Automated Tenant Application Process

June 6, 2024

In the competitive world of property management, letting agents constantly seek ways to optimise their operations and enhance efficiency. One of the most significant pain points in this industry is the time-consuming process of tenant application management. From the moment a lead is received, letting agents often find themselves mired in an arduous and repetitive sequence of tasks involving emails, phone calls, and form submissions. However, a transformative solution exists that can save agents between 8 and 14 minutes per applicant, delivering an outstanding return on investment (ROI).

The Traditional Process: A Time Drain

The conventional tenant application process is labour-intensive and fraught with inefficiencies. It begins when a letting agent receives a lead, usually through an online inquiry or a direct phone call. The next step involves reaching out to the prospective tenant via email or phone to gather preliminary information. This initial contact can often be challenging, as tenants may not respond promptly, necessitating multiple follow-ups.

Once contact is established, the agent sends the tenant an application form to complete. This form typically requires detailed information about the tenant’s personal details, employment history, and references. Waiting for the tenant to fill out and return this form can introduce further delays, particularly if the tenant is slow to respond or if there are errors that need correction.

After receiving the completed application, the agent must manually input the data into their system, check for completeness, and often follow up with the tenant for any missing information. This repetitive and manual process not only consumes valuable time but also increases the likelihood of errors and inconsistencies.

The Automated Solution: Efficiency and Accuracy

Imagine a scenario where this entire process is streamlined and automated from start to finish. An automated tenant application system is designed to transform the way letting agents handle applications, significantly reducing the time and effort required. Here’s how it can work:

1. Lead Reception: When a lead is received, our system automatically captures the essential details and initiates the next steps without any manual intervention.

2. Automated Outreach: Instead of manually reaching out to the tenant, our system sends an automated WhatsApp to the prospective tenant, prompting them to complete the application form. This initial contact is immediate, eliminating delays and ensuring the process starts as soon as the lead is received.

3. Online Application Form: The tenant receives a link to an intuitive, user-friendly online application form. This form is designed to be easy to complete, minimising the chances of errors and incomplete submissions. The tenant can fill out the form at their convenience, and our system ensures that all required fields are completed before submission.

4. Real-Time Data Entry: As soon as the tenant submits the form, the data can be automatically entered into the letting agent’s system in real-time depending on the CRM used. This seamless integration ensures that the information is accurate and up-to-date, eliminating the need for manual data entry and the associated risks of errors.

5. Notification and Follow-Up: Once the tenant is pre-qualified by completing the form, the letting agent receives an automatic notification.

The ROI: Off the Scale

The benefits of an automated system are clear. By saving between 8 and 14 minutes per applicant, letting agents can handle more applications in less time, increasing their capacity and productivity. This time savings translates into significant cost reductions and allows agents to focus on more strategic tasks, such as building relationships with landlords and expanding their property portfolios.

Moreover, the accuracy and consistency of the automated process reduce the risk of errors and omissions, leading to higher tenant satisfaction and fewer disputes. The return on investment is truly off the scale, as cost of the system is quickly offset by the time and cost savings achieved.


For letting agents, the tenant application process has long been a source of frustration and inefficiency. However, by embracing an automated solution, agents can revolutionise their operations, saving time, reducing costs, and improving accuracy. The ROI of such a system is undeniable, making it a smart investment for any forward-thinking letting agency. Say goodbye to the tedious manual process and hello to a streamlined, efficient future.

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