Copy the owner email sequence or print the tenant move-in guide. Add your details and every page updates.
Fill these in once and every email updates. Text in [brackets] is a placeholder for you to replace.
Email 1 of 5 · Day 0 — right after signing
Welcome aboard: here's what we need from you today
Hi [Owner First Name],
Welcome to [Company]. We're glad to be managing your property, and we'll keep every step simple and transparent.
To get started today, please:
1. Complete the owner onboarding questionnaire in your portal (about 10 minutes).
2. Send your signed W-9.
3. Share your landlord insurance details and, if the property is rented, copies of the current leases.
Once we have these, we can begin collecting rent and handling repairs right away. Questions? Reply here or call [Contact Name] at [Phone].
Warm regards,
[Contact Name]
[Company]
Email 2 of 5 · Day 2
How we handle repairs and approvals
Hi [Owner First Name],
Here's how maintenance works so there are no surprises.
- Residents send requests through their portal, and we triage each one as emergency or routine.
- Repairs up to [Amount] are approved by us so small problems get fixed fast.
- Anything above [Amount] comes to you first with a quote, and we won't proceed until you approve.
- True emergencies (flooding, no heat in winter, fire or safety hazards) are handled immediately, and we tell you right away.
You can see every request and its status in your portal. Want a different limit? Just reply and we'll update it.
[Contact Name]
[Company]
Email 3 of 5 · Day 5
Rent collection and when you get paid
Hi [Owner First Name],
A quick look at the money flow:
- Rent is collected from residents through the portal by the due date in each lease.
- Payments clear, then we deduct our fee and any approved expenses.
- Your payout is sent on [Payout Day] of each cycle, by the method you chose during onboarding.
- If a resident pays late, we follow the lease terms and keep you updated.
If you'd like to change your payout method or day, tell us before the cycle closes.
[Contact Name]
[Company]
Email 4 of 5 · Day 8
Your monthly owner statement: what to expect
Hi [Owner First Name],
Each month you'll receive an owner statement that shows rent collected, expenses, our management fee and your net payout, with receipts for repairs.
- It arrives in your portal and by email shortly after the month closes.
- If anything looks off, reply to the email and we'll walk through it with you.
- Year-end tax documents are prepared after the close of the year.
You can ask for a statement for any past month at any time.
[Contact Name]
[Company]
Email 5 of 5 · Day 10
Meet your dedicated point of contact
Hi [Owner First Name],
You have one person to call for anything: [Contact Name].
- Phone: [Phone]
- Email: [Email]
- Urgent after-hours issues: call the same number and follow the prompts.
We reply to every message promptly. Thank you for trusting [Company] with your property, and please tell us how we're doing.
[Contact Name]
[Company]
