Arrange tenant visits without leaving access unclear

Identify one contact who can speak with the person showing the home. If you are not nearby, ask the local contact what help they can provide before sharing their details. Make clear which questions must still come back to you.

Tell our team whether the home is vacant or occupied. If someone lives there, include them in the access discussion and ask which times are suitable. Owning the property does not make an unconfirmed visit convenient for everyone using the home.

Confirm the proposed time, number of visitors and who will attend to show the rooms. Ask what the prospective tenant needs to inspect so that any special access request can be discussed in advance.

Explain any spaces that cannot be seen on that occasion and whether another arrangement would be needed. Ask visitors to seek permission before taking photographs. Do not leave keys or private access codes in general messages to make an uncertain appointment easier.

Use the agreed contact to pass on a cancellation or a timing change. Keep the new arrangement visible to the person showing the home. If the appointment is no longer confirmed, say so rather than allowing an earlier message to stand.

After the visit, separate feedback from a tenant’s proposed arrangement. Collect questions about rent, included items or moving dates and decide who can answer each one. A clear visit plan helps the discussion continue without promising a tenant or a start date.