Client Communication Workflows: How to Keep Landlords Informed Without Wasting Hours

One of the biggest challenges in property management is finding the balance between keeping landlords informed and not drowning in endless phone calls and emails. Landlords expect timely updates, but without the right systems in place, communication can quickly eat into the hours you need for growth and strategy.

The solution? Client communication workflows—structured processes that ensure consistent, professional updates while saving your team valuable time.

Why Communication Workflows Matter

Clear, predictable communication builds trust and confidence. When landlords know what to expect and when, they’re more likely to feel secure in your management and less likely to chase you for updates. A workflow ensures that communication is:

  • Consistent across your entire team

  • Automated where possible

  • Aligned with your brand voice and client experience

Key Communication Workflows for Property Managers

1. New Landlord Onboarding Updates

  • Automated welcome email with key contacts and next steps

  • Scheduled check-in call after the first two weeks

  • Branded resources like FAQs or timelines

2. Tenant Placement Updates

  • Automated email when applications are received

  • Status updates at each stage (shortlist, reference checks, approval)

  • A notification when a lease is signed and the move-in date is confirmed

3. Routine Inspection Reports

  • Branded inspection report sent within 48 hours

  • Automated notification confirming report has been sent

  • Optional follow-up call for high-value landlords

4. Maintenance Requests

  • Automatic acknowledgement when a request is logged

  • Status updates as work orders are issued and completed

  • A final “job closed” message for transparency

5. Regular Performance Check-Ins

  • Quarterly email updates summarising rental performance

  • Annual review call to discuss rent adjustments and investment strategy

  • Easy-to-read reports with branded templates

Tools to Support Communication Workflows

  • CRM & Property Management Software (PropertyMe, Rex, Console Cloud)

  • Email Marketing Tools (Mailchimp, ActiveCampaign)

  • Task Automation (Zapier, Asana, Trello)

  • Branded Templates for consistency and professionalism

Workflows aren’t about removing the personal touch—they’re about ensuring no landlord ever feels forgotten while giving your team back hours every week. By systemising communication, you can deliver a five-star client experience and free up time to focus on growing your rent roll.

Want help creating communication workflows tailored to your business? Book a consultation with me today

Lauren Robinson