So what is so complicated, you say, to provide information and answer questions from potential tenants leave? After all, as an owner you know your property well. And it's not like it's rocket science or something. Or is it?
As you will see in this case, and the next, to respond effectively to inquiries - in a way that maximizes your ability to get bookings - is a balanced blend of technology, behavioral science, intuition, good communication and experience.
How the computer's auto-Reply Capability can be an ally
You are not always in front of the computer, when studies arrive. And respond to all these studies can be quite time consuming. But you've learned to not react in time, is not an option - it can mean losing bookings. On the positive side, says a quick reversal potential guest, you are just as responsive in connection with any problem that may arise during their stay. So what's the solution?
You've probably noticed those automatic computer messages that business people generate to confirm receipt of e-mail when they are away from the office for a longer period. You can also put this tool to good use in your hire. Setting up an auto-reply message can help you manage your first contact with your renters. The technical approach is fairly straight-forward but if you can not figure it out, ask a technician or a friend for help.
Start by deciding what level of information you want to give this first correspondence - which will be your chance to make a positive impression. Tenants will have already shown your property listing, which means your auto-reply message should contain a number of additional useful information. However, it is important to avoid overkill at the moment - it is often better not to tell anyone until you have a better idea about your tenant needs, desires and personality. So save the detailed explanations and answers to his questions to your next message. With experience, you will get a feel for how much information and accurate information to include in this first communication, and how to work up from there. You might include some of your own questions to help you screen tenants.
Some owners have simplified their lives and that their tenants by creating a website that provides standard, quality, information to tenants. Your first communication with your potential tenant might simply be a reference to your webpage. If this is your attitude, so make sure you still sound warm and personal in your e-mail message, and not remote or mechanical.
While you are thinking about what to include in your first message, why not set up today a warm, but professional auto-reply message:
We are so happy that our property caught your attention! We very much look forward to telling you more about it, and our exciting region and answer all your questions. We promise to get back to you within 24 hours. Tell us how you learned about our property, and if this is your first trip to our area.
Remember to include your name, contact information and the name and reference ID of your property to third party websites, so that the tenant who has been exploring several properties can remember yours. If you have a website, add your link and a link back to your property listings on these other sites. Make sure you know how to activate (link) these links in your email (see the Insert menu). Repeat dates to avoid confusion later.
Fast and Dirty Response
When you are ready to sit down and answer these queries, only look through them all to identify those who may or must be processed as quickly as possible - there are at least four types in this urgent category.
* Last-minute bookings: If a tenant has decided to organize a last-minute vacation, there's no time to lose - you need to prioritize its request.
* Dates and prices: Many renters start their search by sending messages out to more potentially interesting property listings. All they are interested in at this time availability and prices, so you should not waste their time or your giving a lot of information, they do not want at this time. Two exceptions: If you are booked out at the desired time, please give alternative dates - it can turn things around. And do not miss an opportunity to invest in future: Add a "hook" - some tidbit of information that can work to keep you high on the tenant's priority list if not for this holiday so soon.
* Poor match: With experience, you will be able to identify potential tenants that are not suitable for your property. These situations will be easier to manage if you've already taken the time to determine exactly who your target customers are and what kind of tenant you want to avoid.Matching the investigation against this list - and against your rules and regulations - should give you the screen. Remember to send these people a thoughtful e-mail thanking them for their interest and tell them why your property is not right for them.
* Cheating: Keep an eye on suspicious e-mails - among the telltale signs offering to pay by bank transfer or other unusual means of payment, confusing and conflicting information or grammatical errors. A quick call to the supposed renter or a reverse phone search will help to confirm your intuition. If you are fairly sure that the survey is a scam, delete the e-mail and warn the sites where you list your property.
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