Boost Resident Engagement: 5 Mass Messaging Templates for Property Managers

Residents today aren’t just looking for a place to live. They’re looking for a place to belong. In a competitive rental market, community can be the deciding factor between a lease renewal and a move-out notice.

When tenants feel seen, included, and heard, they stay longer, leave better reviews, and even help build a more positive environment for neighbors. And communication is at the center of it all. 

Before we dive in, let’s remind ourselves of the basic messaging best practices:

• Start with your property name. Begin each message with something like “Polo Club:” so residents immediately recognize who it’s from. It builds trust and cuts through the noise.
• Keep it short and clear. Say what you need to say and skip the fluff. Use plain language, abbreviate wisely, and shorten links when possible.
• Stay within one segment. SMS messages over 160 characters may split into multiple parts, increasing cost and risking partial delivery. Use a character counter to be sure.
• Include opt-out info if needed. Depending on your region and message type, you may be required to provide an unsubscribe option or a quick note on message frequency.

1. Welcome New Residents Automatically 

First impressions matter. Use mass messaging to automatically send a welcome message with move-in details, office hours, Wi-Fi help, and trash pickup schedules. It’s a small touch that makes a big impact.

SMS:  
Polo Club: Welcome to your new home! Office hrs M-F 9am–5pm - Wi-Fi info & trash sched can be found here: [shortened url]. Need help? Reply 1 [if YES] 2 [if NO]

Email:  
Welcome Home from Polo Club!

Hi [Name],

Welcome to your new home at Polo Club! We’re here to help you settle in with ease. Our leasing office is open Monday to Friday, 9 am–5 pm. Here’s a quick note with Lobby Wi‑Fi login details and trash pickup days.

Let us know if you need anything, we’re here to help you feel right at home.

Best,  

Your Polo Club Team
 

2. Promote Events Without Chasing RSVPs 

Movie nights, pool parties, or food truck visits get better turnout when residents know what’s happening and when. Mass messaging makes it easy to send reminders, updates, or last-minute changes by text, call, or email.

SMS: 
Polo Club: Movie night on Fri at 7 pm in the courtyard! Popcorn provided. See you there? Reply 1 [YES] or 2 [NO] to RSVP or reach out with questions.

Email: 
Subject: Join Us for Movie Night at Polo Club!

Hi [Name],

Get cozy in the courtyard this Friday at 7 pm, the popcorn is on us! No RSVP needed, but feel free to let us know if you’re coming so we can plan accordingly. Invite your neighbors, we hope to see you there!

Please respond by clicking this link: [url to response options]

Cheers,  

Your Polo Club Team

3. Share Real-Time Amenity Updates 

A new treadmill in the gym? Pool opening early? Let residents know instantly. It helps them feel informed and appreciated without needing to check a bulletin board or app.

SMS: 
Polo Club: The gym now has a new treadmill! Swing by anytime today to try it out. Have feedback? Visit the office.

Email: 
Subject: New Treadmill in the Gym at Polo Club

Hi [Name],

Good news! We’ve added a brand-new treadmill to our gym. It’s ready for use anytime. If you have thoughts or feedback, stop by the leasing office, we’d love to hear from you.

Best,  

Your Polo Club Team

4. Send Seasonal Tips and Gentle Reminders 

Use mass messaging to prevent problems before they start: “Drip your faucets tonight to avoid freezing pipes,” or “Reminder: Pet waste cleanup is everyone’s responsibility.” You can even schedule these in advance.

SMS: 
Polo Club: Freezing night ahead, don’t forget to drip faucets overnight to protect pipes. Questions? reach us at the office, 555-555-5555.

Email: 
Subject: Winter Tip from Polo Club

Hi [Name],

A freeze warning is on the way. To avoid frozen pipes, please remember to drip your faucets overnight. It’s a small step that can save a big headache. If you notice any issue or need help, our team is here to assist.

Stay warm,  

Your Polo Club Team

5. Celebrate Life Moments 

Got birthdays or resident anniversaries? A quick note or text (even automated) goes a long way. With a message template library, it’s easy to personalize without adding more tasks.

SMS: 
Polo Club: Happy 1‑Year Anniversary at our community! Thanks for being a great neighbor. Here’s to many more wonderful years with us.

Email: 
Subject: Celebrating 1 Year at Polo Club

Hi [Name],

We’re celebrating a special milestone… your first anniversary with us. Thank you for being a valued member of our community. We look forward to many more years together. Feel welcome anytime; we’re here for you.

Warm wishes,  

Your Polo Club Team

Pro Tip: One Call Now offers the ability to add pre-built messages to a library bank so you can send at a moment’s notice, or schedule to send later. 

With a tenant mass messaging system like One Call Now by Crisis24, you can:

• Message all residents or specific groups (like one building or floor).
• Send via text, voice, and email. Residents can select how they receive it.
• Build a custom message library for quick reuse.
• Schedule messages in advance and automate what works.

One property manager saved over 300 hours a year just by replacing door flyers with mass messaging. Imagine what you could do with that time. 

Mass messaging for property management isn’t about sending more messages; it’s about sending better. With the right message, at the right time, you can improve tenant satisfaction, reduce turnover, and build stronger communities across your portfolio.

Want to try it yourself?

See how easy it is to engage your residents with One Call Now.