Following Up After a Rental Appraisal.
The follow-up after a rental appraisal can be just as important as the appointment itself. Learn how to provide a useful summary, answer concerns, maintain contact and guide the landlord towards a decision without becoming pushy.
A landlord may appear ready to proceed during a rental appraisal and then become quiet afterwards. This does not always mean they have chosen another agency.
They may be comparing proposals, speaking with a partner, planning property improvements or waiting for their moving date to become clearer.
Good follow-up helps the landlord make a decision. It should continue the helpful service they experienced during the appraisal, not turn into a series of messages asking whether they have decided.
Agree on the next step before leaving.
The follow-up process should begin during the appointment.
Before leaving, confirm:
What information you will send
Whether the landlord needs to speak with anyone else
What work may be completed before leasing
The likely advertising date
Any questions still requiring an answer
When it would be helpful to speak again
You might say:
I will send the written appraisal and management information tomorrow morning. Would it be helpful if I called you on Thursday afternoon after you have had time to review everything?
This creates a clear next step and avoids an unexpected follow-up call.
Send a personal summary promptly.
Send the written appraisal while the discussion is still fresh. The message should reflect the property and the landlord’s plans rather than reading like a standard sales email.
Include:
A thank you for the appointment
Recommended rental range
Relevant market evidence
Property preparation priorities
Suggested leasing timeline
Answers to outstanding questions
Management service information
Fee schedule
Agreed next step
A follow-up email could say:
Hi Rebecca,
Thank you for meeting with me at the property today. Based on its presentation, the recent comparable results and the current competition, I recommend an initial rental range of $620 to $640 per week.
As discussed, the main priorities before advertising are completing the bathroom repair, arranging a professional clean and improving the front garden presentation. If this work is completed by 12 September, we should be in a good position to begin the campaign the following week.
I have attached the appraisal, proposed leasing plan and our fee schedule. I will call you on Thursday afternoon, but please contact me earlier if any questions arise.
Kind regards,
Olivia
The email should be easy to understand. Do not attach so many documents that the landlord cannot tell what matters.
Follow up for a reason.
Each contact should have a useful purpose.
Reasons to follow up may include:
Answering a question from the appraisal
Providing an updated comparable rental
Checking progress on property preparation
Confirming the expected vacancy date
Explaining the management transfer process
Clarifying a fee
Providing a recommended advertising timeline
Sharing information relevant to the landlord’s situation
Avoid messages that only say:
Just checking in to see whether you have made a decision.
This places all the work back on the landlord and adds no value.
A better approach is:
A similar three-bedroom property nearby was leased this week after strong enquiry. I have added the result to your appraisal because it supports the range we discussed. Are you available tomorrow if you would like to talk through the updated evidence?
Use the landlord’s preferred communication method.
Some landlords prefer a telephone call. Others may find email easier, particularly when they are working, travelling or living interstate.
Ask how they would like to be contacted and record that preference in your CRM.
Keep communication coordinated. The landlord should not receive an email from one person, a telephone call from another and an automated text from the office on the same day.
The person who attended the appraisal should usually remain involved unless a clear handover has been explained.
Use a flexible follow-up schedule.
There is no single timetable that suits every appraisal. The timing should reflect the landlord’s plans.
A practical guide may be:
Within 24 hours
Send the written appraisal, supporting evidence and agreed information.
Two to three days later
Make the agreed follow-up call or send a personal email. Answer questions and clarify any concerns.
One week later
Provide a useful update if the landlord has not decided. This could involve rental evidence, preparation advice or a proposed timeline.
Longer-term follow-up
If the property will not be available for several months, agree on a future contact date. Add the landlord to an appropriate educational email list only where you have permission to do so.
Do not contact a landlord every few days when their decision is months away.
Ask questions that encourage an honest discussion.
If the landlord is uncertain, avoid asking only whether they are ready to sign.
Useful questions include:
Is there any part of the proposal you would like me to explain?
Are you comfortable with the rental range we discussed?
Is anyone else involved in the decision?
Are you comparing any parts of our proposal with another agency?
Has your expected leasing date changed?
Is there anything preventing you from taking the next step?
Listen carefully to the answer. The concern may relate to timing, fees, rent, a partner’s opinion or the effort involved in changing agencies.
Address the real concern rather than repeating the full presentation.
Make it easy to proceed.
When the landlord is ready, explain the appointment process clearly.
Tell them:
Which documents need to be completed
What property information is required
Who will be their main contact
What happens after appointment
How records will be collected if changing agencies
When preparation and advertising can begin
Do not send an unexplained document and ask the landlord to sign it. Offer to talk through the appointment and answer questions.
Know when to pause.
Silence is not permission to contact someone forever.
If several thoughtful attempts receive no response, send a respectful closing message:
Hi Daniel, I understand your plans may have changed, so I will pause my follow-up for now. I have kept the appraisal information on file and would be pleased to update it when the property is closer to becoming available. Please feel free to contact me at any time.
This leaves the relationship in good condition and allows the landlord to return later.
Record every follow-up.
Use the CRM to record:
Date of appraisal
Recommended rental range
Landlord’s timing
Main concerns
Information sent
Calls and emails
Decision-makers
Next follow-up date
Final outcome
Reason the management was won or lost
Reviewing this information can reveal whether appraisals are being followed up consistently and where landlords are becoming uncertain.
Final follow-up checklist.
Before closing an appraisal opportunity, confirm that:
The written appraisal was sent promptly.
The email reflected the actual conversation.
Outstanding questions were answered.
Every follow-up had a useful reason.
Contact preferences were respected.
Concerns were discussed honestly.
The next step was made clear.
Future contact was recorded.
The landlord was not pressured.
Strong follow-up is not about chasing the landlord until they agree. It is about remaining helpful, answering the right questions and making the next step easier when the landlord is ready.