How to Approach Landlords for Rent to Rent: What Actually Works

Updated: February 2026 • 10 min read

The hardest part of Rent to Rent isn't finding properties — it's convincing landlords to work with you. Most R2R investors give up after a few rejected approaches, not realising their messaging was the problem.

This guide covers what actually works when approaching landlords, including the exact language that gets responses.

The Golden Rule: Don't Say "Rent to Rent"

This might sound counterintuitive, but the term "Rent to Rent" has baggage. Some landlords have heard horror stories. Others simply don't know what it means.

Instead, use:

"Guaranteed rent" — focuses on their benefit
"Corporate let" — sounds professional
"Company let" — implies business stability
"Management lease" — emphasises the service aspect

Never lead with: "I'm looking to sublet your property as an HMO." This triggers landlord alarm bells immediately.

The Three Channels That Work

1. Direct Letters (Highest Conversion)

Physical letters to landlords of empty or recently-listed properties convert best. Why?

Less competition — most investors only email
Feels personal and local
Can't be deleted or marked as spam
Implies you've done research on their specific property

2. Cold Email (Scalable)

Email lets you reach more landlords, but conversion is lower. The key is personalisation — generic templates get ignored.

3. Phone Calls (Fastest to No)

Calling works if you can get the landlord's number. Estate agents often pass on interest. Be prepared for rejection — but you'll get faster answers.

What Landlords Actually Care About

Before writing any message, understand what motivates landlords:

They want:

Reliable income
No hassle or midnight phone calls
Property looked after
Certainty (they hate voids)

They worry about:

Damage to their property
Anti-social tenants
Legal compliance
Getting their property back at end of lease

Your messaging should address their wants and neutralise their worries.

Email Template That Gets Responses

Here's a template with a ~15% response rate:

Subject: Guaranteed rent for [Address] - no fees Hi [Name], I came across your property at [Address] and wanted to reach out. I run a local property management company and I'm looking for properties in [Area] to add to our portfolio. We offer landlords guaranteed rent — paid on time every month, whether the property is occupied or not. Here's how it works: • We agree a monthly rent and sign a lease (typically 3-5 years) • You receive guaranteed payment on the same date each month • We handle all tenant management, maintenance, and bills • You have zero voids and zero hassle Would you be open to a quick chat to see if this might work for you? No pressure — just a conversation. Best regards, [Your name] [Phone number]

Why This Works

Subject line: "Guaranteed rent" + specific address shows you're serious
Opening: Shows you know their property specifically
Benefits: Bullet points make it scannable
Close: Low-pressure ask for a conversation, not a commitment

Letter Template (For Cold Outreach)

Dear [Name / Property Owner], RE: Guaranteed Rent Opportunity I'm writing about your property at [Address]. I run a property management company locally and I'm looking for properties to take on a guaranteed rent basis. This means you'd receive a fixed monthly payment — on time, every month — regardless of occupancy. We handle everything: tenant sourcing, day-to-day management, maintenance, and compliance. You simply receive your guaranteed rent. If you'd like to explore this further, please call me on [Phone] or email [Email]. No obligation — I'm happy to explain how it works and answer any questions. Yours sincerely, [Name] [Company]

            Handwritten note: Adding a handwritten P.S. at the bottom significantly increases response rates. Something like: "P.S. Happy to pop round for a coffee and explain in person if easier."
        

The Follow-Up Sequence

Most landlords won't respond to your first message. That doesn't mean no — it means not yet.

Day 1: Send initial email/letter

Day 3: First follow-up — short, just checking if they received it

Day 7: Second follow-up — offer alternative contact method

Day 14: "Breakup" email — say you'll stop emailing, leave door open

Three follow-ups is the sweet spot. More than that becomes annoying.

Common Objections (And How to Handle Them)

"What's the catch?"

"Fair question. We make our money from the margin between what we pay you and what tenants pay us. You get guaranteed income with zero hassle. We take the risk and do the work."

"I'm happy with my current tenant"

"Great to hear. If your situation changes in the future, would you be open to a conversation then?"

"I'd need to think about it"

"Of course. Shall I send you some more information by email? Happy to answer any questions that come up."

"The rent you're offering is too low"

"I understand. The trade-off is certainty — you're guaranteed this amount every month with no voids, no management, and no risk. Over 3-5 years, that certainty often works out better than higher rent with gaps."

Where to Find Landlords

Rightmove/Zoopla rentals: Properties listed for rent = active landlords
Land Registry: Find owners of specific properties (£3 per search)
Estate agents: Call and ask if any landlords want guaranteed rent
Driving for pounds: Empty/neglected properties = potential opportunities
Probate records: Recently inherited properties often need quick solutions

Get All the Templates

Our Landlord Outreach Templates pack includes 5 cold emails, 3 letters, phone scripts, and follow-up sequences — everything you need to start approaching landlords today.

Get the Templates →

Summary

Don't say "Rent to Rent" — use "guaranteed rent" or "corporate let"
Focus on their benefits: certainty, no hassle, guaranteed income
Personalise every message — generic templates get ignored
Follow up 3 times — most responses come after the first email
Handle objections calmly — they're not rejections, they're questions

The landlord who says yes is out there. You just need to find them and speak their language.