state your purpose for texting, and ask if they have any available rental properties that may be suitable for you. Avoid using slang or informal language, and be sure to proofread your message before sending it.
Depending on your personality and situation you may desire more or less formal interactions. Below are some examples of contacting a potential landlord:
- Voice calls:
- Formal: “Hello, my name is John Smith and I am calling to inquire about the rental property you have advertised on [website/newspaper/etc.]. I am interested in scheduling a viewing and learning more about the application process.”
- Normal: “Hello, this is John. I saw your rental ad and I’m interested in checking it out. Can you provide me with more information and details about the rental process?”
- Informal: “Hey, it’s Jane. I saw your rental property and I’m interested in it. Could you tell me more about it and how to apply?”
- Leaving a message:
- Formal: “Good afternoon, my name is Susan and I am calling to inquire about the rental property you have advertised. Please give me a call back at your earliest convenience at [phone number]. Thank you.”
- Normal: “Hi, this is Tom. I saw your rental ad and I’m interested. Can you please give me a call back at [phone number] when you get a chance? Thank you!”
- Informal: “Hey, it’s Dave. I’m calling about your rental place. Can you please give me a call back at [phone number] when you’re free? Thanks!”
- Emails:
- Formal: “Dear [Landlord/Property Manager], I hope this email finds you well. I am writing to express my interest in the rental property you have advertised on [website/newspaper/etc.]. I have a stable income and good references, but I have some credit issues that I wanted to discuss with you further. I would appreciate the opportunity to view the property and discuss my application. Thank you for your time and consideration. Sincerely, [Your Name]”
- Normal: “Hello, I saw your rental ad and I’m interested in checking it out. I have good references and a steady income, but my credit score isn’t perfect. Can we chat about it and maybe set up a viewing? Thank you! [Your Name]”
- Texts Messages:
- Formal: “Hello, my name is Sarah and I saw your rental property ad. I’m interested in scheduling a viewing if possible. Could you let me know your availability this week? Thank you.”
- Normal: “Hi, it’s Dave. I saw your rental ad and I’m wondering if I can check it out. When would be a good time for a viewing?”
- Informal: “Hey, it’s Jane. I saw your rental ad and I’m interested in it. When can I come check it out? Thanks!”
When contacting a landlord, it’s important to be professional and mindful of how you come across. Here are some things that you should avoid saying or disclosing:
- Don’t disclose personal or medical information that isn’t relevant to the rental application process. It’s important to respect your privacy and avoid sharing information that may be used against you.
- Don’t discuss personal problems or issues that may raise concerns for the landlord. This includes disclosing that you are going through a divorce, experiencing mental health issues, or other sensitive topics.
- Avoid using slang, abbreviations, or informal language in your communication with the landlord. This can make you come across as unprofessional and may turn off potential landlords.
- Don’t badmouth your current or previous landlords. This can give the impression that you’re difficult to work with and may make landlords hesitant to rent to you.
- Don’t lie or misrepresent your situation. Honesty is always the best policy, and lying or misrepresenting your situation can come back to haunt you later on.
- Avoid making promises or commitments that you cannot keep. For example, don’t promise to pay a deposit if you don’t have the funds to do so.
It’s important to strike a balance between being persistent and being too pushy or aggressive.