In a competitive housing market, submitting a rental application is only the first step toward securing a desirable property. A professional and timely follow-up can significantly enhance an applicant’s standing by demonstrating respect, organization, and genuine interest to the property manager or landlord. This proactive approach shows a commitment that can distinguish an applicant from others. Understanding the proper etiquette for this communication is paramount to moving from applicant to approved tenant.
Optimal Timing for Your Follow-Up
Determining the appropriate moment to reach out after submitting an application is a delicate balance. Following up too quickly can be perceived as impatient, while waiting too long might result in the property being leased to someone else. Most property managers require a reasonable period to process background checks, verify employment, and contact references. A standard waiting period for an initial check falls between 48 to 72 hours following the submission of all required documents.
If the application portal or manager specified a longer review time, such as five business days, wait until that period has nearly elapsed before initiating contact. Adhering to these rules helps maintain a professional rapport.
Choosing the Right Communication Channel
The method used for your follow-up should generally mirror the channel established by the property manager or landlord. If the application process was conducted primarily through an online portal or via email correspondence, that electronic method is usually the most effective default. Email creates a verifiable written record of all communication.
Using a phone call is appropriate only if the manager initially corresponded via telephone or if a specific number was provided for application inquiries. Unsolicited calls can be disruptive to the manager’s workflow. When in doubt, defer to the least intrusive and most professional method, which is typically a concise email reply to the initial application confirmation.
Essential Elements of a Professional Follow-Up
Every communication with the landlord or property manager should be brief, polite, and highly focused on the specific property. Begin the message by thanking them for their time and effort in navigating the application process. Immediately reference the exact address or unit number for which you applied to ensure there is no confusion, especially if the manager handles multiple listings simultaneously.
The body of the message should succinctly reiterate your strong interest in the specific unit and confirm that all required documentation, including proof of income and reference contact information, was successfully submitted. Conclude by proactively offering to provide any additional information or clarification they may require to complete their review promptly. Maintaining a concise message respects the manager’s busy schedule.
Specific Scripts for Different Scenarios
Initial Follow-Up After Application Submission
Following up approximately 48 hours after submitting the complete application should focus on confirmation and eagerness, while remaining deferential to the manager’s timeline. The core message should confirm that the application package was received and gently express your anticipation for their decision.
Briefly state your continued interest in the unit, perhaps noting, “I am available to sign the lease agreement immediately upon approval.” This phrasing conveys a ready-to-move status without pressuring the manager for an immediate answer. It solidifies your position as a serious and prepared candidate.
Following Up After a Viewing or Interview
When you have had the opportunity to meet the manager or view the unit, the follow-up should incorporate a specific, positive detail from that interaction to show genuine engagement. Reference a unique feature of the apartment or a point of discussion to personalize the communication.
This personalized detail demonstrates that you were attentive during the viewing and are committed to the specific space. You can then transition to confirming your continued interest and readiness to move forward. The goal is to establish a personal connection that reinforces the positive impression made during the in-person meeting.
Addressing a Significant Delay
If the designated review period, such as five to seven business days, has passed without any communication, a follow-up is warranted, but it must be framed as a status check, not a demand. Approach the communication with patience and understanding for potential administrative backlogs. A suitable opening would be, “I am following up on my application for [Address], which was submitted on [Date], as the expected review period has elapsed.”
The remainder of the message should offer support rather than express frustration. Offer to resend any documents that may have been lost in transmission or provide updated contact information for your references. This polite inquiry keeps your application active without challenging the manager’s timeline.
What to Avoid When Contacting the Landlord
Certain behaviors can immediately sour a professional relationship and damage your application’s prospects.
- Avoid sending multiple emails or making repeated phone calls within a short timeframe, as this displays impatience and can overwhelm the leasing staff.
- Do not express frustration, demand an immediate answer, or use aggressive language regarding the timeline.
- Do not attempt to improperly leverage the situation by offering additional, unsolicited money, such as an extra month’s rent, outside of the standard security deposit or application fee structure.
These actions signal potential difficulty as a tenant and may lead to the rejection of your file.