Cold outreach to Real estate companies
The buyer is a property manager in the real estate industry, primarily measured by tenant retention rates. They respond to outreach that highlights solutions for reducing vacancy times and improving tenant satisfaction, as these directly impact their performance metrics.
Written and maintained by the SoloRiff team, who build outbound software and run outbound with it. The figures below are our own: we measured 562 real estate company domains over public DNS on 2026-09-03. Last updated 2026-09-03.
What actually hurts
- high tenant turnover
- maintenance delays
- communication breakdowns
- vacancy loss
The playbook
- 01
Identify properties with high turnover rates
Use a real estate database to filter for properties that have had multiple tenant changes in the past year. This indicates a potential pain point for property managers who may be struggling with tenant retention.
- 02
Research recent tenant feedback trends
Look for online reviews or tenant surveys related to these properties. Highlight specific complaints about maintenance delays or communication issues in your outreach to show you understand their challenges.
- 03
Craft messages around retention strategies
In your email, address common issues property managers face, such as long vacancy periods. Propose actionable strategies that could help improve their tenant satisfaction and retention rates.
- 04
Follow up after key industry events
Monitor industry conferences or local real estate meetups. If a property manager attends, follow up within a week to discuss insights shared at the event and how your solutions can address their current challenges.
- 05
Address common objections directly
Be prepared for pushback regarding budget constraints. Include a brief case example of how your solution helped another property manager reduce costs by improving tenant retention, making it relevant to their situation.
Can real estate companies even receive your mail?
We measured the DNS of 562 real estate companies, sampled evenly across company sizes, to see how many authenticate their own email. It matters in both directions: a domain that does not authenticate is a domain whose team is used to mail going missing — and if your own domain is in the gap, yours is the mail going missing.
Publishes a DMARC policy of quarantine or reject — the domain actually asks receivers to act on failures.
The gap is the finding: 25.2% of 1–10-person companies against 83.6% of the largest — 58 points apart. Small companies are where the unauthenticated domains are, and small companies are who most cold outreach is aimed at.
Where does your domain sit?
Same three lookups, run live against your domain. Nothing is stored and nothing is emailed to you.
How this was measured
Company domains were sampled within employee-count bands, then queried over public DNS for SPF (TXT at the apex), DMARC (TXT at _dmarc.) and MX. One domain per company, deduplicated. Anyone can reproduce any single row of this with dig.
DKIM is deliberately absent. A DKIM key lives under a selector that cannot be enumerated from outside the domain, so a company with flawless DKIM under a name we did not guess would be counted as having none. That would measure our guess list, not the industry.
Domains with no MX record are excluded rather than counted as failures — parked and redirect-only domains would otherwise drag every figure down and make the result an artefact of the sample.
Sampled within bands, so this describes the population of companies, not of employees: a 10-person company counts once, as does a 10,000-person one. Each band is at least 60 domains; bands below that are not published. Figures are percentages of the sample, not of the whole industry, and we publish no company names — only counts.
Measured 2026-09-03. Re-measured monthly.
The full census across every industry — sortable, with sample sizes, free to reuse under CC BY 4.0.
Subject lines that fit
- Improve tenant retention rates
- Solutions for vacancy challenges
- Enhancing tenant satisfaction
Questions
- Why do property managers ignore outreach about technology solutions?
- Property managers often receive numerous pitches and may prioritize immediate operational issues over long-term technology investments. If your outreach does not clearly address a pressing pain point, it may be overlooked.
- What factors influence a property manager's decision-making?
- Property managers are primarily influenced by tenant feedback, maintenance costs, and occupancy rates. They seek solutions that can demonstrate a clear return on investment, particularly those that improve tenant experiences.
- How can I make my outreach stand out to property managers?
- To stand out, tailor your message to address specific pain points in their current operations. Use data or examples that resonate with their experiences, such as case studies on improving tenant retention or reducing maintenance response times.
- What common objections do property managers have to new services?
- Common objections include budget constraints, satisfaction with current vendors, and concerns about implementation disruptions. Address these objections upfront in your outreach by demonstrating cost-effectiveness and ease of integration.
Or have it run itself
SoloRiff does every step above on its own — finds the companies, finds the people, writes each of them individually, and handles the replies. Drop your URL and watch it work before you sign up for anything.
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