This blog post, originally published on February 17, 2023, has been revised to accommodate the changing community management industry.
Great resident communication isn’t just a nice-to-have; it’s one of the most important parts of improving the resident experience. Whether sharing community event info, maintenance reminders, or policy changes, email templates save time and keep your community running smoothly.
To help you hit the ground running, we’ve pulled together three practical, easy-to-customize property management templates. Use them as-is or tweak them to match your building’s brand.
1. Welcome Email
When a new resident joins your community, a friendly, information-packed welcome email can go a long way. This template addresses the essentials but also gets them feeling comfortable in their new home from day one. Send an immediate email to provide any necessary information regarding the building, share information about community events, amenity spaces, parking permit applications, and how to activate their resident portal.
For an example, check out this property management email template:
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Hello [Name of Resident],
Welcome to [Property Name]! We’re excited to have you here and want to make your move-in as smooth as possible.
Below you’ll find some useful details about your new home, neighbors, and HOA board.
1. Community Events & Amenities
Looking to connect with neighbors or reserve a shared space? Our amenity areas — like [Amenity Name] — are perfect for everything from workouts to gatherings. Just hop into the resident portal to make a reservation. Things book up fast, so we recommend planning ahead!
2. Meet our team
We would like to introduce you to the staff and board members at [Name of Property].
Meet [Team Member Name], [Role] – [1–2 sentences about how they help residents and support the community.]
3. Resident portal access
Our resident portal allows you to [list features of your resident portal.] You’ll find a separate email with an invitation and credentials to the portal. You can contact [email address] if you have any issues.
Welcome to [property name] community. Don’t hesitate to reach out if you have any questions!
Thank you,
[Name]
2. Maintenance Tips Email
Sharing preventative maintenance tips is a great way to help reduce unnecessary maintenance down the road. Use this email template to help residents stay on top of regular tasks that keep their units and the building in good condition.
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Dear [Resident Name],
Thanks for doing your part to keep [Property Name] a great place to live. A little preventive care goes a long way, so here are a few tips to help keep your community in top shape:
- Report issues right away. If you have major issues like flooding or broken AC units, please contact us immediately so we can help prevent further damage.
- Help prevent pests. Do your part to help prevent pests by sealing all food in airtight containers, sweeping and vacuuming regularly, and covering the garbage with a tight lid.
- Avoid putting food in the disposal. Keep your disposal clear by scraping food scraps into the garbage can as often as possible. Avoid putting grease, oil, egg shells, and vegetable peels in the disposal.
- Avoid water damage. If you notice any leaks or spills that could impact multiple units or common areas, clean up the liquid right away to avoid water damage.
- Report issues promptly. If you notice a mess in the lobby or damaged equipment in the fitness center, notify your community manager as soon as possible to help keep shared spaces clean, safe, and enjoyable for everyone.
- Avoid excessive moisture. Excessive moisture can cause mildew and mold to develop. Keep things dry by running the bathroom fan every time you shower, and make sure to close windows when it rains or snows.
Thank you for all of your efforts to ensure [community name] continues to be a safe, clean, welcoming place to live!
Thanks again,
[Your Name]
3. New Policy Email Template
Sometimes you’ve got to roll out a new policy or update an existing one, and it’s important that residents understand what’s changing and why. This template keeps it clear, friendly, and to the point.
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Subject: Heads-Up: [Policy Change or Update]
Hi [Resident Name],
Just a quick note to let you know about a policy update here at [Property Name], starting [Date].
Here’s what’s new:
What’s changing: [Brief summary – e.g., “The gym will now close at 10 PM instead of midnight.”]
Why it’s changing: [Quick reason – e.g., “We’ve had a few late-night noise complaints and want to make sure everyone’s comfortable.”]
What you need to do: [If action is needed – e.g., “Please book your gym time before 9:45 PM to allow for clean-up.”]
We know change isn’t always easy, but we promise it’s for the good of the community. If you have any questions or concerns, feel free to reach out at [Email Address] or drop by the office.
Thanks for being part of what makes [Property Name] a great place to live.
Take care,
[Your Name]
Make Communication Easier With BuildingLink
A property management solution like BuildingLink is the best way to streamline your resident communications and keep residents informed and educated about your community.
Our email template and distribution module allows you to send messages and documents by occupant type, custom recipient groups, or location, like specific floors or towers. BuildingLink also includes dozens of customizable content and design templates to make your communications look great and increase read rates. Plus, our solution is built with resident experience in mind, helping you run a better building and retain residents long-term.
Ready to simplify your resident communication? Book a demo today.
