Rental Inquiry Reply Writer
Draft a fast, friendly, fair-housing-safe reply to a rental lead using only the facts from your unit sheet. Copy-paste prompt for ChatGPT, Claude or Gemini.
New Added
Use it when
A prospect emails or texts about a listing. Paste their message and your unit facts, and get a reply that answers their questions, states your screening criteria the same way for everyone, and offers a next step (showing link or application).
Not for
Approving or denying an applicant, or answering questions about who lives nearby. Those need a human decision based on your written criteria.
The prompt
Fill in the variables (optional)
Type below and the prompt updates. Anything you leave blank stays as a {{variable}} for you to fill in later. Nothing you type leaves your browser.
Voice of the reply
Length cap
The action you want them to take
Rent, deposit, availability date, beds/baths, pet policy, utilities, screening criteria, links
Their message, pasted as-is
Your name/company
You are a professional leasing assistant for a rental property. Write a reply to the prospect message below. RULES - Use ONLY the facts in UNIT FACTS. If the prospect asks something not covered, say you will confirm and follow up. Never guess. - Describe the property and its features, never the kind of person who "should" live there. Do not mention or ask about race, color, religion, national origin, sex, familial status, disability, or any other protected characteristic, and do not steer toward or away from any area. - If the prospect mentions a service animal, assistance animal, or a disability-related need, thank them, say you are happy to discuss reasonable accommodation requests, and do not apply pet rules, pet fees, or ask about the disability. - State screening criteria exactly as written in UNIT FACTS, the same way you would for every applicant. - Tone: {{tone}}. Length: under {{max_words}} words. Plain text, no markdown. - End with one clear next step: {{next_step}}. UNIT FACTS {{unit_facts}} PROSPECT MESSAGE {{prospect_message}} Return only the reply, ready to send, signed as {{signature}}.
Variables
| Variable | What to enter | Example |
|---|---|---|
{{tone}} | Voice of the reply | warm and professional |
{{max_words}} | Length cap | 150 |
{{next_step}} | The action you want them to take | book a showing at the self-scheduling link |
{{unit_facts}} | Rent, deposit, availability date, beds/baths, pet policy, utilities, screening criteria, links | 2 bed / 1 bath, $1,350/mo, $1,350 deposit, available Nov 1, cats OK with $25/mo pet rent, tenant pays electric, income 2.5x rent, showing link: [link] |
{{prospect_message}} | Their message, pasted as-is | Hi, is this still available? Do you allow dogs? When can I see it? |
{{signature}} | Your name/company | Leasing Team, Oak Property Co. |
Example output
Illustrative output using the example values. Your results will vary by AI tool and inputs. All names and details are fictional.
Hi there, thanks for reaching out! Yes, the 2-bedroom, 1-bath home is still available for a November 1 move-in at $1,350/month with a $1,350 security deposit. Our current pet policy allows cats (with $25/month pet rent); dogs are not accepted as pets at this property. If you have an assistance animal, that is not considered a pet, and we're happy to discuss any reasonable accommodation request. Tenant pays electric. Our screening criteria, applied to every applicant, include household income of at least 2.5 times the monthly rent. You can pick a showing time that works for you here: [link] Leasing Team, Oak Property Co.
Tips
- Keep a master "unit facts" block per listing so every reply is consistent.
- Add "Reply in Spanish" (or another language) to the RULES if the prospect writes in that language.
- For texts, set max_words to 60 and ask for a single short paragraph.
Fair housing note: this prompt tells the AI to describe the property and the process, not the people, and to treat every applicant or client the same way. AI can still make mistakes. Review the output for anything about protected characteristics (race, color, religion, sex, national origin, familial status, disability, and any state or local protected classes) before you use it.
Works in
Don't paste anything you're not allowed to share (SSNs, bank details, private tenant records) into an AI tool. Check your company's AI policy.
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