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Landlord Onboarding Automated Email Sequence With Resources

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This is a ready to load onboarding sequence for new landlords. It is simple, clear and built for busy property teams. Each email has a goal, timing, subject line, key points, call to action and suggested resources. You can run it in any CRM or email tool. Use merge fields for names and property details so each message feels personal.

Outcomes You Can Promise

  • Smooth handover from signing to first rent paid

  • Clear tasks and timelines for everyone

  • Fewer questions and fewer delays

  • Strong trust within the first thirty days

  • Complete compliance file ready for audits

Build Once Checklist

Set these items up before you turn on the sequence.

  • Branded email template with logo, colours and footer

  • Merge fields for first name, last name, property address, mobile and email

  • File store with your standard forms and guides

  • Online forms for data capture

  • Owner portal login instructions and reset link

  • Appointment booking link for calls and meetings

  • SMS backup lines for time critical steps

  • Tag rules in your CRM for each stage

The Sequence At A Glance

  • Day 0. Welcome and next steps

  • Day 1. Management agreement and key contacts

  • Day 2. Property profile form and maintenance rules

  • Day 3. Marketing and pricing plan

  • Day 5. Safety and compliance checklist

  • Day 7. Photography and listing draft to approve

  • Day 10. Enquiry and open home plan

  • Day 14. Application checks and timeframes

  • Day 18. Approval pack and lease signing

  • Day 21. Move in plan and key handover

  • Day 28. Routine inspections and maintenance flow

  • Day 35. First statement and tax time guide

Use the same order if the home is already tenanted. Swap the marketing steps for change of management steps and send the tenant welcome letter after Day 1.

Email 1. Welcome And Next Steps

  • Timing. Send as soon as the management agreement is signed

  • Subject. Welcome to our property management service

  • Goal. Set expectations and give one clear next step

  • Body points

    • Thank you for choosing us

    • Here is what happens this week

    • Meet your manager with photo and direct line

    • One action today. Complete your owner profile

  • Call to action. Complete your owner profile form

  • Resources

    • Owner portal guide

    • Booking link for a ten minute welcome call

    • Owner profile form

Email 2. Management Agreement And Key Contacts

  • Timing. Day 1

  • Subject. Your signed agreement and how to reach us

  • Goal. Reduce questions about who does what

  • Body points

    • Copy of signed agreement for your records

    • Office hours and emergency line

    • How we handle emails and response times

    • Where statements are stored

  • Call to action. Save this email for easy reference

  • Resources

    • Signed agreement

    • Contact card to add to phone

    • Fees and services summary

Email 3. Property Profile And Maintenance Preferences

  • Timing. Day 2

  • Subject. Tell us about your property in three minutes

  • Goal. Capture data once so the team does not chase later

  • Body points

    • Short form to collect bank details, insurance, warranties, meters and bin days

    • Choose your maintenance rules and dollar limits

    • How urgent repairs are handled

  • Call to action. Complete the property profile

  • Resources

    • Property profile form

    • Maintenance guide for owners

Email 4. Marketing And Pricing Plan

  • Timing. Day 3 for vacant homes

  • Subject. Your pricing view and marketing timeline

  • Goal. Agree on price and plan fast

  • Body points

    • Three rent scenarios with pros and cons

    • Local demand snapshot and recent results

    • Timeline for copywriting, photos and listing live

  • Call to action. Reply with your chosen rent and available date

  • Resources

    • Rental appraisal one pager

    • Marketing checklist

    • Photography prep checklist for owners and tenants

Email 5. Safety And Compliance Checklist

  • Timing. Day 5

  • Subject. Safety and compliance checklist for your property

  • Goal. Get approvals and bookings in place

  • Body points

    • Smoke alarm service program

    • Water efficiency and meter notes if relevant

    • Pool safety and fences if relevant

    • Electrical safety switch confirmation

    • Landlord insurance confirmation

  • Call to action. Approve the compliance service order

  • Resources

    • Compliance service agreement

    • Example entry condition report

    • Insurance cover checklist

Email 6. Photography And Listing Draft

  • Timing. Day 7

  • Subject. Listing draft for your review

  • Goal. Fast approval so the ad can go live

  • Body points

    • Draft copy and photo set ready

    • Simple review checklist

    • How to request small edits

  • Call to action. Approve or request edits today

  • Resources

    • Listing draft link

    • Edit request form

    • Example high performing listing copy

Email 7. Enquiry And Open Home Plan

  • Timing. Day 10

  • Subject. Enquiry update and open home plan

  • Goal. Show momentum and keep the owner calm

  • Body points

    • Number of enquiries to date

    • Planned viewing times

    • How we screen and follow up

    • What will trigger a price review

  • Call to action. Confirm your preferred viewing windows

  • Resources

    • Weekly vendor style report template

    • Price review guidelines

Email 8. Application Checks And Timeframes

  • Timing. Day 14 or when first strong application arrives

  • Subject. How we check applications and timeline to decide

  • Goal. Align on selection rules before pressure hits

  • Body points

    • Checks we run. ID, income, rental history, references

    • Typical time to collect all responses

    • How we present the short list to you

  • Call to action. Reply with any non negotiables

  • Resources

    • Example application summary sheet

    • Pet request policy

    • Fair selection guide

Email 9. Approval Pack And Lease Signing

  • Timing. Day 18 or on approval

  • Subject. Your approval pack and key dates

  • Goal. Confirm the deal and set milestones

  • Body points

    • Rent, bond and start date

    • Lease term and special terms

    • Entry condition report timing

    • Utilities and keys process

  • Call to action. Reply Confirm to approve

  • Resources

    • Approval summary

    • Lease signing timeline

    • Bond lodgement guide

Email 10. Move In Plan And First Week

  • Timing. Day 21

  • Subject. Move in week plan and what we handle

  • Goal. Reduce calls on move in day

  • Body points

    • When funds clear and keys are released

    • Welcome notes we send to the tenant

    • What to expect from the entry condition report

    • When the first statement is issued

  • Call to action. Tell us any special instructions for keys or access

  • Resources

    • Tenant welcome letter copy

    • Keys and access log template

    • Entry report overview

Email 11. Routine Inspections And Maintenance Flow

  • Timing. Day 28

  • Subject. Routine inspections and maintenance. How it works

  • Goal. Set clear rules for the year ahead

  • Body points

    • How often we inspect and what we look for

    • Photo and note examples

    • Quote process and approval rules

    • How we handle urgent repairs outside hours

  • Call to action. Confirm your approval limit and preferred trades if any

  • Resources

    • Inspection calendar

    • Maintenance flowchart

    • Owner guide to fair wear and tear

Email 12. First Statement And Tax Time Guide

  • Timing. Day 35

  • Subject. Your first statement and tax time made simple

  • Goal. Show value and keep records clean

  • Body points

    • Where to find statements and invoices in the portal

    • How to read the statement line by line

    • Year end pack and dates

    • Depreciation schedule option for houses and units

  • Call to action. Confirm your preferred statement delivery method

  • Resources

    • Sample statement with notes

    • Year end checklist

    • Depreciation schedule info sheet

Optional Path For Change Of Management

If the home already has a tenant, swap Emails 4 to 7 with these items.

  • Change of management notice sequence

  • New trust details and payment method for the tenant

  • Smoke alarm and compliance check booking

  • Keys and file collection from the outgoing manager

  • Rent ledger and inspection history request

Automation Logic And Triggers

  • Start trigger. Management agreement is signed

  • Branching

    • If vacant set Marketing path to Active

    • If tenant in place set Change of management path to Active

  • Exit trigger. First successful statement issued

  • Re entry rules. Off for the same owner for ninety days to avoid duplicates

Resource Pack List

Create a shared folder and keep each file current.

  • Owner portal quick start guide

  • Owner profile form

  • Maintenance guide and approval rules

  • Rental appraisal one pager

  • Marketing checklist and photography prep checklist

  • Compliance service agreement and safety checklist

  • Listing draft example and edit request form

  • Application summary template

  • Approval summary and lease timeline

  • Bond lodgement guide

  • Tenant welcome letter copy

  • Keys and access log

  • Inspection calendar and maintenance flowchart

  • Sample statement with notes

  • Year end checklist

  • Depreciation schedule info sheet

SMS Backup Lines

Use short texts if an email is not opened within twenty four hours.

  • Hi FirstName just sent your welcome pack. Do you have three minutes to complete the owner profile

  • Quick one. Can we lock your rent at DollarAmount per week from Date

  • Your listing draft is ready. Reply Approve and I will publish today

  • Approval is ready. Reply Confirm to proceed with TenantName from Date

Quality And Compliance Checks

  • Every email must show your licence details in the footer

  • Use simple subject lines that state the value

  • Keep one clear call to action per email

  • Attach only what is needed for that step

  • Store all replies and files in the property record

  • Run a monthly audit. Pick five new files and check for every resource on this list

Metrics To Track

  • Form completion rate for the owner profile

  • Time from agreement to listing live for vacant homes

  • Time from listing live to approved application

  • First statement issued by Day 35

  • Email open rate and click rate for each step

  • Owner satisfaction score after move in

How To Load This In Your CRM

  1. Create the twelve email templates with merge fields

  2. Upload every resource and copy the share links

  3. Build two paths. Vacant and change of management

  4. Add the triggers listed above

  5. Add the SMS fallbacks after twenty four hours with no open

  6. Test the full run on an internal record

  7. Turn on and review results weekly for the first month

Ready To Use Copy Blocks

Use these short bodies as a base. Keep the tone warm and clear.

  • Welcome
    Thank you for choosing us. Here is what happens this week. Meet YourManagerName who will care for you and your property. Please complete your owner profile now. It takes three minutes and saves many emails later

  • Property profile
    We need a few details to set up payments, insurance and maintenance rules. Please complete the short form today. This helps us act fast when you need us

  • Compliance
    Safety first. We arrange smoke alarm service, water efficiency if relevant, and checks for switches and pools where needed. Please approve the service order so we can book it in

  • Listing draft
    Your copy and photos are ready. Please approve or request edits today so we can go live and meet the market while enquiry is strong

  • Approval
    We recommend TenantName at RentAmount per week from StartDate. Bond is BondAmount. Lease term is TermLength. Reply Confirm to approve and we will send the lease to sign

  • First statement
    Your first statement is now ready in the portal. Inside is a simple guide on how to read it. Tell us if you would like statements by email as well

Get Started:

  • Keep sentences short and plain

  • Give one job at a time

  • Show progress often to build trust

  • Save owners time with smart forms and clear guides

  • Review the sequence every quarter and refresh subject lines

This sequence will help your team deliver a calm and professional start for every new landlord. It shows care, removes guesswork and keeps your file clean from day one.

Author Ken Hobson

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