How to Use Chatbots to Capture Landlord Enquiries 24/7

In property management, timing is everything. The moment a landlord is ready to enquire, you need to be ready to respond — even if it’s after hours. That’s where chatbots come in.

With the right setup, chatbots can help you capture leads, answer common questions, and book consultations automatically, so no opportunity slips through while you’re off the clock.

Why Chatbots Matter for Property Managers

Landlords expect fast, professional communication. But responding to every message manually — especially across your website and social media — isn’t realistic.

A well-designed chatbot can:

  • Qualify landlord leads by asking key questions about their property

  • Capture contact details automatically for follow-up

  • Provide instant responses to common queries

  • Direct enquiries to your BDM or booking page

The result? You create a seamless, professional experience — even when your team is offline.

Where to Use Chatbots

1. Your Website

Add a chatbot to your homepage or landlord enquiry page. It can:

  • Greet visitors within seconds

  • Ask if they’re a landlord or tenant

  • Offer tailored responses and next steps

Tip: Link the chatbot to your CRM so every conversation is logged automatically.

2. Facebook Messenger & Instagram DMs

Social media is where landlords often make first contact. Automating your DMs ensures every enquiry gets an instant reply, even outside business hours.
Set up automated messages like:

“Hi there 👋 Thanks for reaching out! Are you looking for a property manager or help with your investment property?”

From there, the chatbot can capture details or direct them to your consultation page.

3. Google Business Profile

Google now allows businesses to enable chat messaging directly from search results. Setting up an automated welcome message here ensures potential landlords who find you on Google get a quick, friendly response.

What to Include in Your Chatbot Script

An effective chatbot feels human and helpful — not robotic. Your script should:

  • Start with a warm, branded greeting

  • Ask one simple qualifying question at a time

  • Provide clear options (e.g. “Book a consultation” or “Learn more about our services”)

  • Offer an easy exit to connect with a real person

Example:

“Thanks for getting in touch with [Your Agency Name]! We help landlords like you maximise their rental returns and reduce vacancy. Can I grab your property’s suburb so we can provide tailored info?”

Tools to Try

You don’t need coding skills to set up a great chatbot. Try:

  • ManyChat – Best for Facebook and Instagram automation

  • Drift or Intercom – Great for website lead capture and follow-up

  • Chatfuel – Simple drag-and-drop chatbot builder for multi-channel use

Chatbots don’t replace genuine client relationships — they enhance them by ensuring you never miss a lead. With automation handling the initial contact, your BDM can step in when it matters most — converting warm leads into long-term clients.

Want to implement a chatbot strategy that aligns with your brand voice and client experience? Book a consultation with me today

Lauren Robinson