Contacting prior landlords is one of the most vital—yet time-consuming and tedious—steps in the tenant screening process.

But between dealing with stacks of rental applications, responding to potential tenants, and handling move-ins, most property managers don’t have the time to rewrite the same messages over and over again.

Inconsistent outreach methods can lead to missed details, slow responses, and even compliance risks. That’s where having clear, pre-approved communication templates helps immensely. 

That’s why we’ve included ready-to-send landlord reference and text message scripts you can copy, paste, and customize easily. These templates will help keep your rental verification process fast, consistent, and professional—without losing that all-important human touch.

Quick Insights

• ​​Written landlord reference email and SMS templates keep leasing teams on the same page, reducing missed questions and speeding up rental verification.
• Email is your best option when you’re looking for detailed answers, attachments, or a clean, easy-to-reference compliance trail.
• Text works well for small property management companies or quick confirmations, especially when emails or calls haven’t sparked a response.
• Short, direct messages (especially via SMS) make it easier for landlords to reply quickly and accurately.
• Log every email, text, and call attempt, and save each landlord’s response exactly as you receive it to protect your screening process.
• Consistent and polite communication reflects well on your team and helps you move qualified applicants through your workflow faster.
• A structured template system does more than save time—it creates a smoother, more reliable experience for landlords, applicants, and staff.

Why Written Templates Matter for Rental Verification

When leasing teams reach out to prior landlords, even minor inconsistencies in wording can create significant inconsistencies in the results. One person might ask about payment history, while another may forget to confirm exact move-out dates. 

But pre-written templates eliminate that guesswork. They help every single leasing agent on your team use the same clear, compliant questions—no matter who’s sending the message or which unit they’re managing.

Standardized templates also save time. Instead of rewriting the same requests for every applicant, your staff can copy, paste, and personalize messages with just a few taps.

That efficiency adds up fast, especially if you’re processing dozens—or hundreds—of applications each month.

More critically, templates reduce human error. They help you avoid missing key details or phrasing something in a way that could potentially put you in legal hot water. Every message creates a paper trail, too, which is helpful for documentation and compliance.

Another benefit? Professional, pre-approved templates make tenant screening smoother for both recipients and applicants. Prior landlords know exactly what information you need and how to respond. That means faster replies, fewer back-and-forths, and a more reliable rental verification process for everyone.

When to Use Email vs. Text 

Different landlords have different habits. Some check their inbox like clockwork, while others live on their phones. Knowing when to hit “Send” on an email vs. shooting a quick text can make or break how fast you get a response. 

Here are a few tips to help you determine when to use each option.

Use Email When…

Email should usually be your first choice, since it’s reliable, thorough, and legally sound. But, more specifically, email is your go-to when the situation calls for detail, professionalism, and a clear digital paper trail. 

Need copies of payment records or a signed lease? Email makes it simple to share attachments and keep everything organized.

Email is also the right move when you’re reaching out to a property management company or a professional landlord—especially if they manage a lot of units. They’re typically used to handling the process formally and will likely expect it. 

Plus, every email you send becomes part of your compliance record, so you can easily show who said what in the slight chance that questions ever arise about your screening process.

Use Text (SMS) When…

Texts are perfect for quick, more casual check-ins. If you’re messaging a very small property management company or a private owner, a short text might feel more natural and receive a faster reply.

Plus, SMS is useful when your emails or calls go unanswered. Sometimes a brief follow-up message is all it takes for a near-instant response. 

Text works best for short confirmations like verifying that the tenant paid rent on time or confirming move-out dates. In short, if the ask is quick and straightforward, text it.

Email Script 1: First Contact for Rental Verification

Subject: Rental verification request for [Applicant first name, last Initial]

Hi [Landlord name],

My name is [Your name], and I’m with [Property name or management company]. [Applicant first name, last Initial] listed you as their previous landlord.

Could you please confirm a few details about their tenancy?

• Rental address
• Move-in and move-out dates
• Monthly rent amount
• Payment history (on time, late, partial)
• Any lease violations or property issues
• Whether you would rent to them again

You can reply directly to this email or call me at [Phone number]. I’d appreciate your response at your earliest convenience to complete the screening process.

Thank you for your time and help,

[Your full name]

[Your title]

[Property name/company]

[Phone number]

[Email signature]

Email Script 2: Follow-Up Message (After 2–3 Days of No Response)

Subject: Follow-up: Rental verification for [Applicant first name, last Initial]

Hi [Landlord name],

I wanted to follow up on my message from earlier this week about verifying tenancy for [Applicant first name, last initial]. We’re finalizing their application and would appreciate your confirmation of their rental history when you have a moment.

If it’s easier, you can simply reply with:

• Rent amount
• Lease dates
• Payment consistency
• If you’d rent to them again

Thank you again for your time and help,

[Your name]

[Property name/company]

SMS Script 1: Short Message for First Contact 

Hi [Landlord name],

This is [Your name] from [Property name]. [Applicant first name, last initial] listed you as a prior landlord. Could you confirm their rental dates and payment history?

You can reply here or call me at [Phone number]. Thank you.

SMS Script 2: Friendly Follow-Up Text

Hi [Landlord name],

Checking back on my earlier message about [Applicant first name, last initial]. We’re hoping to complete their application soon and would really appreciate your confirmation. Thanks again.

Tips for Getting Faster Replies

Even the well-crafted landlord reference message won’t help if it sits unopened in an inbox. The trick for getting responses back fast is getting the timing, tone, and clarity right.

Just a few small tweaks can often dramatically improve how quickly a previous landlord gets back to you:

Nail the timing: Send your first email or text during business hours—ideally around mid-morning, when people are settled into their day but still alert. Messages sent at the beginning of the workday, late at night, or on weekends are easy to miss or ignore until Monday rolls around.

Making responding a no-brainer: Next, make it simple to answer by keeping your texts short, clear, and approachable—aim for one or two questions at most. Need more detailed information? Send an email instead.

Identify yourself clearly: Include your name, company, and role upfront so the recipient knows your request is the real deal. Including these details can make the difference between them hitting “ignore” or “reply.”

Avoid sending sensitive details via text: Never send applicant information, like income details or information about identification documents, via text. This type of information should always remain within secure, documented channels, such as email or your property management system.

Call if you don’t receive a response: If you still haven’t heard back via SMS or email after two polite follow-ups, pick up the phone. 

Documentation Best Practices

Good recordkeeping is more than just staying organized. It protects your team and applicants. Every landlord reference you request becomes a part of your official screening documentation and ecosystem, so consistency and accuracy are key. 

Here are some tips for keeping your documentation efforts compliant and organized.

Log Every Outreach Attempt

Whether it’s an email, text, or phone call, record the date, time, and contact method in your property management system. This simple habit keeps your workflow transparent and helps prove due diligence if anyone ever questions your screening.

Save Every Landlord Response in Full

Don’t rely on memory or copy-pasted snippets of a landlord response—store the original email or text message exactly as received.

A complete record helps your team comply with Fair Housing and privacy regulations and provides clear backup if a dispute arises.

Use Consistent Subject Lines and Timestamps

Include the applicant’s name and the word “reference” in every subject line, like “Rental reference—David Lee.” It’ll save time later when you’re reviewing files.

Never Alter a Landlord’s Message without Keeping the Original

Even minor edits can introduce risk if anyone ever needs to review your notes. Create a summary or separate notes if you’d like, but always keep the entire exchange on file. That way, you cover both clarity and compliance.

Make Every Message Count

Contacting prior landlords doesn’t have to slow down your leasing process. Use these pre-approved email and text templates to save time, stay consistent, and maintain a professional tone across all applicants and properties.

A neat and structured communication process makes rental verification faster, more reliable, and easier to document. Because when your messages are clear and respectful, landlords are more likely to respond quickly and accurately.

Want to take your entire tenant screening workflow to the next level? Snappt’s document, income, and ID verification tools make fraud detection faster, easier, and more reliable so that you can approve fabulous tenants