Case Study: How a DIY Landlord Eliminated 80% of Late Rent Payments with Automated Text Reminders

The Initial Challenge

Problem:

• 2 out of 3 tenants paid late every month.

• Rent was often collected 5–10 days past due.

• Manual reminders (calls, emails) were time-consuming and awkward.

• Tenants claimed to forget or misunderstood due dates.

Before Automation: Payment Stats

hoosing the Solution

Why Automated Text Reminders?

Alex researched several solutions—email scheduler, property management platforms, and SMS automation:

• SMS was fastest read (most texts read within minutes).

• Simple automation tools exist for non-tech users.

• Tenants preferred direct, polite reminders versus formal emails.

Tool Selection Criteria

• Must integrate with landlord’s existing calendar or payment system.

• Allows scheduled, recurring text messages.

• No technical setup or coding required.

• Option to personalize messages.

  

Step-by-Step Setup

1. Preparing Reminder Content and Schedule

• Identified due dates and common excuses.

• Drafted polite, friendly messages (see templates below).

2. Loading Contacts & Scheduling

• Imported tenant phone numbers into TextMagic.

• Created a recurring campaign:

  • First Reminder: 5 days before due date (friendly heads-up).

  • Second Reminder: On due date, morning.

  • Final Reminder: 2 days after due date, if unpaid.

3. Monitoring Responses

• Tenants replied to confirm receipt or to notify if there’d be a delay.

• Landlord could quickly update status by replying “PAID” or “LATE” to reminder system.

After Automation: Results and Screenshots

Payment Stats—After 3 Months of Text Reminders

Actionable Takeaways

• Automated, timely SMS reminders are highly effective for getting tenants to pay promptly.

• Choose a simple tool that fits your workflow—no need for complex property management systems if you rent a few units.

• Friendly, respectful wording increases compliance and preserves landlord-tenant relationships.

• Start reminders a few days before rent is due to preempt forgetfulness and allow banking delays.

Template Reminder Messages

First Reminder (5 days before):

Hello [Tenant Name], just a friendly heads-up that rent is due on [Due Date]. Let me know if you have any questions or need anything!

Due Date Reminder (morning):

Good morning! This is a reminder that rent for [Unit/Address] is due today. Thank you for taking care of it promptly.

Late Payment Reminder (2 days after):

Hi [Tenant Name], it looks like rent is still outstanding for this month. Please let me know when you’re able to make the payment or if something’s up—I’m here to help.

Tips for Choosing an SMS Reminder Tool

• Seek tools offering scheduled or automated messages (not just manual texting).

• Check for group/batch messaging if managing multiple units.

• Review privacy and compliance policies, especially for tenant data.

• Test with a small group before rolling out to all tenants.