Guide · Property management
Six practical ways a property management office can use AI for maintenance briefs, owner updates, arrears reminders, inspection reports and listing copy, with a conservative line on tenant privacy.
By the Airkick team · Updated 15 October 2026
Where it fits
Your property management software runs the trust accounting, the ledgers and the formal workflows. The part it doesn't do well is the writing: maintenance briefs, owner updates, arrears reminders, inspection reports, listing copy and file notes. That's where a general AI assistant helps.
The rule for everything below: you give it de-identified facts, it drafts, and you read, check and send. It doesn't make decisions for you, and nothing sends on its own.
Six workflows
Paste a de-identified tenant message and ask for three things: whether it's urgent or routine and why, a short brief for the trade (the problem, where, what the tenant has tried, availability, what you need back), and a reply to the tenant about what happens next. Access details stay out; you add those separately.
Good news and bad news, written clearly and in the same voice every time: a repair approved, a rent review, a vacancy, a tenant falling behind. Give the AI the facts in dot points and ask for a short, plain update you can check and send.
Courteous, firm reminders for the early stage of arrears. Formal notices are different: use the forms and process your state's residential tenancy law requires, and don't let AI write or change them.
Turn the notes you took on the walk-through into a clean, consistent report. Check it against your photos and notes, and never let the AI add condition details you didn't record.
A first draft of the listing from your notes on the property. Every claim must be accurate (size, features, distances, condition), because Australian Consumer Law prohibits misleading or deceptive conduct. Check it before it goes live.
Dictate a quick summary after a call and ask for a dated file note: who called, what was said, what was agreed and the next step. It's faster than typing, and the file is more consistent.
Privacy
Never paste in
Rental applications, ID documents, payslips and bank statements, rental history, tenancy database results, phone numbers and addresses, and anything about a tenant's family, health or financial circumstances. Replace names with "Tenant A" or "Owner B" and leave addresses out.
Property managers handle a lot of personal information, and much of it is sensitive. The Office of the Australian Information Commissioner (OAIC) recommends, as a matter of best practice, that organisations don't enter personal information, and particularly sensitive information, into publicly available generative AI tools. Its guidance on commercially available AI products explains how the Privacy Act and the Australian Privacy Principles apply.
If your office uses AI across the team, a business plan with admin controls and no training on your data by default is a sensible baseline, but it doesn't replace de-identifying. This page isn't legal advice: check your obligations under the Privacy Act and your state's tenancy and agency laws, and your agency's own policy.
Tools
Any mainstream assistant will draft these: ChatGPT, Claude, Gemini or Copilot. If your office already runs on Microsoft 365 or Google Workspace, start with the AI that's included in your plan, so it sits under the same admin settings as your email.
For a team plan, on 15 October 2026 OpenAI listed ChatGPT Business at US$25 per user/month billed monthly (US$20 billed annually, minimum two seats), and Anthropic listed Claude Team at the same seat prices. Your property management software may also be adding AI features; check what it includes and its data terms.
To add up the options for your office, use our free AI tools cost calculator, or see our ChatGPT vs Claude vs Copilot vs Gemini comparison.
Routine
A 15-minute end-of-week routine that AI speeds up:
Next step
The Property Manager's Inbox is our written guide for residential property managers: an agency context setup, a red list of what never goes into an AI tool, and ten copy-and-paste workflows covering maintenance triage, owner updates, arrears messages, inspection reports, listing copy, file notes and the Friday wrap. It's A$59, opens straight away, and comes with a 7-day refund. It contains no tenancy law advice, on purpose.
Want a plan for your agency specifically? The AI Audit is A$399, arrives within 72 hours of an online form, and needs no meetings.
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Questions
Don't use AI for formal notices. Use the forms and process your state's residential tenancy law requires. AI can help with a plain-English covering message, which you check before sending.
Only after you've removed names, addresses, contact details and anything about their finances, health or family circumstances. The OAIC recommends not entering personal information into publicly available AI tools as best practice.
It can write a first draft from your notes. Every claim must be accurate, because Australian Consumer Law prohibits misleading or deceptive conduct, so check sizes, features, distances and condition before publishing.
Any mainstream assistant will draft these jobs. If you already use Microsoft 365 or Google Workspace, start with the AI included in your plan. For a team, a business plan with admin controls is a sensible baseline.
No. It's a practical guide to the writing side of the job. Check your obligations under the Privacy Act and your state's tenancy and agency laws.