AI Prompts for Property Managers

"Write an enticing property listing description for an available 2-bedroom, 2-bathroom luxury apartment in downtown Austin. Highlight the floor-to-ceiling windows, in-unit washer/dryer, quartz countertops, and the building amenities (rooftop pool, 24/7 fitness center). The tone should be upscale but welcoming. Format with a catchy headline, a descriptive opening paragraph, bullet points for key features, and clear contact/tour instructions."

"Draft a polite but firm notice to all building residents regarding a new policy for the package room. Explain that due to increased volume, all packages must be picked up within 48 hours of delivery, or they will be returned to the sender. Briefly explain why this is necessary to ensure everyone has access to the lockers. Include the effective date of the new policy and contact info for questions."

"Create a comprehensive Fall/Winter preventative maintenance checklist for a 50-unit mid-rise apartment building. Categorize the list by area: HVAC systems, exterior/roofing, plumbing, common areas, and individual unit checks. For each item, specify whether it requires a specialized contractor or if the in-house maintenance tech can handle it. Include a priority column."

"Draft a professional and neutral response to a tenant in Unit 4B who has complained multiple times about heavy footsteps from Unit 5B (above them). Acknowledge the frustration, but calmly explain the realities of multi-family living and the fact that 5B has hardwood floors. Outline the specific steps management has taken (contacting 5B, requesting rugs) without promising complete silence. Maintain a supportive but objective tone."

"Draft a "Move-Out Expectations and Cleaning Checklist" to send to tenants 30 days before their lease ends. Detail exactly what must be cleaned (appliances, baseboards, carpets) to avoid deductions from their security deposit. Include instructions for key handoff, providing a forwarding address, and canceling utilities. Emphasize that normal wear-and-tear is acceptable, but deep cleaning is required."

"Draft an RFP (Request for Proposal) scope of work document to send to commercial landscaping companies. The property is a garden-style apartment complex. Define the exact scope of work required: weekly mowing, edging, twice-yearly mulching, snow removal (if applicable), and irrigation system maintenance. Specify the required response format, insurance requirements, and contract start date."

"Draft a lease renewal offer letter to a great tenant whose lease expires in 60 days. Offer them a 12-month renewal with a 4% rent increase (from $1,500 to $1,560). Justify the slight increase based on rising operational costs, but emphasize that it is below the current market rate for new move-ins and highlight how much you appreciate them as residents. Include a deadline to respond."

"Create a structured Incident Report Template for building staff to fill out when property damage occurs (e.g., a burst pipe or a vehicle hitting a gate). Include fields for: Date/Time of incident, Date/Time discovered, exact location, detailed chronological description of events, immediate actions taken to mitigate damage, parties involved/witnesses, photos taken (checklist), and follow-up required. Ensure the form captures all info needed for an insurance claim."

"Write a comprehensive set of "Rules & Regulations" for a newly renovated apartment community pool. Cover hours of operation, guest policies (how many guests per resident), glass container bans, noise ordinances, reservation policies for cabanas, and safety disclaimers (no lifeguard on duty). Write it in clear bullet points that can be printed on a large sign."

"Draft a "Welcome Home" email packet for new residents on their move-in day. Include a warm welcome message, essential contacts (leasing office, emergency maintenance number), instructions for setting up the resident portal (for rent payments and work orders), trash pickup schedule, and a brief guide to the neighborhood (recommending 3 local coffee shops/restaurants). Tone should be hospitable and helpful."