Leasing Inquiries For Treaty Oak Property Management
We get a large number of renters & agents that inquire about our properties. These are renters looking for information on properties via call-ins, via listing websites such as Zillow, Realtor.com, etc. and agents contacting us directly for information. We'll need to respond to inquiries twice daily. Set aside time at 10 a.m. and 4 p.m. Central Standard Time to reply to all inquiries.
The property inquiries come in the following ways:
- Renters message us on Zillow.com, Realtor.com, & through other websites. We receive these messages by email and respond to them by email.
- Renters call us and leave a voicemail about properties. We receive these voicemails via email. We have to respond by text message.
- Agents call us and ask questions about properties. We have to text message these agents in response.
- Agents email us to ask questions about properties. We email these agents in response.
Please always CC Stephanie (stephanie@treatyoakproperties.com) on any emails you send.
Email inquiries received from the website
- Adrienne responds to the new owners/potential owners/current clients.
- Jack will respond to the current tenants, future tenants or leasing agents.
Please note: On all of our wikis, any field that is in {{BRACKETS}} means that you need to input information and delete the brackets. For example, if a renter named Jim Davis reaches out about 700 Shade Tree, take this message:
- Hello {{RENTER FIRST NAME}}! Thank you for reaching out on {{PROPERTY ADDRESS}}!
And update to:
- Hello Jim! Thank you for reaching out on 700 Shade Tree!
Renter Inquiries
RENTER Phone Call-Ins:
If a RENTER calls in via Grasshopper requesting information on a property or a showing, send them this text:
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Hello! Thank you for inquiring about ! The Leasing Agent below can provide you with more information and assist in showing you the property.
You're more than welcome to work with any other realtor as they will be able to show you our available properties. Please let us know if there's any other way we can help.
A link to view our qualifying criteria: https://treatyoakproperties.com/application-approval-process/
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Hello! Thank you for inquiring about ! The Leasing Agent below can provide you with more information and assist in showing you the property.
You're more than welcome to work with any other realtor as they will be able to show you our available properties. Please let us know if there's any other way we can help.
A link to view our qualifying criteria: https://treatyoakproperties.com/application-approval-process/
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If a RENTER emails requesting information on a property or a showing, send them this email:
Email Template 1:
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Hello,
Thank you for reaching out! To learn more about the property and schedule a viewing, feel free to contact our dedicated leasing agent.
Kelli Lopez kellilopez@jbgoodwin.com or (P) 512-917-4588.
While Kelli is available to assist you, you're also welcome to collaborate with any other realtor of your choice to explore our available properties. Should you require further assistance or have any questions, please don't hesitate to let us know. We're here to help in any way we can.
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Email Template 2:
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Hello,
Thank you for your interest in our property! We're excited to assist you further. For inquiries and to schedule a viewing, please reach out to our leasing agent.
Brittani Estrada: brittaniestrada@realtyaustin.com or (P) 575-602-9690
If you prefer to work with a different realtor, you're more than welcome to do so. Our aim is to ensure you find the perfect fit for your needs. Should you have any additional questions or require further assistance, feel free to let us know. We're here to help in any way we can.
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If a RENTER calls in via Grasshopper but the voicemail is unclear or blank, send them this text message:
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Hi, this is Jack with Treaty Oak Property Management; thank you for reaching out! Your voicemail, unfortunately, came in a little unclear, could you let me know which property you were inquiring about? Thanks!
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If the RENTER provides only part of the address (either just the street name or street number), check our current active listings on MLS. Log in, go to Add/Edit, scroll over 'Select a Listing', and see if you can recognize the address.
Once you believe you have the correct address, send the RENTER this message:
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Did you mean {{PROPERTY ADDRESS}}?
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If you or the RENTER can't confirm the address, send them this:
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I'm sorry, but unfortunately I'm not sure which property you're inquiring about. Please visit the link https://bit.ly/app-links to view our list of available properties.
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If they do confirm the property address, send them either this template below or the other one. Evenly distribute them for Kelli and Brittani.
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Great, thank you! The leasing agent below can provide you with more information and assist in showing you the property.
You're more than welcome to work with any other realtor as they will be able to show you our available properties. Please let us know if there's any other way we can help.
A link to view our qualifying criteria: https://treatyoakproperties.com/application-approval-process/
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OR
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The leasing agent below can provide you with more information and assist in showing you the property.
You're more than welcome to work with any other realtor as they will be able to show you our available properties. Please let us know if there's any other way we can help.
A link to view our qualifying criteria: https://treatyoakproperties.com/application-approval-process/
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If a RENTER reaches out and states that they are already working with an agent, send them this text:
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Hello {{RENTER FIRST NAME}}, this is Jack with Treaty Oak Property Management, thanks for reaching out on {{PROPERTY ADDRESS}}! If you're already working with an agent, it would be best for you to contact your agent to schedule a showing. Please let us know if there's any information we can provide or any way we can help.
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If a RENTER reaches out and states that they are already working with an agent, send them this email:
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Hello {{RENTER FIRST NAME}},
Thanks for reaching out on {{PROPERTY ADDRESS}}! If you're already working with an agent, it would be best for you to contact your agent to schedule a showing.
Please let us know if there's any information we can provide or any way we can help. Thanks!
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Leasing Agent Inquiries
Call-in Questions from Leasing Agents
General Info: If an agent calls and does one of the following:
- Tell us that they are showing the property on a given date or time
- Asks about our application process
- Asks about list price/any property info
- Asks about any standard lease terms
- Asks if the property is still available
- Asks if we have any applications (Check the rental application page in Appfolio)
Then, do not forward to a PM, just send the agent this text:
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Hello {{AGENT FIRST NAME}}, this is Jack with Treaty Oak Property Management. Thanks for reaching out! Please be sure to review showing instructions before showing, all listing info on MLS, listing status (current listing status is accurate), as well as the application and approval instructions, link noted in the description (https://bit.ly/4fBFFLn). After reviewing these, please let us know if you have any further questions. Thanks!
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Leasing Invoices: If an agent calls in regarding a lease invoice (either asking for payment, asking when payment will be sent, or where to send their W9 & invoice), send them this text:
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Hello {{AGENT FIRST NAME}}, this is Jack with Treaty Oak Property Management, Thanks for reaching out! Invoices are paid within 30 days of move-in or receipt; please forward your W9 and invoice to treatyoakpm@talk2cc.com, and we will begin processing payment. Let us know if you have any other questions. Thanks!
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Other: For any other inquiries that don't meet the criteria above or contain questions that can't be answered with the info provided in the texts, please forward it to Stephanie.
Email Inquiries from Leasing Agents
General Info: If an agent emails and does one of the following:
- Tell us that they are showing the property on a given date or time
- Asks about our application process
- Asks about list price/any property info
- Asks about any standard lease terms
- Asks if the property is still available
- Asks if we have any applications (Check the rental application page in Appfolio)
Then, do not forward to a PM, just send the agent this email response:
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Hello {{AGENT FIRST NAME}},
Thanks for reaching out! Please be sure to review showing instructions before showing all listing info on MLS, listing status (current listing status is accurate), as well as the application and approval instructions link noted in the description (https://bit.ly/4fBFFLn). After reviewing these, please let us know if you have any further questions. Thanks!
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Leasing Invoices: If an agent calls in regarding a lease invoice (either asking for payment, asking when payment will be sent, or where to send their W9 & invoice), send them the email below.
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{{GREETING}},
Thank you for reaching out! Invoices are paid within 30 days of move-in or receipt; please forward your W9 and invoice to treatyoakpm@talk2cc.com and we will begin processing payment.
Please let us know if you have any additional questions. Thanks!
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Other: For any other inquiries that don't meet the criteria above or contain questions that can't be answered with the info provided in the emails, please forward to Stephanie.
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Hi [NAME], Thanks for reaching out. We are not currently waiving late fees. The City of Austin should be able to suggest potential resources for you. Feel free to also reach out to the Austin Tenants Council. Thanks again!
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When someone reaches about property management services
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Thanks for reaching out! I will send your information to Adrienne—what's the best email address for you? Is this number the best number to reach you at?
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Vendors requesting to be added to our vendor list
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Thanks so much for reaching out! We currently already work with multiple vendors in your field and are not making any additions at this time, but we'll keep you in mind if our primary vendors become unavailable.
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Key missing in lockbox
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If we get any inquiries about the key, please ask for the agents trec license #, confirm that they are in fact the right person by looking up the number here (https://www.trec.texas.gov/) and give them the combo for the combo lockbox, which is 1161.
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Water shutoff
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Hello {{RENTER FIRST NAME}}, this is Jack with Treaty Oak Property Management. Thanks for reaching out! I have forwarded this to the property manager. Please reach out to your water service provider as well. Often times, they will know more about repairs in the area and/or any other issues that may be causing you trouble. Thanks!
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Corporate Leasing Inquiries
Internal Note: Corporate leasing can be tricky because many companies don’t want the employee (the person who will actually live at the property) to go through a background or credit check. However, our rental policy requires all applicants to meet those qualifications — including a FICO score and background check. If the company isn’t willing to have the employee apply personally, it wouldn’t be a fit under our current criteria.
That said, when you receive corporate leasing inquiries (it's a rare question) please forward them to Stephanie for review on a case-by-case basis. Always gather as much information as possible about the arrangement before escalating.
E-Mail Template for corporate leasing:
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Subject: (Property Address)- inquiry regarding corporate leasing
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Hi [Name],
Thank you for your inquiry regarding corporate leasing. Please note that all applicants must meet our rental requirements, including personal credit, income, and rental history checks. Subletting is also not allowed under any circumstances.
If you have more details about your client’s situation, feel free to send them over!
Best Regards,
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Section 8 Vouchers inquiries:
Q: What are section 8 vouchers?
Just a quick overview—Section 8 is a government program that provides housing assistance to eligible low-income individuals and families through a voucher system. These vouchers help cover a portion of the rent, and the tenant is responsible for the remainder.
When we're asked whether we accept Section 8 vouchers, our response should always be based on the income requirements outlined in our application criteria. Internal knowledge: We don’t deny applicants based on voucher use, but we do require that all applicants meet the same income qualifications and screening standards.
Templated email for section 8 inquiries:
| Subject: Rental Application Criteria |
Hi [Name], Thank you for your inquiry. Our application requirements are outlined here: https://www.treatyoakproperties.com/application-approval-process. Please note the following income requirements:
Proof of income must be submitted as recent pay stubs or official tax return documents from the most recent taxable year only. Best regards, |
Templated email for agent inquiries who have client's situations:
| Subject: Inquiry response to client situation |
Hi [Agent's Name], Thank you for reaching out and for sharing more about (Client name) background and interest in the property. We appreciate the context and his willingness to provide additional security upfront. All applications are evaluated based on our published rental criteria, which we must adhere to in order to ensure a fair and consistent screening process for all applicants. You can review our full application requirements here: https://www.treatyoakproperties.com/application-approval-process If (Client name) meets the outlined criteria and would like to move forward, we encourage him to submit a formal application for consideration. Thank you, |
Templated email for agent inquiries who have client's equipment installation queries:
| Subject: Inquiry response to client equipment installation |
Hi (Agent Name), Thanks for reaching out. Upon application approval, we’d be happy to accommodate the tenant’s request to install a water softener at their expense. Our next step would be to provide an estimate for the installation through one of our trusted vendors. Once the tenant approves the estimate, we would move forward with scheduling the work and charging them accordingly for the installation. Please let us know if the tenant would like to move forward, and we’ll get the estimate process started. |
Templated email for agent inquiries who have client's Lawn/yard queries:
| Subject: Inquiry Response to Lawn Maintainance |
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Hi (Agent name),
Thank you for reaching out and for showing the property at (property address).
In our lease agreements, tenants are responsible for lawn maintenance. Unfortunately, the owner will not be able to take that on. However, we’d be happy to provide our landscaper’s contact information so your client can coordinate and pay them directly if preferred.
Best regards,. |