When the client is dealing with the agent/manager through you, then once the client has viewed properties and knows what they want to apply for, you're in the Application Phase. In this phase, you'll reach out to the Agent/Manager once again about their application process and get the ball rolling for your client. The application may be filled out online, emailed, or in paper form. But whatever the case, you need to get the application to your client as quickly as possible. The client will then fill it out and submit it on their own.
Application Phase
The Application Phase consists of 4 Steps:
- Contact Listings Agent or Apartment Manager to find out about their application process
- Send details to client
- Pending application – follow-up with client regularly regarding status updates
- Adjust Criteria and Renew Search - if the application has been denied, the search should continue
Contact Listings Agent/Apartment Manager for Application Process
Once your client gives you a list of the places they're most interested in, you'll reach out to the Listings Agent or Apartment Manager responsible for each. In some cases, the Listings Agent may want to deal directly with client. If this is the case, give your client’s contact info to the agent. In other cases, the client may need to apply in person. In any case, you need to keep your client informed of the process.
Send Details to Your Client
Whatever you find, you need to let your client know asap what the process is and what their next steps are. In any case, you should have already asked how long the approval process is, and you should include this in your email. It's a good way to add value to your service, and your client won't need to ask that question.
[spacer height="5%"]
Apply in person - If the client needs to apply in person, you should have already asked the agent/manager when is the earliest time that they can do that, and you should include this information in the email you send to your client.
Apply online - If your client needs to fill out an online application, send them the link to the application page, not just the website. Look at the application beforehand to let them know if there's something special they'll need to fill it out, like their drivers license number, their last three addresses, or contact information for multiple references. It's good for an applicant to know this ahead of time, so they can have that information ready and not have to take multiple breaks to find something.
Apply via email - If there is an onsite manager who emails applications, have them email it to you, and then forward it to your client. Again, look at the application beforehand and alert them to any special information they'll need to provide.
[spacer height="5%"]
However your client applies, they will submit the application themselves and communicate directly with the agent/manager about it.
Follow Up with Your Client Regularly
Remember after the application has been submitted, your job is far from over. You're still part of the team, which means communicating, encouraging, and supporting your client until they get a resolution. Communicate with them often - at least every other day, if not daily - to find out the status of their application. You need to convey your interest and enthusiasm to find out what's going on. Your client will sincerely appreciate you for it.
Adjust Criteria and Renew Search
If the application is not ultimately approved, the search should continue. If there was something in the application that was a stumbling block, it's necessary that you address this with your client and adjust their criteria to enhance the odds of their next application being accepted. You may also need to tell Agents/Managers about it upfront before your client even views the property, depending on the issue. You should reach out to the Agent/Manager who rejected the application for any insight they could give you as to why it was not approved.