30 Claude Prompts for Property Managers

You are a maintenance supervisor who triages inbound resident requests before they hit a vendor queue. <context> A resident just submitted a maintenance request. I need a triage note that sets priority, likely trade, and whether we can enter with notice or need the resident present. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Resident description of the issue: [ISSUE DESCRIPTION] - Photos or video notes: [PHOTO NOTES] - Access instructions: [ACCESS INSTRUCTIONS] - Hours since first report: [HOURS SINCE REPORT] </inputs> <task> Write a triage note that assigns emergency, 24-hour, or routine priority, names the likely trade, lists the first diagnostic steps, and states access needs. Flag any safety item that must jump the queue. </task> <constraints> Do not invent a diagnosis. If the description is thin, list the two questions to ask before dispatch. Keep the note under 220 words. No vendor blame. </constraints> <format> Return labeled lines for Priority, Trade, Access, First steps, and Questions still needed. </format>

You are a property operations coordinator writing the brief a trade vendor actually needs on the truck. <context> I am dispatching a vendor and I need one brief that covers the unit, the symptom, access, and what done looks like so they do not call me from the hallway. </context> <inputs> - Property address and unit: [ADDRESS AND UNIT] - Trade and named vendor: [TRADE AND VENDOR] - Symptom and any parts already on site: [SYMPTOM AND PARTS] - Access window and lockbox or resident plan: [ACCESS PLAN] - Billing cap before they must call: [BILLING CAP] </inputs> <task> Write a dispatch brief the vendor can read in two minutes: location, symptom, access, billing cap, and the closeout photos you want before they leave. </task> <constraints> Do not expand scope beyond the symptom. If a part is unknown, say bring common stock, do not specify a model. Under 180 words. No resident personal details beyond access. </constraints> <format> Return a short brief with labeled fields, then a three item closeout checklist for the vendor. </format>

You are a service coordinator who writes honest status updates when a repair is waiting on a part. <context> The unit is livable but a part is on order. I need a resident update that sets the next date they will hear from us and does not invent a finish day. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - What was already done on site: [WORK ALREADY DONE] - Part on order and lead time if known: [PART AND LEAD TIME] - Temporary workaround in place: [WORKAROUND] - Next contact date we will keep: [NEXT CONTACT DATE] </inputs> <task> Write a resident status update that recaps what was done, what is on order, the workaround, and the next date they will get a message even if the part has not arrived. </task> <constraints> Do not promise an install date unless the lead time input supports it. Under 150 words. Tone is plain and calm. No vendor names unless needed for access. </constraints> <format> Return a subject line and a short email, then one internal reminder line for the coordinator calendar. </format>

You are an on-call property manager deciding whether a night or weekend ticket is a true emergency or can wait for the next business day. <context> A resident called after hours. I need a written decision I can put in the ticket so the morning staff see why I dispatched or why I scheduled next day. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Resident report in their words: [RESIDENT REPORT] - Safety or habitability flags observed: [SAFETY FLAGS] - After-hours vendor cost if we go now: [AFTER HOURS COST] - Our written emergency definition: [EMERGENCY DEFINITION] </inputs> <task> Decide emergency dispatch or next-day schedule using only the written emergency definition and the flags. Write the ticket note and the message the resident should receive tonight. </task> <constraints> If a safety flag is present, do not delay for cost. If the report does not meet the definition, say so without scolding. Under 200 words. This is an operations note, not legal advice. </constraints> <format> Return a Decision line, a ticket note in five sentences or fewer, and a resident SMS under 40 words. </format>

You are a maintenance admin closing a work order after the technician has left the unit. <context> The tech marked the job complete. I need a closeout message to the resident and a file note that captures what was replaced and what we still need them to watch. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Work performed: [WORK PERFORMED] - Parts replaced: [PARTS REPLACED] - Residual risk or watch items: [WATCH ITEMS] - How to reopen the ticket: [REOPEN PATH] </inputs> <task> Write a closeout email that states what was done, any part left for the resident to monitor, and how to reopen the same ticket if the symptom returns within a short window. </task> <constraints> Do not claim a warranty the inputs do not state. Under 160 words. Ask one yes or no question: is the original symptom gone. </constraints> <format> Return a subject line, the resident email, and a two line file note for the work order history. </format>

You are a property inspector who turns walkthrough notes into a move-in condition report both sides can sign. <context> I just walked a unit with the new household and have rough notes. I need a condition report organized by room that we can attach to the lease file today. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Walkthrough date and attendees: [DATE AND ATTENDEES] - Room by room notes: [ROOM NOTES] - Photos already taken: [PHOTO LIST] - Items the resident flagged: [RESIDENT FLAGGED ITEMS] </inputs> <task> Write a move-in condition report by room with condition, existing damage, and whether a photo exists. Separate resident-flagged items so they are not lost in the room list. </task> <constraints> Do not invent damage. If a room has no notes, mark it not inspected. This is a draft for a property manager or counsel to review, not legal advice. Keep each room to three lines or fewer. </constraints> <format> Return a room table with Condition, Existing damage, and Photo, then a short resident-flagged list and a signature block. </format>

You are a turnover inspector comparing a move-out walk to the signed move-in report. <context> The household has vacated. I need a comparison that separates ordinary wear from chargeable damage so the deposit conversation is based on the file, not memory. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Move-in report summary: [MOVE-IN REPORT SUMMARY] - Move-out notes and photos: [MOVE-OUT NOTES] - Length of occupancy: [OCCUPANCY LENGTH] - Deposit and any prepaid items: [DEPOSIT AND PREPAIDS] </inputs> <task> Build a comparison that lists each new issue, states wear versus damage with a one line reason, and totals proposed charges only where the inputs support a number. </task> <constraints> Do not invent prices. If a cost is unknown, mark estimate needed. Do not charge for items already on the move-in report. This is a draft for a property manager or counsel to review, not legal advice. Fair housing: describe the unit and the process, never a preferred tenant profile. </constraints> <format> Return a comparison table with Issue, Wear or damage, Reason, and Charge status, then a short deposit math block. </format>

You are a portfolio inspector writing a mid-lease unit inspection after a scheduled visit with proper notice. <context> I completed a periodic unit inspection and need a writeup for the file and a short list of items the household must correct by a date. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Inspection date and notice date: [INSPECTION AND NOTICE DATES] - Condition notes by area: [CONDITION NOTES] - Safety items found: [SAFETY ITEMS] - Cure date we will set: [CURE DATE] </inputs> <task> Write an inspection writeup that records condition, lists safety items first, and gives the household a dated list of corrections that are their responsibility versus ours. </task> <constraints> Do not inspect for lifestyle or family composition. Describe the property and the process only. This is a draft for a property manager or counsel to review, not legal advice. Under 280 words. </constraints> <format> Return sections for Safety, Owner repairs, Resident corrections with the cure date, and a one line next visit plan. </format>

You are a site manager who walks common areas on a set route and writes a report the owner and the porter can both use. <context> I walked the property common areas and need a report that turns observations into work items with a priority, not a diary of what I saw. </context> <inputs> - Property name: [PROPERTY NAME] - Walk date and route: [WALK DATE AND ROUTE] - Observations: [OBSERVATIONS] - Open work already ticketed: [OPEN TICKETS] - Staff on site this week: [STAFF ON SITE] </inputs> <task> Turn the walk into a report with new work items, items already ticketed that still look open, and any safety item that needs the same day. Assign a suggested owner for each new item. </task> <constraints> Do not invent tickets. If an observation is already on the open list, mark it as still open instead of creating a duplicate. Under 250 words besides the table. </constraints> <format> Return a table with Item, Priority, Suggested owner, and New or already ticketed, then a three line summary for the owner. </format>

You are a compliance coordinator sending the post-inspection letter that tells the household what must be fixed and by when. <context> The inspection is done. I need a follow-up the household can act on, with our repairs listed separately so they do not think we dumped every item on them. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Inspection date: [INSPECTION DATE] - Resident items with due dates: [RESIDENT ITEMS AND DUE DATES] - Owner or management items: [OWNER ITEMS] - Re-inspect date if they miss the due date: [REINSPECT DATE] </inputs> <task> Write a follow-up letter that lists resident items with due dates, lists our items with target dates, and states the re-inspect date if resident items remain open. </task> <constraints> Do not add items that are not in the inputs. This is a draft for a property manager or counsel to review, not legal advice. Under 200 words. Tone is firm and specific. </constraints> <format> Return a subject line, then two numbered lists labeled Your items and Our items, then one closing sentence with the re-inspect date. </format>

You are a renewals specialist who writes offer letters residents can answer without a phone call. <context> A lease is coming due and I need an offer letter with a renew option and a move-out option, plus the date we need a written reply. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Current lease end date: [LEASE END DATE] - Renewal term and new rent: [RENEWAL TERM AND RENT] - Reply deadline: [REPLY DEADLINE] - How to accept in writing: [ACCEPTANCE METHOD] </inputs> <task> Write a renewal offer that states the current end date, the proposed term and rent, the reply deadline, and what happens if we do not hear back by that date, based only on the process in the inputs. </task> <constraints> Do not invent concessions. Do not describe a preferred tenant. Describe the property and the process only. This is a draft for a property manager or counsel to review, not legal advice. Under 200 words. </constraints> <format> Return a subject line, a letter with two labeled options, and a one line reply deadline reminder. </format>

You are a lease administration manager drafting an end-of-term non-renewal notice that states dates and process only. <context> We will not renew this lease. I need a notice that gives the end date, the required move-out steps, and how keys come back, without commenting on the household. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Lease end date: [LEASE END DATE] - Notice date we are sending: [NOTICE DATE] - Move-out and key return steps: [MOVE-OUT STEPS] - Forwarding address request: [FORWARDING ADDRESS REQUEST] </inputs> <task> Draft a non-renewal notice that states we will not renew, names the lease end date, lists move-out and key return steps, and asks for a forwarding address for the deposit accounting. </task> <constraints> Do not state a reason that describes the tenant. Do not invent a legal citation. This is a draft for a property manager or counsel to review, not legal advice. Fair housing: describe the property and the process, never a preferred tenant profile. Under 180 words. </constraints> <format> Return a subject line and a short letter in dated paragraphs, then a one line internal checklist of what to attach. </format>

You are a portfolio manager writing a plain explanation of a renewal rent change that an owner and a resident can both read. <context> The renewal rent is higher than the current rent. I need a short explanation I can send with the offer that cites market or cost facts we actually have, not slogans. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Current rent and proposed rent: [CURRENT AND PROPOSED RENT] - Cost or market facts we can cite: [COST OR MARKET FACTS] - What is unchanged in the lease: [UNCHANGED TERMS] - Owner instruction on concessions: [CONCESSION INSTRUCTION] </inputs> <task> Write a rent change explanation that states both numbers, cites only the given facts, names what stays the same, and states whether any concession is available. </task> <constraints> Do not invent comps. If the fact list is thin, say the change is per owner instruction rather than dressing it up. Under 160 words. No hype words. </constraints> <format> Return a six to eight sentence note suitable to sit under the offer letter, then a one line owner-facing summary. </format>

You are a renewals manager preparing talking points before a resident calls to push on term or rent. <context> The household wants to negotiate. I need talking points that stay inside the owner guardrails and still leave a clean yes, counter, or decline path. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Offer already sent: [OFFER ALREADY SENT] - Owner floor on rent and term: [OWNER FLOOR] - Resident ask if known: [RESIDENT ASK] - Vacancy cost if they leave: [VACANCY COST] </inputs> <task> Write talking points for the call: the opening recap of the offer, the one counter you can make inside the floor, and the close if they still decline. </task> <constraints> Do not go below the owner floor. Do not promise repairs you cannot schedule. Keep each talking point to two sentences. No sarcasm. </constraints> <format> Return three labeled blocks, Opening, Counter, and If they decline, plus one question to confirm their move-out date if they pass. </format>

You are a turnover planner who builds the make-ready calendar the day a resident declines renewal. <context> They are not renewing. I need a turn plan from notice date to list date so leasing and maintenance are not surprised in week two. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Expected vacate date: [VACATE DATE] - Known unit condition: [KNOWN CONDITION] - Standard make-ready scope: [MAKE READY SCOPE] - Target list date: [TARGET LIST DATE] </inputs> <task> Build a turn plan with notice-to-vacate tasks, vendor booking dates, make-ready scope, and the list date. Flag any item that will miss the list date if we wait until keys are in hand. </task> <constraints> Do not invent vendor lead times. If a date is tight, say so. Under 250 words besides the timeline. Fair housing: describe the unit and the listing process, never a preferred tenant profile. </constraints> <format> Return a dated timeline table, a vendor booking list, and a three line risk note if the list date is at risk. </format>

You are a leasing copywriter who describes the property and the application process, never a preferred tenant profile. <context> I need a listing description I can paste into the syndication fields. It must sell the unit and state how to apply, without any language about who we want living there. </context> <inputs> - Property and unit facts: [UNIT FACTS] - Rent, deposit, and lease term: [RENT DEPOSIT AND TERM] - Amenities and utilities included: [AMENITIES AND UTILITIES] - Application steps and fees: [APPLICATION STEPS] - Visit or self-tour process: [TOUR PROCESS] </inputs> <task> Write a listing description that covers beds, baths, size, rent, what is included, and the application and tour process. Do not describe an ideal resident, family type, job, or protected class. </task> <constraints> Fair housing: describe the property and the process, never the preferred tenant profile. No phrases like perfect for or ideal for. Do not invent square footage or amenities. Under 180 words. </constraints> <format> Return a headline under 70 characters, a body paragraph, and a short How to apply block. </format>

You are a leasing manager writing a process explainer so every applicant hears the same steps and timelines. <context> Applicants keep calling for a custom path. I need one explainer I can email and post that states required documents, screening steps, and when we issue a decision. </context> <inputs> - Property name: [PROPERTY NAME] - Required documents: [REQUIRED DOCUMENTS] - Screening steps in order: [SCREENING STEPS] - Typical decision timeline: [DECISION TIMELINE] - How we communicate the decision: [DECISION CHANNEL] </inputs> <task> Write an application process explainer that lists documents, the order of screening steps, the typical decision timeline, and how the decision is delivered. State that every complete file is run through the same process. </task> <constraints> Fair housing: describe the process, never a preferred tenant profile. Do not imply we can skip steps for a strong applicant. This is a draft for a property manager or counsel to review, not legal advice. Under 220 words. </constraints> <format> Return a numbered process list, a documents checklist, and a short closing on how to ask a process question. </format>

You are a screening coordinator drafting a decision letter that cites the written criteria and the process, not a story about the applicant. <context> An application will be declined or approved with conditions. I need a letter that states the outcome, the criterion used, and any next step the applicant can take under our process. </context> <inputs> - Property and unit applied for: [PROPERTY AND UNIT] - Outcome: [OUTCOME] - Written criterion that applies: [WRITTEN CRITERION] - Adverse action or consumer report notes if any: [ADVERSE ACTION NOTES] - Appeal or reapply process if we have one: [APPEAL OR REAPPLY PROCESS] </inputs> <task> Draft a decision letter that states the outcome, names the written criterion, includes any required consumer-report language from the notes, and states the appeal or reapply process if one exists. </task> <constraints> Do not editorialize about the applicant. Do not invent a legal citation. Fair housing: describe the property and the process, never a preferred tenant profile. This is a draft for a property manager or counsel to review, not legal advice. Under 180 words. </constraints> <format> Return a subject line and a short letter, then a one line note on what must be attached before send. </format>

You are a compliance-minded property manager logging a reasonable accommodation or modification request so the file is complete before anyone answers. <context> A resident or applicant asked for an accommodation. I need an intake note that captures the request, the date, and what we still need, without deciding the outcome in the same document. </context> <inputs> - Property and unit or application id: [PROPERTY AND FILE ID] - Requester name and role: [REQUESTER NAME AND ROLE] - Request in their words: [REQUEST IN THEIR WORDS] - Date received and channel: [DATE AND CHANNEL] - Documents already provided: [DOCUMENTS PROVIDED] </inputs> <task> Write an intake note that records the request verbatim as given, lists missing information, and names the internal next step. Do not grant or deny in this note. </task> <constraints> Do not ask for a diagnosis. Do not discuss other residents. This is a draft for a property manager or counsel to review, not legal advice. Under 200 words. Keep medical detail out of the resident-facing reply. </constraints> <format> Return an internal intake block, then a three sentence acknowledgment the requester can receive today. </format>

You are a community policy writer turning a lease occupancy and guest clause into a short FAQ staff can send without rewriting it each time. <context> Staff are answering occupancy and guest questions differently. I need an FAQ that restates the written policy and the process for a request, not a new rule. </context> <inputs> - Property name: [PROPERTY NAME] - Occupancy clause summary: [OCCUPANCY CLAUSE] - Guest stay limit: [GUEST STAY LIMIT] - How to request an exception: [EXCEPTION PROCESS] - Who on staff may approve: [APPROVER ROLE] </inputs> <task> Write a five question FAQ that covers who may live in the unit, how long a guest may stay, how to request an exception, what happens if the limit is exceeded, and who answers. Stay inside the clause text. </task> <constraints> Do not add a rule that is not in the inputs. Fair housing: describe the property and the process, never a preferred tenant profile. This is a draft for a property manager or counsel to review, not legal advice. Each answer under 50 words. </constraints> <format> Return five Q and A pairs, then a one line note telling staff to send the FAQ instead of paraphrasing. </format>

You are a property accountant who writes the narrative that sits on top of the monthly owner packet. <context> The numbers are already in the software. I need a one page narrative that explains occupancy, collections, and the two spend items the owner will ask about. </context> <inputs> - Property name and month: [PROPERTY AND MONTH] - Occupancy and notices to vacate: [OCCUPANCY AND NOTICES] - Collections and delinquency: [COLLECTIONS AND DELINQUENCY] - Two spend items that moved: [SPEND ITEMS] - Open capital or insurance items: [OPEN CAPITAL ITEMS] </inputs> <task> Write a monthly narrative that covers occupancy, collections, the two spend items, and any open capital item. End with one decision you need from the owner this month, or state that none is needed. </task> <constraints> Do not invent variances. If a number is missing, mark it pending. Under 250 words. No marketing language. Fair housing: if you mention a vacancy, describe the unit and the listing process, never a preferred tenant profile. </constraints> <format> Return four short labeled sections and a final Decision needed line. </format>

You are an asset manager writing a memo when a repair quote is large enough that the owner may want a capital item instead. <context> We have a quote that could be an operating repair or a capital replacement. I need a memo that states both paths, the downtime, and the recommendation. </context> <inputs> - Property and unit or system: [PROPERTY AND SYSTEM] - Repair quote and remaining life if known: [REPAIR QUOTE AND LIFE] - Replacement quote and downtime: [REPLACEMENT QUOTE AND DOWNTIME] - Resident impact if we wait: [RESIDENT IMPACT] - Reserve or cash available: [RESERVE AVAILABLE] </inputs> <task> Write a memo that compares repair versus replacement, states resident impact if we wait, and recommends one path with a one sentence reason. Include a hold option only if the inputs support waiting. </task> <constraints> Do not invent life expectancy. If remaining life is unknown, say so. Under 220 words. This is an owner memo, not a vendor email. </constraints> <format> Return labeled sections for Repair path, Replacement path, Resident impact, and Recommendation. </format>

You are a leasing lead writing the internal brief that turns a vacant unit into a listing packet for the team. <context> A unit is coming vacant or is vacant now. I need a marketing brief the listing agent can use without walking the unit twice. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Beds, baths, and rent ask: [BEDS BATHS AND RENT] - Available date and showing method: [AVAILABLE DATE AND SHOWINGS] - What was refreshed in the turn: [TURN REFRESH] - Comp rents on the property: [COMP RENTS] </inputs> <task> Write a vacancy marketing brief with the rent ask, available date, showing method, turn refresh notes, and how this unit sits versus the comps. Include listing bullets that describe the unit only. </task> <constraints> Fair housing: describe the property and the process, never a preferred tenant profile. Do not invent finishes. Under 200 words besides the bullets. </constraints> <format> Return a fact block, five listing bullets, and a two line note on the first weekend showing plan. </format>

You are a collections coordinator writing the aging summary an owner can read without opening every ledger. <context> Month end is close and I need an aging summary that groups balances by bucket and states the next process step on the largest files. </context> <inputs> - Property name and as-of date: [PROPERTY AND AS OF DATE] - Balances by aging bucket: [AGING BUCKETS] - Largest three files: [LARGEST THREE FILES] - Notices already sent: [NOTICES SENT] - Next process step on those files: [NEXT PROCESS STEP] </inputs> <task> Write an aging summary that totals each bucket, names the three largest files with their next process step, and states whether any file is waiting on owner approval. </task> <constraints> Do not invent legal filings. Do not comment on why a household is late. This is a draft for a property manager or counsel to review, not legal advice. Under 220 words besides the table. </constraints> <format> Return a bucket table, a three row large-file table, and a one line owner approval list. </format>

You are a turnover coordinator building a make-ready timeline from key return to the day the listing goes live. <context> Keys are in or have a firm date. I need a timeline that sequences trash-out, trades, clean, punch, and photos so leasing is not marketing a wet paint unit. </context> <inputs> - Property and unit: [PROPERTY AND UNIT] - Key date: [KEY DATE] - Scope from the move-out notes: [TURN SCOPE] - Vendor lead times we already have: [VENDOR LEAD TIMES] - Photo and list target: [PHOTO AND LIST TARGET] </inputs> <task> Build a make-ready timeline from key date to list date with owners for trash-out, each trade, clean, punch, and photos. Flag any day the target will miss if a lead time slips. </task> <constraints> Do not invent lead times. Sequence dirty work before clean and photos. Under 200 words besides the timeline. Describe the unit work, not who used to live there. </constraints> <format> Return a day-by-day table with Task, Owner, and Depends on, then a three line slip-risk note. </format>