Landlord Update Email Template After a Viewing

The routine update (most weeks)

Subject: Viewing update — [Property Address]

Hi [Landlord’s first name],

A quick update from the last [X] viewings: average rating of [X]/5, with [X]% saying they’d consider applying. [One or two specific themes — e.g. “The location and parking have come up positively a few times.”]

[Optional: a recommendation or next step.]

Best,
[Your name]

This is the workhorse version — send it weekly while the property is being actively viewed, tightening to every few days in the first fortnight after listing. See our complete guide to viewing feedback for letting agents for the fuller reasoning on cadence.

The quiet-week update

A void period already worries most landlords — going quiet on top of that makes it worse, not neutral:

Hi [Landlord’s first name],

A shorter update this week — [X] viewing(s), [brief one-line summary]. Nothing new to flag beyond that, but wanted to keep you posted rather than go quiet during what I know is an anxious time with the property empty. We’ll be in touch as soon as there’s more to report.

Best,
[Your name]

Naming the void directly, rather than pretending the quiet week is neutral, reassures the landlord the agency understands what’s at stake for them specifically — not just that a generic update process is running in the background.

The rent-concern update

Once a pattern has emerged rather than a single comment, name it plainly:

Hi [Landlord’s first name],

A quick update from the last [X] viewings: average rating of [X]/5, but [X]% have independently mentioned the rent feels slightly high compared to similar properties they’ve seen nearby. That’s enough of a pattern that I think it’s worth a quick call to talk through the options — are you free [day/time]?

Best,
[Your name]

Naming the specific proportion, rather than a vague “a few people mentioned the rent,” makes the pattern read as evidence rather than opinion. See how to communicate with landlords about slow viewings for the fuller version of this conversation.

The strong-interest, no-application-yet update

Viewings going well but nobody’s actually applied is a situation worth framing carefully — it’s easy for “positive feedback” to read as more reassuring than it should:

Hi [Landlord’s first name],

Really positive feedback from the last [X] viewings — average rating of [X]/5, and [X] out of [X] said they’d consider applying. No applications through yet, but the interest is clearly there. We’re following up directly with a couple of the more engaged viewers this week to see where they’ve got to.

Best,
[Your name]

This version separates “people liked it” from “people have acted on liking it” — a landlord who only reads “really positive feedback” can end up more disappointed a week or two later if an application never comes, whereas naming the gap directly sets the right expectation from the start.

A filled-in example

Hi Priya,

A quick update from the last 5 viewings on 14 Birch Court: average rating of 4/5, with 2 of 5 saying they’d consider applying. The location near the station has come up positively a few times; 3 of 5 mentioned the £1,450 pcm rent felt slightly above what they’ve seen for similar two-beds nearby.

Given how consistently the rent’s come up, I think it’s worth a quick call this week to talk through the options.

Best,
Calum

As with vendor updates, notice what’s absent — no viewer is named, and no comment is quoted in a way that could be traced back to a specific person, which keeps the report readable as a pattern rather than a collection of individual opinions.

Why these four cover most situations

Nearly every landlord update falls into one of these shapes: steady progress, a quiet patch, an emerging rent concern, or interest that hasn’t converted yet. Having a template ready for each means the update goes out on schedule, rather than getting delayed because a mixed result feels awkward to phrase from a blank page.

Where this fits

These four templates cover the email itself. For the underlying report structure, see the landlord report template. For the full picture, see our complete guide to viewing feedback for letting agents.

If writing these by hand every week isn’t sustainable, ViewingFeedback builds the landlord report automatically from collected tenant feedback, so the update is ready to send rather than needing to be written from scratch each time.