Testimonial Request Sequence for Property Managers Email Guide
Why Testimonial Request Sequence Emails Fail for Property Managers (And How to Fix Them)
Your best client just renewed their contract, praising your efficiency. But that praise stays private.
That's not a service problem. That's a capture problem.
A single casual ask for a testimonial often gets lost. Your most satisfied clients are busy, and without a clear, guided path, their valuable feedback remains unshared, leaving prospective clients guessing about your true impact.
A structured testimonial request sequence ensures you consistently gather and use those powerful stories. It guides your clients through the process, making it easy for them to articulate the specific ways your services have helped them.
The templates below are designed to make testimonial collection effortless, turning private satisfaction into public proof.
The Complete 3-Email Testimonial Request Sequence for Property Managers
As a property manager, your clients trust your recommendations. This 3-email sequence helps you introduce valuable tools without sounding like a salesperson.
The Check-in
Ask how things are going and gauge satisfaction
Hi [First Name],
It's been a while since we last connected about your property at [PROPERTY ADDRESS/CLIENT NAME]. We're always looking for ways to improve our services and ensure you're getting the most value from our partnership.
How have things been going for you recently? Are there any specific areas where our team has made a noticeable difference, or perhaps where you feel we could do even better?
Your feedback is incredibly important to us. It helps us refine our approach and continue to deliver the high-quality solutions you expect.
Please take a moment to share your thoughts, even if it's just a quick sentence or two. We're here to listen.
Best, [YOUR NAME]
This email uses the 'foot-in-the-door' technique. By asking for general feedback first, you lower the barrier to engagement. It frames the interaction as a genuine interest in their experience, making a subsequent testimonial request feel less transactional and more like a natural progression of the conversation.
The Request
Ask for a testimonial with specific, easy prompts
Hi [First Name],
Thank you for your recent feedback. We truly value your perspective and are committed to ensuring your satisfaction with our property management services.
Many property owners like you rely on testimonials when choosing a management partner. Your experience could be incredibly helpful to someone considering our services.
Would you be willing to share a brief testimonial about your experience working with us? It doesn't need to be long.
Perhaps you could share: • What specific challenge did we help you overcome? • What results have you seen since partnering with us? • What do you appreciate most about our approach? You can simply reply to this email with your thoughts, or if you prefer, you can use this quick link: [LINK TO TESTIMONIAL FORM/PAGE].
Best, [YOUR NAME]
This email directly asks for the testimonial but makes it easy by providing specific prompts. This reduces cognitive load, guiding the client on what to write and ensuring the feedback is practical and relevant. The social proof aspect ('many property owners rely on testimonials') also provides a gentle nudge by highlighting the value of their contribution to others.
The Gentle Nudge
Follow up with those who have not responded
Hi [First Name],
I'm just following up on my previous email regarding a testimonial for our property management services. We know you're busy, but we also know how effective your honest feedback can be for other property owners seeking reliable management solutions.
If you haven't had a chance yet, we'd still love to hear about your experience. Even a few sentences describing how we've helped you with your property at [PROPERTY ADDRESS/CLIENT NAME] would be incredibly valuable.
Here's that link again if it's easier: [LINK TO TESTIMONIAL FORM/PAGE]. Thank you for considering this.
We appreciate your partnership.
Best, [YOUR NAME]
This email employs the 'mere-exposure effect' and 'consistency principle'. By gently reminding them, it increases the likelihood of action without being pushy. It also appeals to the idea that they've already acknowledged the value of their feedback (from the previous email), making them more likely to follow through to maintain consistency.
4 Testimonial Request Sequence Mistakes Property Managers Make
| Don't Do This | Do This Instead |
|---|---|
✕ Only asking for testimonials when a client leaves or complains. | Implement a regular schedule to request testimonials from satisfied, long-term clients at key milestones, such as contract renewals or after resolving a significant issue. |
✕ Asking for a generic testimonial without any guidance. | Provide specific prompts that encourage clients to highlight concrete benefits and results, like 'What challenge did we help you overcome?' or 'What results have you seen?' |
✕ Making the testimonial submission process complicated. | Offer multiple, easy ways to submit feedback, such as a direct reply to an email, a simple online form, or even a quick phone call where you can transcribe their words. |
✕ Not following up after an initial request. | Send a gentle reminder email a few days after the initial request. People are busy; a polite nudge can significantly increase response rates without being intrusive. |
Testimonial Request Sequence Timing Guide for Property Managers
When you send matters as much as what you send.
The Check-in
Ask how things are going and gauge satisfaction
The Request
Ask for a testimonial with specific, easy prompts
The Gentle Nudge
Follow up with those who have not responded
Send after a win, project completion, or positive feedback.
Customize Testimonial Request Sequence for Your Property Manager Specialty
Adapt these templates for your specific industry.
Residential Property Managers
- Focus testimonial requests on tenant satisfaction, timely maintenance, and clear communication with owners.
- Highlight how you ensure consistent rental income and protect property value.
- Ask about specific instances where you handled a difficult tenant situation or a complex repair efficiently.
Commercial Property Managers
- Emphasize how your services contribute to lower vacancy rates and higher tenant retention for their commercial spaces.
- Request testimonials that speak to your expertise in lease negotiation, compliance, and budget management.
- Ask clients to describe how your management improves their investment returns or simplifies their business operations.
HOA Managers
- Seek testimonials that showcase your ability to build community harmony, enforce rules fairly, and manage common areas effectively.
- Encourage feedback on your transparent financial reporting and proactive communication with board members and residents.
- Ask about instances where you successfully navigated complex community projects or resolved neighbor disputes.
Vacation Rental Managers
- Focus on how your services lead to increased bookings, positive guest reviews, and reduced owner stress.
- Request testimonials that detail your marketing effectiveness, seamless guest check-ins, and meticulous property care.
- Ask owners to share how your management has optimized their rental income and maintained their property's appeal.
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