Property managers on email: answer tenants and log repairs
Property managers get the same tenant emails every week: when is rent due, who do I call about the boiler, can I get a parking permit. An AI agent can answer from your tenancy notes in your own mailbox, collect the details of every repair, and pass emergencies and disputes to a person.
What customers ask on Email
- My boiler is not working. Who do I contact?
- When is rent due, and what are the bank details?
- Can I have a pet in the flat?
- How do I give notice?
- When will I get my deposit back?
An example conversation
This illustration shows a tenant reporting a repair by email. Names and details are examples.
| Who | Message |
|---|---|
| Ahmed | Hi, the bathroom extractor fan has stopped working in Flat 4. |
| AI agent | Thanks for letting us know, Ahmed. Could you send a photo of the fan and say when you are usually home? I will log the repair and our contractor will contact you to arrange a visit. |
| Ahmed | [photo] Weekdays after 5pm |
| AI agent | Logged as repair 2041 for Flat 4. The contractor will call you within 2 working days. If there is a leak or any electrical smell, call our emergency line on the number in your tenancy pack. |
What the agent answers
- Rent dates, how to pay and where tenancy documents are.
- Logging repairs with photos, access times and urgency.
- House rules: pets, parking, bins, notice periods.
- Viewing requests for flats that are coming free.
What it always hands to you
- Emergencies such as leaks, no heating in winter or gas smells.
- Rent arrears, deposit disputes and notices.
- Complaints about neighbours or landlords.
One email at a time, in the tenant's thread
Spaces sends one email at a time to one person from your own mailbox, and keeps replies in the tenant's thread. That suits repairs and questions. It is not for sending notices to every tenant at once, which belongs in your property software.
The Email limits that matter here
| Limit | Spaces limit per Email account |
|---|---|
| Messages | Up to 80 a day |
| Gap between messages | At least 30 seconds |
| New conversations you start | 8 an hour, 40 a day |
A new chat here is a new email thread. Replies on a thread someone started are not held back by the warm-up. Spaces sends one email at a time to one person, never bulk email.
Set it up in an afternoon
- Write tenancy notes per building: rent, rules, contractors and the emergency line.
- Connect your mailbox: Gmail, Outlook or IMAP.
- Connect your AI agent, and your property software if it uses one.
- Tell it what counts as an emergency and who to alert.
- Have it draft replies for review in the first week, then turn on sending.
Who you message
Pricing
FAQ
Can it log repairs in my property software?
Yes, if your AI agent connects to it. Otherwise it collects the details in the email thread for your team.
Can it chase late rent?
It can send a polite reminder in your wording to a tenant who is late. Arrears and notices stay with a person.
What about tenants who message on WhatsApp?
Connect that number too. Each channel is its own account, and the agent answers on both.