Respond to Leads Quickly

Quick response to new leads is critical for conversion. This guide covers immediate response strategies, templates, and follow-up workflows.

Responding to New Leads

1. Access the Lead

Navigate to Admin Dashboard → Leads
Filter by New status
Click the lead to open details

2. Review Lead Information

Check the following before responding:

Contact information (email, phone)
Source channel (property inquiry, contact form, etc.)
Specific property interests
Message content or inquiry details

3. Send Initial Response

Within 5 minutes of receiving the lead:

Click Send Response or Reply
Select an appropriate template (or write custom message)
Personalize the response with the client’s name and specific property details
Send immediately

4. Log the Interaction

After sending your response:

Update lead stage to Contacted
Add notes about your response
Set a follow-up reminder (typically 24 hours)

Response Templates

Save time with pre-written responses for common scenarios.

Initial Inquiry Acknowledgment

Hi [Name],

Thanks for reaching out! I received your inquiry about [Property Address/Type] and I'm excited to help you find the perfect home.

I'd love to learn more about what you're looking for. Are you available for a quick call today or tomorrow?

Best regards,
[Your Name]
[Your Phone]

Property Information Request

Hi [Name],

Great choice! [Property Address] is an excellent property. Here are some key details:

- [Feature 1]
- [Feature 2]
- [Feature 3]

I can send you the full listing details and answer any questions you have. Would you like to schedule a showing?

Best,
[Your Name]

Tour Scheduling Confirmation

Hi [Name],

Perfect! I've scheduled your tour of [Property Address] for [Date/Time].

I'll meet you at the property. Here's the address: [Full Address]

If anything changes, just let me know!

Looking forward to it,
[Your Name]
[Your Phone]

Follow-up Message

Hi [Name],

Just following up on the properties I sent over yesterday. Have you had a chance to review them?

I'm happy to answer any questions or schedule showings for any homes that caught your eye.

Best,
[Your Name]

Best Practices

Personalization Tips

Use their name — Address them directly
Reference specifics — Mention the exact property or inquiry details
Show local knowledge — Mention neighborhood features or market insights
Be conversational — Write like you’re talking to a friend, not a form letter

Follow-up Workflow

Day 1 — Initial response (immediate)
Day 2 — Follow up if no reply (24 hours)
Day 4 — Second follow-up with additional value (property suggestions, market report)
Day 7 — Final check-in before moving to nurture campaign

Early Qualification

Ask qualifying questions early to prioritize your time:

Timeline — When are you looking to buy/sell?
Financing — Are you pre-approved for a mortgage?
Motivation — What’s prompting your move?
Decision-makers — Who else is involved in the decision?

Edge Cases

Lead Responds Outside Business Hours

Set up auto-responder for after-hours inquiries
Acknowledge receipt immediately, promise personal response in the morning
Follow up first thing next business day

Lead Requests Multiple Properties

Prioritize their top choice in initial response
Schedule showings in logical geographic clusters
Send detailed comparison after they’ve seen properties

Lead Is Unresponsive

Try different channels (email → text → phone)
Provide value without asking for response (market reports, new listings)
Move to nurture campaign after 3 unanswered contacts