first-time rental from out-of-state

Nashville, Tennessee
Managing Your Property
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first-time rental from out-of-state

Vivien H.Pro Member
New to Real Estate · Bay Area, CA · Member since 2024 · 6 posts · 3 votes

Hi everyone, 

I am a new out-of-state investor and I'm currently diving into the management and rental of our property. We just recently bought our first Duplex in Nashville and just listed both units on Zillow and will also list on Facebook marketplace within the next days. 
After only a few days we received the first messages via Zillow Rental Manager from people who asked to see the units. 
I did reply through Zillow Rental Manager, but haven't heard back from them since. 
My questions are:
Is Zillow Rental Manager a good tool to communicate with potential tenants? What would be a good alternative for an applicant to get in touch with me if not through the Zillow portal? 
Like I mentioned, I am new in the game and would love to hear from experienced investors and property managers how they handle things, especially if they live out-of-state.
Thanks in advance. Every tip and every piece of advice is much appreciated.
Vivien

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Jaron WallingPro Member
Rental Property Investor · Indianapolis, IN · Member since 2018 · 4k+ posts · 4k+ votes
9mo

@Vivien H. How much experience do you have and are you self managing the property?

If you're leveraging Zillow to manage your rental from OOS don't do it. Zillow is good for the initial contact with prospective tenants, but beyond that we don't use it. Prospective tenants need to jump a hurdle or two, pay for a none refundable background check, and set up an account with PM software. You can do that by leveraging other systems like Innago, Buildium, TurboTenant, or Propertyware. They each have pros and cons. We're using Innago and have no complaints. 

If this stuff feels overwhelming I encourage you to speak with a few local PM companies.  

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  • Jaron WallingPro Member
    Rental Property Investor · Indianapolis, IN · Member since 2018 · 4k+ posts · 4k+ votes
    9mo

    @Vivien H. How much experience do you have and are you self managing the property?

    If you're leveraging Zillow to manage your rental from OOS don't do it. Zillow is good for the initial contact with prospective tenants, but beyond that we don't use it. Prospective tenants need to jump a hurdle or two, pay for a none refundable background check, and set up an account with PM software. You can do that by leveraging other systems like Innago, Buildium, TurboTenant, or Propertyware. They each have pros and cons. We're using Innago and have no complaints. 

    If this stuff feels overwhelming I encourage you to speak with a few local PM companies.  

    4Reply
  • Nicholas L.Pro Member
    Flipper/Rehabber · Pittsburgh · Member since 2018 · 6k+ posts · 5k+ votes
    9mo

    @Vivien H.

    i was going to ask the same question @Jaron Walling had - are you trying to do this entirely remotely and solely using Zillow?  I'd use an agent or PM to get it rented out.  it will cost money but be worth it.

    or fly there and hold an open house and review applications yourself.

    the more hands-on you can be the better.

    i hope this helps - or if we're not understanding correctly just let us know.

    0Reply
  • Vivien H.Pro Member
    OP
    New to Real Estate · Bay Area, CA · Member since 2024 · 6 posts · 3 votes
    9mo

    Thank you Nicholas and Jaron, that's already very helpful. 
    I do have experiences renting a property, but not in the States. Will talk to my agent and see if he can be of help here. In the future I would like to manage it myself, but I definitely need some help to get started. Thanks.

    0Reply
  • Danny Gonzalez
    Real Estate Broker · Member since 2024 · 134 posts · 62 votes
    9mo

    @Vivien H. This is very common. Prospects will often reach out through Zillow and then go quiet. It’s similar to Facebook Marketplace where people send “I’m interested” and then disappear once they move on or get distracted.

    Knowing that, here are a few tactics that should help increase responses and ultimately land a qualified tenant:

    1. Move the conversation off Zillow when possible.

    If a phone number is provided, text them. Messages inside Zillow tend to have lower open and response rates compared to calls or texts.

    2. Speed to lead matters more than most people realize.

    Try to respond within a few minutes if you can. Many studies show that faster response times dramatically increase the chance of getting a reply, especially with rental inquiries.

    3. Follow up more than you think you need to.

    Most prospects are browsing listings while at work, on break, or in passing. They may send an initial message and then get busy. A consistent, systemized follow-up process (10+ touches over time) makes a big difference.

    That said, make sure you have clear screening criteria in place. A vacant property is almost always better than filling it with an unqualified tenant. And of course, always stay compliant with Fair Housing laws.

    For context, I live in Miami but invest out of state and run a property management company in Birmingham, AL. Even if I didn’t own a PM company, I would still hire a good one. An experienced property manager with solid systems is often worth the cost, especially for out-of-state owners.

    Hope that helps. Best of luck with your first rental.

    1Reply
  • Jaron WallingPro Member
    Rental Property Investor · Indianapolis, IN · Member since 2018 · 4k+ posts · 4k+ votes
    9mo

    Like @Danny Gonzalez mentioned you need to move conversations off Zillow as soon as possible. The initial contact, pre-screening, and time-line to complete an application says a lot about prospective tenants. Things can go sideways before a tenant even moves into the unit. 

    None of this is passive unless you hire a PM. They will likely control the rent pricing, listing, and initial calls/texts/emails for this exact reason. 

    0Reply
  • Jimmy LieuBusiness Member
    Real Estate Agent · Columbus, OH · Member since 2019 · 3k+ posts · 2k+ votes
    9mo
    Quote from @Vivien H.:

    Hi everyone, 

    I am a new out-of-state investor and I'm currently diving into the management and rental of our property. We just recently bought our first Duplex in Nashville and just listed both units on Zillow and will also list on Facebook marketplace within the next days. 
    After only a few days we received the first messages via Zillow Rental Manager from people who asked to see the units. 
    I did reply through Zillow Rental Manager, but haven't heard back from them since. 
    My questions are:
    Is Zillow Rental Manager a good tool to communicate with potential tenants? What would be a good alternative for an applicant to get in touch with me if not through the Zillow portal? 
    Like I mentioned, I am new in the game and would love to hear from experienced investors and property managers how they handle things, especially if they live out-of-state.
    Thanks in advance. Every tip and every piece of advice is much appreciated.
    Vivien

    Hey Vivien, welcome to BP and congrats on your first duplex! Zillow Rental Manager is decent for getting initial leads, but in my experience a lot of potential tenants will respond better if you can give them a more direct way to reach you, like a dedicated email or phone number for inquiries, rather than only going through the portal. For out-of-state investors, having a property manager or even a local leasing assistant handle the first calls and showings can make a big difference because it keeps communication fast and professional, which renters really appreciate. Another tip is to follow up quickly and consistently—sometimes people message a listing and then move on if they don’t hear back right away. Also, having a trusted local team removes a lot of the headaches of being remote and helps your properties perform smoothly.  

    [email protected]614-300-7535
    Jimmy Lieu, Red 1 Realty4.9122 Reviews
    WebsiteView Page
    0Reply
  • John MorganPro Member
    Rental Property Investor · Grand Prairie, TX · Member since 2018 · 2k+ posts · 2k+ votes
    9mo

    @Vivien H.

    I have 14 properties I self manage out of state and I use Zillow rental manager to list my properties. I keep all the written communication with prospective applicants through Zillow to make it easier for me as to who I’ve been talking to and what their situation is. Sometimes I have 4 or 5 potential applicants and I get them confused. But with the message history through Zillow, it makes it easier for me. Once they decide on wanting the house and I approve their application, then we’ll chat on the phone.

    0Reply
  • Kerlous TadresBusiness Member
    Realtor · Columbus, OH · Member since 2023 · 1k+ posts · 1k+ votes
    9mo

    Zillow Rental Manager is fine, but most renters message a bunch of places and reply to whoever makes it easiest. I’d recommend replying with one clear next step like “Fill this 60-second pre-screen form and pick a showing time here,” and add a quick video + self-show option so the serious people move fast.

    [email protected]614-490-1163
    Kerlous Tadres | Reafco Real Estate542 Reviews
    WebsiteView Page
    1Reply
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