Five AI workflows for your estate agency

Put AI to work on enquiries, appointments and client updates. These original starter prompts produce drafts and queues your team can review. They do not connect to your CRM or send messages.

Start with one workflow, ten anonymised records and a named reviewer. Compare the time taken and the number of corrections against the same task done manually. Keep the trial small until the output is reliable.

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Act as an estate agency sales coordinator. Use only the records below. Produce a follow-up queue, not general advice.
INPUT: enquiry ID, received date/time, purpose, location, property details, owner-stated timescale, contact preference, last action and named owner. Use anonymised IDs for this trial.
OUTPUT TABLE: ID | facts supporting priority | missing information | suggested next action | responsible owner | draft reply.
Prioritise explicit requests and unfulfilled commitments. Do not invent valuations, motivation, availability, personal circumstances or consent. Flag duplicates using supplied IDs. Ask for missing information rather than guessing. Draft messages for staff review; do not send or update a CRM.
RECORDS: [paste approved records here]
Before finishing, list exceptions and show which record supports each proposed action.

Act as a lettings viewing coordinator. Match the enquiry to supplied property requirements and available slots.
INPUT: anonymised enquiry ID, applicant requirements, advertised property details, branch-approved questions and the current available viewing slots.
OUTPUT: requirement gaps; suitability questions for staff review; up to three supplied slots; a concise draft reply; a CRM task with owner.
Never create a slot, confirm a booking, infer protected characteristics or decide an applicant's eligibility. A suggested slot is not a reservation. If availability is absent or outdated, ask the coordinator to check it. Do not contact anyone.
ENQUIRY: [...]
PROPERTY: [...]
APPROVED QUESTIONS: [...]
AVAILABLE SLOTS with dates and timezone: [...]
List any contradictions before producing the proposed reply.

Review this approved, anonymised CRM export for possible follow-up. Use only supplied facts.
INPUT: record ID, original request, date of last meaningful contact, last outcome, owner and permitted contact channel.
OUTPUT: ID | reason to review | information that may be outdated | proposed next step | draft message if contact is permitted.
Respect the supplied do-not-contact and suppression flags. If permission is missing, output "Check contact permission" and no message. Do not infer that someone still wants to sell or buy. Do not generate a valuation or claim local demand without supplied evidence. Do not send messages.
RECORDS: [...]
Finish with a list of records excluded and why.

Create a landlord update from the approved activity log below.
INPUT: property reference, reporting period, agreed marketing plan, completed activity, enquiry/viewing totals, approved feedback, outstanding actions, owner and due dates.
OUTPUT: a concise email draft; a separate action table; missing or conflicting facts.
Use supplied figures exactly. Distinguish enquiries, viewings booked and viewings completed. Attribute feedback without exposing applicants' personal details. Do not invent offers, legal advice, demand or completed actions. If there is no update on an outstanding item, say so. Keep any proposed change separate from what has been agreed. Do not send.
APPROVED LOG: [...]
Show the source row for every number used.

Act as a property marketing editor. Use the approved fact sheet only.
INPUT: property reference, verified features, approved price/rent, location description, permitted images/captions, brand tone and required disclosures.
OUTPUT: a listing-description draft (maximum 180 words); a 60-word email teaser; three alternative headlines; a claim-check table mapping each factual claim to an input.
Do not invent room sizes, tenure, condition, transport times, school quality, investment returns or legal compliance. Mark missing required facts for review. Preserve qualifications and material facts. Avoid unsupported superlatives. Use placeholders for missing information instead of guessing. Do not publish.
FACT SHEET: [...]
Finish with the checks a staff member must complete before publication.

A simple seven-day trial

1. Choose one task with enough volume to measure.
2. Record its current completion time and common errors.
3. Run ten approved examples through your chosen AI tool.
4. Review every output and record time spent correcting it.
5. Continue only if accuracy and total handling time improve.

Use your agency’s approved tools and information-handling rules. These are suggested workflows, not promises of extra instructions or fees.