The four easy steps to finding New Landlords with Propalt

Finding new landlords is a crucial aspect of growing a successful letting agency, but it can often feel like a daunting task. With Propalt, you have access to powerful tools and strategies designed to make this process more effective and efficient. This step-by-step guide will walk you through how to use Propalt’s features, such as the 20/20 Campaign Tool, Audience Builder, and My Prospects, to target and engage potential landlords, build trust, and ultimately grow your portfolio. Whether you're looking to promote your recent lettings successes, leverage tenant referrals, or reconnect with past contacts, this guide has everything you need to get started.

Using Audience Builder

Letter Idea: The Landlord Referral Campaign

Need more landlord leads? Have you considered leveraging your tenants?

Tenants are often overlooked when it comes to lead generation — yet they’re one of the most likely groups to know how to contact their landlord directly.

While they may deal with the agent for maintenance issues, long-term tenants often end up with their landlord’s email, phone number, or even home address — especially if they’ve had to chase unresolved issues.

This campaign is all about writing to the tenant — building trust and positioning yourself as the agent who’s truly on their side.

For example:

“When your boiler broke, how long did it take to get fixed? At Letting Agent & Sons, we aim to resolve issues within 24 hours.”

You’re starting a conversation — and then offering a referral incentive if their landlord gets in touch with you (without ever asking for the landlord's personal information, which would breach GDPR).

Referral Ideas That Work:

Offer a small reward, like a £10–£20 voucher for a local restaurant or cinema

Make it clear how they qualify:

“This offer is valid once your landlord contacts our office and confirms your property address.”

What’s in it for the landlord?

Simple: a better service. If they hear from a tenant that another agent is more responsive and tenant-friendly, they might consider switching — especially if their current agent is letting them down and their tenants constantly feel the need to message them directly.

How to Set It Up in Propalt:

In Audience Builder:

• Drop a pin in your patch
• Filter for Letting → Let All Time
• (Optional) Narrow down by property type if you’re looking to grow specific stock types

This campaign is straightforward to run — and it works.

FAQ: Should I Write to Properties Currently To Let?

That depends on your past success. If writing to To Let properties has worked for you before, it may be worth continuing.

However, be mindful that letters to To Let properties are usually picked up by tenants or competing agents — not landlords.

If you’re trying to reach landlords directly and at the right time, My Prospects is a more efficient option — especially if you already have their contact details. However, if you want to stick to letters, make sure any rental stock targeted via Propalt has Landlord selected for the Ownership. Otherwise you’ll be delivering reading material to some disinterested tenants.

Targeting HMOs

You can also use Propalt to target Houses in Multiple Occupation. Just toggle on the HMO filter in Audience Builder and refine your search as needed.

Using Audience Builder to Create a Walking Map

If you’re looking to expand your landlord network — Audience Builder can help you plot out your patch, identify key contacts, and build smarter routes for outreach.

Here’s how to create a walking map using Propalt:

1. Open Audience Builder
2. Drop a pin on your chosen area or draw your custom boundary
3. Apply filters for:
   • Landlord
   • Then Portfolio

This will highlight properties managed by landlords who own multiple properties, or agents acting on their behalf.

From here, you can:

• Visualise the territory: See clusters of managed stock in your patch
• Build walking routes for door-to-door canvassing or leaflet drops
• Identify Portfolio Agents operating locally and explore their activit

Take It Further: Connect with Portfolio Agents on LinkedIn

When you click on a property or expand the ownership details, Propalt often reveals useful insights like company names or managing agents. Use this info to:

• Look them up on LinkedIn
• Send a connection request with a short, personalised message
• Once connected, they’ll begin to see your LinkedIn content and posts — ideal for subtle, long-term brand building
• Follow up directly with a message or offer, once rapport is built

Social selling works best when it feels organic — not salesy. Use Propalt to find the right people, then let your content and consistency do the heavy lifting.

This approach blends traditional prospecting with modern digital relationship-building — and over time, it can generate high-quality conversations and new opportunities.

Using My Prospects

My Prospects combines your own CRM data with Propalt’s live market tracking — giving you a smarter way to stay in touch with your past contacts and local landlords.

Let’s face it: few agents have time to regularly sift through every record in their CRM. My Prospects does the heavy lifting for you.

Key Tabs to Focus On (for Lettings):

All Landlords

These are your existing portfolio landlords — people you already know. But are you managing all of their properties? Use this as a chance to ask.

Properties for Rent

These are rental properties you’ve dealt with in the past. You’ve already got the landlord’s details — so pick up the phone. Why didn’t they list with you this time? Can you win them back?

Properties for Sale

These are landlord-owned homes currently on the market. Got a sales arm? Or investor clients? This is a great matchmaking opportunity.

Properties Due to Rent

These are homes that are likely coming up for renewal soon. Get in early — speak to the landlord before the current tenancy ends.

Using the 20/20 Campaign Tool

Letter Idea: Promote Your Lettings Successes

Do you want more landlord leads? Are you making the most of your recent lettings successes?

When most homeowners consider moving, their default option is to sell. But many have never seriously considered letting as an alternative — often because no one has taken the time to explain the potential.

This campaign borrows a proven approach from sales: promote your recent successes to nearby homeowners who own similar properties.

If you’ve recently let a property in a particular area, the owners of neighbouring or similar homes may have no idea what kind of rental yield they could achieve — and that could be crucial information as they weigh up their options this year.

Just like a Sales 20/20 campaign, you’ll write to the owners of comparable properties, letting them know that “123 Example Road” was recently let for £X pcm — and that homes like theirs could achieve similar results.

“Considering a move this year? Speak to our lettings team to explore whether selling is your best option — or whether you could keep your property and earn from it.”

How to Set It Up in Propalt:

In the 20:20 Campaign tool:

• Select Target a Specific Property (the recently let one)
• Switch to Manual Search
• Use the radial tool or draw a custom area around the let property
• Filter by:
  • Property Type & Bedrooms (to match the recently let property)
  • Ownership: Private
  • Land Registry: No updates in the last 2 years

As with all off-market campaigns, results can take time. Don't be disheartened if the phone doesn’t ring immediately — consistency is key. Keep showcasing your results and building your reputation locally.