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RHQ-L001

Selling a Tenanted Property

A newsletter for your current and prospective landlords. It explains why a lease doesn't simply end when a tenanted property is sold, then offers two things: a free sales market assessment for landlords thinking of selling, and a free rental assessment for those keeping it rented.

This is a template, not a finished email. Everything in it can be edited: the subject, the wording, the offers, the call to action. Read it before you send it, change anything that doesn't fit how your agency works, and make it sound like you.

The two versions

  • RHQ-L001A (Plain): plain text, no logo or colour. Reads like a personal email and usually lands best in the inbox.
  • RHQ-L001B (Design): your logo, your main colour and two clear buttons.

The wording is the same in both. Pick one and use it. To make changes, open it under Marketing → Emails → Templates, edit and save.

1. One-time setup (check before your first send)

The newsletter fills in your details automatically from Settings → Custom Values. Check these are correct:

  • Agency name, address and website
  • Agent name, phone and email
  • WhatsApp number (international format, e.g. 27821234567)
  • Lead notification email (where new-lead alerts go)
  • Logo URL and primary colour (Version B only)
  • PPRA registration line and FFC numbers
PPRA: the Property Practitioners Act requires "Registered with the PPRA" on your marketing. Only send this newsletter if you are registered. Candidate practitioners must use "Candidate Property Practitioner Registered with the PPRA" in the registration line.

If the newsletter goes out from the agency rather than a named agent, remove the agent line at the bottom of the email (the line with the agent's name and FFC number).

2. Who to send it to

Send it to your landlord list: landlords you manage for, and prospects who have agreed to hear from you. Under POPIA (section 69), electronic direct marketing needs the person's consent or an existing client relationship. Every send includes an unsubscribe link.

3. Sending it

  1. Go to Marketing → Emails → Campaigns and create a new campaign.
  2. Choose the template RHQ-L001A or RHQ-L001B.
  3. Subject: Selling a property with a tenant in it? Read this first.
  4. Preview text: The lease doesn't end when the property sells, and that catches a lot of sellers out.
  5. Choose your landlord contacts.
  6. Send a test to yourself and click every link.
  7. Send or schedule.

4. What happens when a landlord responds

There are three ways a landlord can respond.

  1. They fill in the assessment formTheir property details are saved to their contact, a lead appears in your Landlord Leads pipeline under New enquiry, you get an email alert with all the details, and the landlord gets a thank-you email.
  2. They tap "Got another question? WhatsApp us"WhatsApp opens on their phone with a message ready to send to your number. It arrives on your WhatsApp, not in RentHQ.
  3. They reply to the emailThe reply lands in your inbox.

5. Your part

Phone the landlord within one business day. If the lead is still at New enquiry a day later, you'll get a reminder email.

Then move the lead through the pipeline as it progresses: Contacted → Assessment sent → Meeting / viewing booked → Mandate won (or Not now / lost).

Need help? Setup and technical questions: [email protected]. Everything else: [email protected].