How to Conduct a Rental Tour: Step-by-Step (Checklist Included)

Property management companies should see rental tours as a chance to turn empty spaces into homes for possible residents. A good rental tour is more than just walking through rooms. It’s about creating an experience that connects with potential tenants and showcases the unique way of life the property offers. 

Property managers can change a normal viewing into a story that helps residents picture their future home. They do this by getting ready, looking professional, and focusing on personal talks. It’s also wise to have answers ready for questions tenants might ask. We’ll include a list of questions in the rental tour checklist, which you can download.

Pro tip: Screen potential tenants before you show them around. This means checking their ID, ensuring they earn enough to pay rent, and confirming they’re ready to move. Screening them will also speed up the application process if they like what they see.

Step 1: Check the Outside First

Start your property tour on the outside since first impressions matter a lot. Make sure the place looks good from the street. This might mean cutting the grass, cleaning up trash, or removing weeds.

A spotless and inviting exterior improves curb appeal and creates a good first impression throughout the tour. Adding containers with vibrant flowers or plants will give the property a more “lived-in” feel.

Think about the tour’s progression: Map out a sensible path that guides potential renters through important areas, ensuring they see the full worth of the property right from the start. If they’d come in through the front door, bring them that way. If the garage is their usual entry point, start there. This shows them what they’ll see when they come home. Make that room or entry point welcoming.

Step 2: Tour the Place Yourself and Get Ready

Property managers should walk through the rental unit before meeting potential tenants. This self-tour ensures that all areas are clean and tidy and checks that any maintenance issues have been fixed.

Before the showing, check that all light switches work, that doors are unlocked, and that shared amenities are easy to access. If the tour is set for early morning or late afternoon, change the window treatments to improve the lighting and create a cozy and inviting feel.

Pro tip: Don’t show a property if you have work planned but not finished. It’s better to reschedule after the job is done so you can present the place at its best. Showing an apartment that’s not ready is like setting a restaurant table with dirty dishes. Stains on the carpet or wall marks will stick in a potential renter’s mind as bad memories.

If time is tight, consider giving a virtual tour. This lets people see the rental whenever they want after you finish the work. Virtual tours also help out-of-state renters check out the property. Showami can set up a showing with a showing agent if you can’t do the rental tour yourself. These on-demand showing agents can even run an open house for you, letting multiple possible tenants see the property at once.

Step 3: Think About Making Your Rental Tour Better

Property managers can use technology to make rental tours fun and quick for potential tenants.

Here are some ways to add tech to rental tours:

  1. Virtual Reality (VR) Tours

VR technology impacts how potential tenants view properties. It lets them take full, 360-degree tours of homes without leaving their couches. This tech gives renters a real feel for space and layout, helping them picture their life in the home before they visit in person.

  1. Smart Home Features

Adding smart home tech to rental properties improves tours. Potential tenants can try out smart locks, lights, and thermostats, showcasing new ways of living and allowing future renters to see how these tools can make their daily lives easier.

  1. Online Booking and Scheduling

Online booking systems make it easier for people to schedule rental tours when it suits them. These systems can send automatic reminders by email or text, which reduces no-shows and helps both parties prepare for the visit.

  1. Digital Documentation

During the tour, giving digital access to documents like lease agreements, property rules, and maintenance guidelines can boost transparency and help answer potential renters’ questions immediately.

  1. Feedback and Analytics Tools

Using tech to collect feedback from possible tenants after their tours can offer valuable insights into which parts of the property appeal most to visitors. Analytics tools can monitor engagement levels during virtual tours, helping property managers improve their presentations and marketing plans.

  1. Enhanced Communication Tools

Adding chatbots or messaging apps enables instant contact between property managers and potential renters during tours. This ensures they can answer questions or deal with issues immediately, making the whole experience better.

Now that your tech is ready, it’s time to start the pre-tour.

Step 4: Important Pre-Tour Preparation

Preparing for the pre-tour is crucial to a good showing. Property managers should double-check the exact time and place of the tour with potential tenants. It’s helpful to send reminder messages 24-48 hours before.

This open communication shows professionalism and helps prevent misunderstandings. Property managers can check how well they respond when first talking with tenants. They can also see if the tenants would be a good fit for the property by asking when they plan to move and if they need anything special.

Step 5: Property Research

To do a good job, you must study the property and the area around it. Property managers should gather facts about nearby shops, restaurants, parks, schools, libraries, emergency services, hospitals, and how easy it is to get around.

Putting these features in the spotlight can make the property more appealing. Telling tenants about recent fixes or improvements in the property helps managers show off upgrades and share plans that could help tenants with their decisions. Add details about safety measures, like cameras, door entry systems, fire safety gear, etc. Tenants often worry about safety.

Step 6: Getting Documents Ready

It’s key to prepare full documents that give potential tenants all the information they need when they visit. You could use the technology we discussed earlier or create a PDF to share online or on paper.

This document includes the floor plan showing room sizes and layouts, estimates for utility costs, summaries of lease terms, rent prices, security deposit needs, rules about pets, and moving costs.

Having this info close by helps answer questions and makes the property manager look open and professional.

Step 7: During the Tour

First Impressions Matter

First impressions count when showing a rental. Property managers should dress nicely and say hello with a smile and handshake. Introducing yourself helps build a connection and creates a friendly atmosphere for the visit.

Pro tip: Don’t give out keys to the property before signing the lease or giving the rental tour. The person might not give back the keys, and someone could steal furniture and decor, or the visitor might get hurt. Another big worry is that if the apartment is left open, people could break in or damage it.

Tour Approach

When you begin outside, walk around the property while you tell potential renters about any upgrades or extras tenants can enjoy. Answer potential renters’ questions fully; if you don’t know something, let them know you’ll find out more later. As you go inside, keep the entrance welcoming to create a good first impression.

Chat about how they might use the property if they rent it.

Showcasing Main Attractions

When you show possible renters around the place, highlight the main features that match what they told you they wanted or needed earlier. Show them where they can store things and any common areas they can use. It’s essential to be open and ready to talk about what’s good and not so good about the property. This way of doing things builds trust between property managers and people who might rent and helps them make wise choices.

Step 8: Ask for the Lease

Asking if they want to complete their application isn’t rude. A self-assured manager will know if the property is a good fit for the potential renter and will keep their interests in mind. Tell the renter how long it usually takes to process an application and when they’ll hear back about approval. Go over the security deposit, rent amount, and payment rules again. If you have a website where the renter can apply, ensure it works before the tour so they can use it afterward.

At times, the rental tour doesn’t go as planned, and potential renters may have objections to the property, its location, or the rent. Property managers and leasing agents need to become skilled at handling objections during a rental tour, as they can significantly impact a potential renter’s decision.

Pay Close Attention

When a potential renter raises an issue, it’s crucial to listen without interrupting. Showing interest in what is bothering them helps create a connection and shows you care about their thoughts. Use your body to show you’re listening, such as nodding and keeping eye contact.

Show You Get It

Let them know you hear their concern by backing up how they feel. If they don’t like something about the place, you might say, “I see why you’d think that.” This shows you understand and can help calm things down.

Dig Deeper with Questions

Use open-ended questions to ask potential renters to share more about their worries. This will help you get to the root of their objections and craft your answers to better suit their needs. For instance, if they say a room feels cramped, ask them what they’re looking for in terms of space. Maybe it’s not the room but the furniture they want to move into. 

Address Concerns with Perks

After you understand their objection, respond with relevant advantages. For example, if a renter thinks the kitchen is too small, point out its thoughtful layout and plenty of storage space. Stress how these features can still meet their needs while creating a comfy feel.

Show Proof

When people raise issues about costs or property features, back your statements with numbers, it is helpful to have market comparisons ready and a list of recent improvements that explain the rent price. You can also showcase unique aspects of the property that make it stand out from others.

Suggest Fixes

You can be supportive by suggesting ways they can make the property their own. For example, if someone doesn’t like the floors, propose ways to decorate with rugs or tell them about nearby shops where they can buy fitting decor.

Keep Upbeat and Don’t Give Up

Stay positive throughout the tour, even when faced with many objections. Showing toughness and readiness to address worries can boost potential renters’ opinions of you and the property.

Step 9: Rental Tour Check-In

The tour doesn’t stop when potential renters leave; getting in touch afterward is key to turning interest into signed leases. Tell the renters you’ll reach out to answer questions and talk about what comes next when applying.

A personal thank-you email or handwritten note builds on the good feelings created during the tour. Asking what they think shows you still care about their perspective and allows you to clarify any questions they might still have.

Conclusion

Good rental tours are key for property management firms to attract and sign potential tenants. By turning these tours into captivating experiences, property managers can leave lasting impressions that stick with visitors and help them picture their future in the space. Careful prep work, from ensuring the property looks clean and welcoming to providing information about local attractions, builds a solid base for a great showing.

During the tour, acting professionally and connecting on a personal level builds trust and rapport, helping potential tenants feel valued and heard. Following up strengthens the tenants’ interest and gives you a chance to clarify any remaining questions or worries.

Ultimately, a well-done rental tour showcases a property’s physical features and gives a sense of its lifestyle and neighborhood. By taking this all-encompassing approach, property managers can improve their odds of turning tours into leases, which leads to happy tenants, possible referrals, and long-term success for the property.

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