When we show up to more events or talk to him on phone calls and webinars(regularly, like every week), he KNOWS who we are and can communicate with us in a manner I have NEVER experienced before.

Some landlords have requested cameras (they being responsible for setting those up if they want them) or already have cameras installed, but you want to make sure any prospective tenant is fully aware cameras are actively recording and it's clearly communicated to them.

It sounds like you have a solid system with clear communication on extensions and vacancy openings.

@Yixin Huang we use a property management software which keeps the communication centralized and updates them on status. 

In my initial communication I make sure that they have read the entire ad including the acceptance criteria.

Core values that have been vital to our company’s success include integrity, ensuring we always deliver on promises and prioritize ethical decision-making, and collaboration, fostering teamwork and open communication at every level.

Personally, I'm currently using Hospitable, which can automate a lot of the communications (even detecting and responding to a lot of questions).

They need to understand that the W-9 is the way that you can document the communication that confirms their business entitles structure as a corporation.

I like to use AI when communicating with sellers/agents to keep an up beat tone to the conversation.

Just ensure you're transparent with the seller about the process and keep communication open.