40 ChatGPT Prompts for Australian Property Managers (2026)

40 ChatGPT Prompts for Australian Property Managers (2026)

Property managers spend a significant portion of their day writing — emails to tenants, reports for owners, notices to tradespeople, and documentation for compliance. ChatGPT can handle the drafting so you can focus on the decisions.

These 40 prompts are designed for Australian property managers. Copy them directly into ChatGPT, adjust the details in brackets, and review before sending. Always verify that any statutory language complies with the relevant state or territory Residential Tenancies Act.

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How to Use These Prompts

Paste the prompt into ChatGPT (free at chat.openai.com, or ChatGPT Plus for GPT-4o). Replace the text in [brackets] with your specific details. Review the output, adjust the tone to match your agency's style, and check any compliance-sensitive content against the relevant legislation.

For best results, start your session with a context prompt: "You are a professional property manager at an Australian real estate agency. All communications should be professional, clear, and compliant with Australian tenancy legislation. My agency is called [Agency Name] and we manage residential properties in [State]."

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Tenant Communication Prompts

1. Maintenance request acknowledgement "Draft a professional email acknowledging a tenant's maintenance request for [describe issue, e.g. a leaking tap in the kitchen]. Include that we will arrange a tradesperson within [timeframe] and will provide an update once the appointment is confirmed."

2. Routine inspection reminder "Write a routine inspection reminder notice for a tenant at [property address]. The inspection is scheduled for [date] at [time]. Include that we will be inspecting all rooms and the exterior, and that they are welcome to be present."

3. Lease renewal offer "Draft a lease renewal offer letter for a tenant whose lease expires on [date]. The new lease term is [duration] at a rent of $[amount] per week. Include a deadline for the tenant to respond."

4. Rent increase notice "Write a rent increase notice for a tenant at [property address]. The current rent is $[amount] per week. The new rent will be $[amount] per week, effective from [date]. Ensure the notice period complies with [state] tenancy legislation."

5. Arrears first notice "Draft a professional first arrears notice for a tenant who is [number] days behind in rent. The outstanding amount is $[amount]. Include the payment options available and a deadline to bring the account up to date."

6. Entry notice for repairs "Write an entry notice for a tenant at [property address]. We need to access the property on [date] at [time] to [reason, e.g. carry out repairs to the hot water system]. Include the required notice period for [state]."

7. Lease expiry — no renewal "Draft a professional letter to a tenant advising that their lease will not be renewed at the end of the current term on [date]. Include the required notice period and the process for vacating the property."

8. Bond claim explanation "Write a professional email to a tenant explaining that we are making a claim against their bond for [reason, e.g. cleaning and minor repairs]. Include the amount being claimed and the process for disputing the claim if they disagree."

9. Welcome letter for new tenant "Draft a welcome letter for a new tenant moving into [property address] on [date]. Include key contacts, how to submit maintenance requests, bin collection days, and any important property-specific information."

10. Response to tenant complaint "Write a professional response to a tenant who has complained about [issue, e.g. noise from neighbouring property]. Acknowledge their concern, explain what steps we are taking, and set expectations for resolution."

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Maintenance and Trades Prompts

11. Job description for tradesperson "Write a clear job description for a plumber to attend [property address] to [describe issue, e.g. repair a leaking tap under the kitchen sink]. Include access instructions and the tenant's contact details."

12. Follow-up to tradesperson "Draft a follow-up message to a tradesperson who was scheduled to attend [property address] on [date] but has not confirmed completion. Request an update on the status of the job."

13. Maintenance update to tenant "Write an email to a tenant at [property address] updating them that the [maintenance issue] has been attended to by our tradesperson. Include any follow-up actions if applicable."

14. Maintenance update to owner "Draft a brief maintenance update for an owner whose property at [address] required [describe work]. Include the tradesperson used, the cost, and whether any further work is required."

15. Urgent maintenance notice "Write an urgent entry notice for a tenant at [property address]. We need to access the property immediately to address [urgent issue, e.g. a burst pipe]. Include that this is an emergency and we will be attending as soon as possible."

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Owner Communication Prompts

16. Monthly owner report introduction "Write the introduction section of a monthly owner report for a property at [address]. The property is currently tenanted at $[amount] per week. This month's highlights include [key points, e.g. routine inspection completed, no maintenance issues]."

17. Vacancy update to owner "Draft an update email to an owner whose property at [address] has been vacant for [number] days. Include the marketing activity undertaken, the number of enquiries received, and the recommended next steps."

18. Lease renewal recommendation "Write a recommendation email to an owner suggesting a lease renewal for their tenant at [address]. Include the current rent, the proposed new rent, and the reasons for the recommendation."

19. Maintenance approval request "Draft an email to an owner requesting approval to carry out [maintenance work] at [property address]. Include the tradesperson quote of $[amount] and the reason the work is required."

20. Annual portfolio review summary "Write an annual portfolio review summary for an owner with [number] properties. Include the total rent collected, any maintenance expenditure, current market rents for comparable properties, and recommendations for the coming year."

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Compliance and Documentation Prompts

21. Routine inspection report summary "Write a professional routine inspection report summary for a property at [address] inspected on [date]. The property was found to be in [condition, e.g. good/fair] condition. Note the following observations: [list key observations]."

22. Breach notice — rent arrears "Draft a formal breach notice for a tenant at [address] who is [number] days in arrears of $[amount]. Include the required remedy period under [state] tenancy legislation and the consequences of non-compliance."

23. Breach notice — property damage "Write a breach notice for a tenant at [address] regarding [describe damage, e.g. unauthorised modifications to the property]. Include the required remedy and the timeframe for compliance."

24. Vacating checklist email "Draft an email to a tenant who is vacating [property address] on [date]. Include the vacating checklist, the bond refund process, key return instructions, and the final inspection process."

25. Condition report cover letter "Write a cover letter to accompany a condition report being sent to a new tenant at [address]. Explain the importance of reviewing the report carefully, the process for noting any discrepancies, and the deadline for returning the signed report."

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Marketing and Vacancy Prompts

26. Rental listing description "Write a compelling rental listing description for a [number]-bedroom, [number]-bathroom [property type] at [suburb]. Key features include [list features, e.g. renovated kitchen, double garage, close to schools]. The weekly rent is $[amount]."

27. Social media post for vacancy "Write a social media post for a rental vacancy at [suburb]. The property is a [describe property] available from [date] at $[amount] per week. Include a call to action to register for an inspection."

28. Email to prospective tenants "Draft a professional email to prospective tenants who have registered for an inspection at [address] on [date] at [time]. Include parking instructions, what to bring to the inspection, and the application process."

29. Application decline email "Write a professional email declining a rental application for [property address]. Do not include the reason for the decision. Thank the applicant for their interest and wish them well in their search."

30. Application approval email "Draft an approval email for a successful rental applicant for [property address]. Include the next steps — lease signing, bond payment, and key collection — and the timeline for each."

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Difficult Situations Prompts

31. Response to aggressive tenant "Write a calm, professional response to a tenant who has sent an aggressive email about [issue]. Acknowledge their frustration, outline the steps being taken to resolve the issue, and set clear expectations."

32. Mediation request letter "Draft a letter to a tenant requesting mediation through [state] tenancy tribunal regarding [dispute, e.g. bond claim]. Include the relevant tribunal details and the process for lodging a dispute."

33. Abandoned property notice "Write a notice to be placed at a property that appears to have been abandoned by the tenant. Include the required contact information and the process under [state] tenancy legislation."

34. Neighbour complaint response "Draft a professional response to a neighbour who has complained about a tenant at [address] regarding [issue, e.g. noise, parking]. Acknowledge the complaint, explain that we will investigate, and provide a contact for follow-up."

35. Owner dispute response "Write a professional response to an owner who is disputing [issue, e.g. a maintenance expense]. Acknowledge their concern, explain the decision-making process, and outline the options available."

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Business Development Prompts

36. New management proposal introduction "Write the introduction section of a property management proposal for a prospective owner with a property at [address]. Include our agency's key points of difference and the services included in our management fee."

37. Referral thank you email "Draft a thank you email to a client who has referred a new owner to our agency. Include a brief update on the referred property and express genuine appreciation for their support."

38. Annual client satisfaction survey introduction "Write the introduction email for an annual client satisfaction survey being sent to all owners in our portfolio. Explain the purpose of the survey and how the feedback will be used."

39. Market update newsletter "Write a market update newsletter for property owners in [suburb/area]. Include current vacancy rates, average rental prices for comparable properties, and any relevant legislative changes affecting landlords."

40. End of financial year summary "Draft an end of financial year summary email to all owners in our portfolio. Include a reminder to provide their property management statements to their accountant, key tax deductions available to property investors, and our contact details for any queries."

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Tips for Better Results

The prompts above are starting points. For consistently better output:

• Add context: Tell ChatGPT your state, agency name, and the tenant's situation before using a prompt
• Specify tone: Add "professional and empathetic" or "firm but respectful" to get the right register
• Request alternatives: Ask for two or three versions and choose the best
• Always review: AI drafts require human review — check for accuracy, compliance, and tone before sending