45 Ways to Convert More Leads into Leases & Fill Your Apartment Community Faster
If your apartment traffic is slow, you’re not alone—and you’re definitely not doing anything wrong. I’ve been talking to managers across the country, and everyone is feeling the squeeze. Between aggressive renewal rates, tighter budgets, and ownership breathing down your neck for numbers, it’s no wonder occupancy is a struggle right now.
And let’s be real—they want results, but they don’t always get what it takes to make them happen. Meanwhile, you’re juggling resident issues, maintenance delays, endless emails, and about five other fires that popped up before lunch. Sound familiar?
So, how do you get more traffic in the door without losing your sanity (or working overtime for free)?
You start with what you already have.
Before we chase brand-new leads, let’s focus on the ones already sitting in your CRM—those people who’ve shown interest but haven’t toured yet. They raised their hand. They clicked. They’re looking. But something held them back. Maybe it was bad timing. Maybe they got distracted. Maybe they forgot.
Whatever the reason, they’re already halfway there. We just need to give them the right nudge.
Below are some of my favorite, practical, no-BS ways to drive traffic and get leases signed—without adding a ton of extra work to your plate. Let’s dive in.
How to Rally Your Leasing Team & Get Everyone Fired Up to Lease Apartments
Let’s be real—leasing success starts with your team. You can have the best marketing strategy in the world, but if your team is burnt out, uninspired, or just going through the motions, it’ll show in your numbers. Energy drives leases. Before we focus on getting more prospects in the door, we need to get your team fired up, engaged, and ready to close.
That means building momentum, motivation, and a little friendly competition to make leasing exciting again. Because when your team is pumped up, confident, and having fun, that energy is contagious—and prospects feel it.
Here’s how to rally your team and turn up the heat 🔥 when occupancy needs a boost.
Make Leasing Fun with Friendly Competition
“Dialing for Dollars” Power Hour – Pick a time each day when the team focuses ONLY on outreach (follow-ups, prospect calls, texts).
Make it a game: Whoever books the most tours wins a coffee, snack, or bragging rights on the leaderboard.Leaderboard & Public Recognition – Create a visual scoreboard for tours, applications, and leases. Update it daily.
Top performer of the week gets a prize (or a silly trophy to keep on their desk). Recognition goes a long way!Tour-to-Lease Conversion Challenge – Instead of just pushing tours, reward the team for conversions.
Example: If a team member turns 3 tours into 2 leases, they win a $20 gift card or a PTO hour.“Fast Five” Challenge – Every morning, each team member picks five prospects to reach out to.
No one leaves for the day without making those touches. It keeps lead follow-ups consistent and structured.Battle of the Best – Divide the team into two groups for a week-long leasing battle.
Whichever team books the most tours or closes the most leases wins a team lunch, coffee bar, or casual dress day.Spin-the-Wheel Prizes – Close a lease? Spin the prize wheel!
Include fun perks like:$10 gift card
Leave an hour early
"Boss Buys You Lunch"
Fun office privileges (wear jeans, take over the office playlist)
Daily "Hype Huddle" – Start the morning with a 10-minute team meeting to share wins, obstacles, and goals.
Keep it light, keep it motivating, and set the tone for the day!
Invest In YOURSELF & Get The Sprout Leasing Blueprint
“I use the phrase ‘so what are you thinking’ while touring our model… they lease every single time. Great tips. Thank you. My commission check thanks you.” -
Kelley [AKA Happy Leasing Agent]
A MUST-HAVE for every leasing agent in multifamily.
From goal setting, email tips, virtual and self-guided tour guidelines, social media checklists and more - the Modern Edition of The Apartment Leasing Blueprint is the ultimate survival guide for leasing professionals.
What can you expect to find in your blueprint?
Morning Checklist - What to do before the doors open
Big Three Goal Setting
Dress & Grooming Guidelines
What Will Fit in My Apartment
Neighborhood Guide
Asking the Right Questions
Telephone Techniques
Overcoming Common Objections
Ideas for Closing the Sale
Virtual and Self-Guided Tour Tips
Leasing Online & Email Etiquette
Social Media Checklist
For Leads That Haven’t Toured Yet
Send a Personalized Video Invite – Instead of another generic “schedule a tour” email, record a quick video. Call them by name, mention the floor plan they inquired about, and give them a reason to come see it in person. It doesn’t need to be fancy—just real and personal. Bonus: Most people don’t do this, so you’ll stand out!
Tour with a Treat – Bribery? Maybe. Effective? Always. Offer a free coffee, smoothie, or local treat when they visit. “Hey [Name], stop by for a tour, and your next latte is on us!” Who doesn’t love free caffeine?
Create a "Tour This Week" Perk – People procrastinate. Give them a reason to act now. “Tour this week and get $X off move-in” or “Sign within 24 hours and we’ll cover your application fee!” Just make sure it feels like a real, time-sensitive deal.
The "Last One Left" Text – FOMO is real. A simple text like, “Hey [Name], I have one last [floor plan] left at this price—want to come check it out before it’s gone?” can be the push they need. Make it feel exclusive.
Social Proof Always Wins – No one wants to feel like they’re making a risky decision. Send a quick testimonial from a new resident. “Many of our newest residents said the same thing you did: They were looking for X. Here’s why they chose [Community Name]—and why you might love it too!”
Leverage FOMO (Because It Works) – “Only TWO of this floor plan left!” Urgency without the sleaze. If they’re on the fence, knowing they might lose their spot could get them to act.
Show Them the Real Deal – Sometimes, people don’t tour because they’re still weighing their options. Make it easy with a comparison chart that highlights your perks vs. competitors. Do you have free parking? Bigger floor plans? Better pet policies? Spell it out for them.
Tie It to the Season – A little seasonal incentive goes a long way. “Beat the summer heat—sign a lease now and get a free smart fan!” or “Winter special: Cozy up with a free month of rent!” Make it feel fresh and relevant.
Sell the Lifestyle, Not Just the Apartment – If they’re still unsure, get them excited about the neighborhood. Send a “Best of the Area” guide featuring local coffee shops, dog parks, brunch spots, or hidden gems nearby. People want to love where they live—show them why they will.
Throw in a Surprise Upgrade – People love feeling like they’re getting a deal. “Tour within 48 hours and get free premium parking (or a smart lock, accent wall, whatever makes sense).” A little extra can go a long way.
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For Leads Who Toured But Didn’t Lease
They took the time to tour, so we know they’re interested. But something held them back. Maybe it was timing, maybe they’re weighing their options, or maybe they just need one last nudge. Let’s give them one!
Make It Personal – Instead of a generic “Thanks for touring!” email, reference something specific from their visit. “Hey [Name], I know you loved the pool view—let’s lock it in before it’s gone!” This makes them feel remembered and valued.
Voice Memos & Video Follow-Ups = Gold – Most follow-ups are boring and forgettable. Be different! Send a quick voice memo or video instead of another email. “Hey [Name], I wanted to personally check in because I know you loved [feature]. Let’s make it happen!” Super quick. Super personal. Super effective.
“Still Thinking About It?” Email – Instead of the usual “Just checking in,” flip it. Acknowledge their hesitation and offer a reason to act now. “Still on the fence? Totally get it! Here’s what other residents told us helped them decide, and we’d love to do the same for you.” Then, add a limited-time incentive to create urgency.
Give Them a Reason to Come Back – Invite them to an exclusive event at the community. “Join us this Saturday for a resident mixer—come meet your future neighbors!” or “Swing by for coffee & donuts, and take another look at that floor plan you loved!” No pressure, just a fun way to revisit the space.
Help Them Visualize Their Space – Maybe they’re unsure if their sectional will fit. Send them a virtual room planner or an interactive floor plan tool so they can start mentally moving in. If they can picture themselves living there, they’re halfway to signing.
Let Them Pick Their Move-In Perk – People love choices. “Pick your move-in bonus: $500 off, a free month, or a $250 Target gift card!” It makes them feel like they’re getting a deal that fits their needs.
Ask the Right Question – Sometimes, they just need a little help talking through their concerns. Instead of pushing, ask:
👉 “What’s the one thing holding you back from making a decision?”
👉 “Is there anything we can do to make this the perfect home for you?”
👉 “Would an earlier/later move-in date help?”
A simple conversation can turn hesitation into a lease.Show Them They're in Good Company – Maybe they’re worried about the neighborhood, the price, or the management. Share a real resident testimonial that speaks to their concerns:
🗣️ “I almost didn’t move in because I was worried about [X], but I’m SO glad I did!”
Let them hear from people just like them.Unit-Specific Updates = FOMO – If a unit they liked is in high demand, let them know. “Hey [Name], that top-floor unit you toured? It’s still available, but I just got two more applications on similar floor plans. Want me to hold it for you?” A little urgency can make all the difference
Break Down the Price & Perks – Maybe they’re hesitating over cost. Instead of letting them assume it’s too expensive, show them the value. “Here’s what’s included in your rent: valet trash, 24-hour gym, free parking… and ZERO hidden fees.” Help them see the full picture instead of just the price tag.
👉 Bottom line: They liked something about your community, or they wouldn’t have toured. Now it’s about reminding them why they came in the first place—and making it easy to say yes.
Which of these strategies feels like the best fit for your leasing team?
Our members are already using these strategies to turn more leads into leases—without spending hours reinventing the wheel. Want in? Start HERE
For Leads Who Said “Maybe Later”
These are the people who were kind of interested, but not ready to commit. Maybe the timing wasn’t right, maybe they got overwhelmed, or maybe they just forgot. Let’s bring them back—without being pushy.
“Life’s Too Short for Apartment Hunting” Email – A lighthearted nudge works wonders. “Still searching? Life’s too short for endless apartment hunting. Let’s find you a home you LOVE and cross this off your to-do list!” Keep it casual, fun, and non-salesy.
Pre-Lease Special (No Pressure, Just Options) – Some people aren’t ready to move now, but that doesn’t mean they won’t be later. “We’ll lock in today’s rate for your future move-in—no pressure, just options!” Give them a reason to commit now, even if they aren’t moving yet.
“Miss You” Text – A quick, low-pressure message:
📲 “Hey [Name], I haven’t heard from you in a bit! Are you still looking? Let me know if you have any questions—I’d love to help!”
A simple check-in goes a long way. Feels personal, but takes seconds to send.Future Pricing Alert (AKA FOMO in Disguise) – Nobody wants to pay more than they have to. “Heads up! Our rates are increasing soon—lock in a better deal before prices go up!” A great way to light a fire under hesitant leads.
Unit-Specific Reminder – If they toured a specific floor plan, bring it back to their attention. “Hey [Name], the [specific unit] you loved is still available! Want to take another look before it’s gone?” Sometimes, all they need is a reminder of what they liked.
Slide Into Their DMs – If you’ve engaged with them on social media, respond to a story or post instead of sending a formal message. It keeps the conversation natural: “That coffee shop looks amazing! You’ll love our area—did you know [local spot] is just a 5-minute walk from our community?” Soft sell. Big impact.
Automated 90-Day Check-In – Some leads aren’t ready now but will be later. Set a CRM reminder for a friendly follow-up in a few months to keep them in the loop.
The No-Sales Call – A simple, friendly, no-pressure call:
📞 “Hey [Name], I just wanted to check in! Are you still looking, or have you found something? No worries either way—just wanted to see how I can help.”
Takes the pressure off and opens the door for an easy convo.“Meet Your Future Neighbor” Email – Maybe they’re unsure about the vibe of the community. Introduce them to a real resident who was in their shoes:
🗣️ “[Resident Name] moved in last month and had the same concerns you did—now they’re loving it here!”
Makes it feel more like a home, less like a sales pitch.Offer a Waitlist Spot – If they’re not ready to lease now, put them on a VIP waitlist for their preferred floor plan. It makes them feel like they’re getting exclusive access.
For Leads Who Need an Extra Push
They want to lease, but something is stopping them. Let’s help them over the finish line.
Countdown Email – A little urgency = action. “Only 3 days left to claim our $500 move-in bonus—don’t miss out!” Simple, clear, and effective.
Lease-Signing Party – Make it fun, not stressful. “Join us this weekend for a special lease-signing event—food, drinks, and exclusive bonuses!” A little celebration energy makes committing feel exciting.
Payment Flexibility Options – If finances are a concern, offer solutions:
💰 “Need flexibility? We offer split deposits and payment plans to make moving easier.”
If they think they can’t afford it, show them that they can.“Final Call” Email – One last heads-up: “Last chance to lease before pricing increases on Monday!” Make it clear, make it simple, and make them act.
Leverage Their Employer – If they’re relocating for work, offer to connect with their HR about corporate housing perks. Some companies will even cover moving costs—and many renters don’t know that!
Tease a Move-In Gift – “We have a surprise waiting for you when you sign your lease this week! 🎁” It could be a gift card, a welcome basket, or a smart home upgrade. The mystery makes it fun!
Pet-Friendly Perks – If they have pets, make it about their fur baby. “We’re one of the most pet-friendly communities in town! 🐾 Move-in perks include treats for your pet AND you!” People will do more for their pets than they will for themselves.
The “Why Wait?” Email – Some people just need a reminder that it’s easy to move forward. “You’re just one step away from calling [Community Name] home. Our online application takes just 10 minutes—let’s make it official!”
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Leasing success isn’t just about having leads—it’s about knowing how to turn those leads into leases. If you’re feeling stuck, overwhelmed, or like you’re doing everything right but still not hitting your numbers, you’re not alone.
But here’s the good news: Small tweaks make a BIG impact. A well-timed follow-up, a little urgency, or a fresh approach to your outreach could be the difference between an empty unit and a signed lease.
Now, you don’t have to do this alone. We’ve got the tools, templates, and strategies to take the guesswork out of leasing and make your job way easier.