Property managers, if you’re feeling the pain of a slump in occupancy, you’re not alone. The good news? You don’t have to sit back and wait for traffic to roll in. You can take control. The competition is waiting for leads—you’re going to go out and find them. And guess what? With the right approach, it’s not as overwhelming as it sounds!

WHEN TO OUTREACH? Timing is Everything!

If your occupancy is low, waiting for walk-ins won’t cut it. You have to create momentum.

Early in the Year – Get ahead before peak moving season. Be the first property they hear about, and you’ll be the one they remember. Start reaching out in January and February to secure leases before the summer rush. Proactively engage with local businesses and HR reps to be included in their relocation packets.
Early in the Month – Fill that traffic pipeline before the month gets away from you. By reaching out at the beginning of the month, you get ahead of lease expirations and renewal decisions. Set up reminders for upcoming lease terms and check in with prospective tenants before their leases expire.
Early in the Day – Mornings are golden. Office staff, HR reps, and business owners are more receptive before the day gets chaotic. Outreach before noon to beat the competition. Drop off breakfast, coffee, or small tokens of appreciation to stand out.
Make it a Weekly Routine – Set a recurring event on your calendar for outreach. Outreach marketing works best when it’s consistent. If businesses and schools see you frequently, they will be more likely to refer employees or students to your property.

📅 Grab your planning calendar HERE! Inside your Spark, we offer exclusive planning tools to keep you on track and ahead of the game.

💡 Barbara’s Tip: “Do outreach marketing when nobody else is doing it. Nobody’s doing it on a Monday. Nobody’s doing it at the beginning of the month. Nobody’s doing it in those cold winter months. Do it when nobody else is doing it, and you'll get the results that nobody else is getting.”

WHERE TO OUTREACH? Build Your Network Like a Pro

Some of the best sources of qualified leads are right in your backyard. Here’s where to start and how to approach them:

Medical Offices & Clinics

Private Practices & Med Clinics – Doctors and nurses work long hours and need convenient housing nearby. Offer flyers, snack bags, or small promo items to keep your community in their minds. Build a connection with office managers who assist new hires in finding housing.
Large Hospitals – Many hospitals have relocation programs for incoming staff. Contact their HR department to be added to their housing referral list.
Cosmetic Surgeons & Specialty Clinics – These cater to high-income patients and staff who may be looking for premium apartment living. Highlight your luxury amenities and concierge-style services.

Schools & Education Professionals

Public & Private Schools – Teachers and administrative staff are always looking for affordable housing options. Offer exclusive educator discounts and incentives.
Montessori & Early Learning Centers – Staff live locally and appreciate convenience. Offer lunch-and-learns or coffee drops to introduce your property.
Colleges, Universities & Tech Schools – Partner with student housing coordinators and faculty to assist with off-campus living referrals.

Financial & Government Services

Banks & Financial Institutions – Professionals in banking often relocate and seek secure, well-located housing. Partner with HR teams and offer referral incentives.
Police & Fire Departments – Public safety professionals work in shifts, so they value quiet, well-maintained communities. Offer special discounts or reserved parking spaces.
Post Offices & Government Buildings – Government workers often have stable employment and seek convenient living arrangements. Establish relationships with HR representatives.

PEP Marketing Designs

Click to Edit in Canva. Search for Additional Designs HERE.

Driving Traffic Through Referrals

Referrals are one of the most cost-effective ways to get more leases. Here’s how to make it work:

Referral Bandit Signs – Place eye-catching signs around the community reminding residents of referral bonuses. Try playful messages like “Friends make the best neighbors!”
Referral Automation Station – Set up a referral table in common areas with flyers next to the coffee bar or mail center. Make it effortless for residents to grab and share.
Resident Anniversary Outreach – Surprise residents by dropping off referral flyers at their workplace to celebrate their move-in anniversary.
Referral Parties (BYOF – Bring Your Own Friend) – Host a social event where residents bring a friend who might be looking for a new home. Offer fun perks like giveaways or refreshments.
Exclusive Referral Club – Reward repeat referrers with special gifts, upgraded amenities, or VIP event access.

Referral Designs

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Three Quick Wins You Can Do Today To Get More Traffic

If your occupancy is struggling, you need immediate action. Do these right now and watch what happens:

Post a move-in special on Facebook Marketplace. Listings here get instant exposure to renters actively searching for homes. Refresh your posts weekly to stay at the top.
Call one local employer and ask how you can partner. Be proactive and offer them a simple way to refer employees to your community.
Drop off free coffee at a nearby business with referral cards. This small act keeps your property top-of-mind and creates an easy conversation starter.

🚀 Don’t let another month go by with empty units. Start these outreach strategies now, and you’ll see results faster than you think.