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 11 a.m. and 5 p.m. Central Standard Time to reply to all inquiries.

The property inquiries come in the following ways:
  1. Renters message us on Zillow.com, Realtor.com, & through other websites. We receive these messages by email and respond to them by email.
  2. Renters call us and leave a voicemail about properties. We receive these voicemails via email. We have to respond by text message.
  3. Agents call us and ask questions about properties. We have to text message these agents in response.
  4. 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.

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:

Message 1:

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/

Message 2:

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/
Email Template 1:
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.
Thanks!
Email Template 2:
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.

If a RENTER calls in via Grasshopper but the voicemail is unclear or blank, send them this text message:
Hi, this is Abel 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!
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:
Did you mean {{PROPERTY ADDRESS}}?
If you or the RENTER can't confirm the address, send them this:
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.
If they do confirm the property address, send them this:
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/
OR
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/

If a RENTER reaches out and states that they are already working with an agent, send them this text:
Hello {{RENTER FIRST NAME}}, this is Abel 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.
If a RENTER reaches out and states that they are already working with an agent, send them this email:
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!

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:
Hello {{AGENT FIRST NAME}}, this is {{YOUR NAME}} 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!
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:
Hello {{AGENT FIRST NAME}}, this is {{YOUR NAME}} 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!
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:
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!
 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. 
{{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!
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.

Showing Feedback

Every Monday text all agents on units that don't have applications
Hello! This is Abel with Treaty Oak Property Management. It looks like you recently showed our property at (----). Are your clients interested in leasing the property? Is there any feedback you have about the property? Thank you!
Hello! This is Abel with Treaty Oak Property Management. I noticed you recently showed our property at (----). I wanted to check in and see if your clients are interested in leasing the property.
Additionally, we would greatly appreciate any feedback you may have about the property; it helps us improve our offerings.
Thank you, and feel free to reach out if you have any questions or need further information!

Tenant Asking to Waive Late Fee

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!

When someone reaches about property management services

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?

Email inquiries received from the website


  • Adrienne responds to the new owners/potential owners/current clients.
  • Abel will respond to the current tenants, future tenants or leasing agents.

Vendors requesting to be added to our vendor list

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.

Key missing in lockbox

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.

Water shutoff

Hello {{RENTER FIRST NAME}}, this is {{YOUR NAME}} 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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