1Create a new applicant record if one doesn’t already exist
Importance: Optional
1.1Confirm applicant’s contact details and add to their file record
Importance: Optional
Include:
-full name
-email address
-home phone number
-mobile number
-work phone number
– current address
1.2Confirm applicant’s source of enquiry and add to their file record
Importance: Optional
How did they hear about us? Why did they choose to come to us?
1.3Confirm applicant’s property requirements and add to their file record
Importance: Optional
1.3.1Confirm search area
Importance: Optional
1.3.2Confirm property ‘must haves’
Importance: Optional
1.3.3Confirm property ‘would likes’
Importance: Optional
1.3.4Confirm budget
Importance: Optional
1.3.5Confirm current status
Importance: Optional
E.g. FTB, HTS NOM, Investor, etc.
1.3.6Confirm financial status
Importance: Optional
E.g. Mortgage required? Offer in principle? Deposit ready?
1.3.7Refer applicant to IFA if required
Importance: Optional
2Open file record for the property the applicant would like to view
Importance: Essential
2.1Check any notes re: viewing arrangements for property
Importance: Essential
3Create a tentative viewing appointment for a date and time suitable for the applicant and the agent
Importance: Essential
4Contact vendor to confirm the date and time is convenient for them
Importance: Essential
5Once confirmed with the vendor, phone applicant to advise
Importance: Essential
6Change viewing appointment from ‘tentative’ to ‘confirmed’ within file record
Importance: Essential
7Send a follow-up email to the applicant to confirm the viewing
Importance: Essential
Include:
-date
-time
-name of the person who will be conducting the viewing
-contact details.
Example email copy attached.
Dear [Applicant Name],
Thank you for booking a viewing for [Property Address].
I can confirm that [Agent Name] is looking forward to meeting you at the property at [Time] on [Date]. I have included [Agent’s Name]’s contact details below for your reference.
[Agent’s Name]
[Position]
[Email Address]
[Direct Line]
[Mobile]
Please do contact us on [Main Sales Number] if you have any questions prior to your appointment or if you need to re-schedule. We very much look forward to meeting you at the property.
Yours sincerely,
[Name]
8Send a confirmation email to the vendor to confirm the viewing
Importance: Essential
Example email copy attached.
Dear [Vendor Name],
I am pleased to confirm we have booked a viewing for [Property Address] on [Date] at [Time].
[Agent Name] will meet the applicant at the property to conduct the viewing. I have included [Agent’s Name]’s contact details below for your reference.
[Agent’s Name]
[Position]
[Email Address]
[Direct Line]
[Mobile]
Please do contact us on [Main Sales Number] if you have any questions prior to the viewing or if you need us to re-schedule the viewing for any reason. If the applicant would like to make an offer following the viewing, we will call you to discuss the offer. Otherwise, we will provide you with viewing feedback in our next weekly summary report.
Yours sincerely,
[Name]
9Call or send a text message reminder to the applicant on the morning of the viewing
Importance: Essential
Example text message copy attached.
Dear [Applicant Name],
[Agent Name] is looking forward to meeting you at [Property Address] at [Time] today. Please reply or call us on [Main Sales Number] if you can no longer make this viewing appointment.
Kind regards,
[Name]
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