Automated email responder

Owned by Fiona Hardy, created
Last updated: Feb 07, 2022
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

The automated email responder function provides an automatic response to enquiries and valuation requests via email - giving an out-of-hours acknowledgment or reply to all email enquiries

An acknowledgement provides reassurance to the recipient that their enquiry has been received and allows you to set an expectation of how/when they will be contacted, while providing the ability for you to tell them more about your company and what service they can expect from you

The content of the auto-response email uses tailored templates dependent on the nature of the original enquiry, outlined below

This guide covers:

How it works

  1. An online enquiry is sent via your company website or a property portal
    (such as Rightmove, Zoopla, etc.)

  2. An auto-response is triggered and sent back to the enquirer (to the email address entered by them as part of their enquiry) - the template used for the auto-response will be dependent on the enquiry received and the content of it will be tailored accordingly

  3. The enquiry is received into AgencyCloud as an Internet Registration, accessed via the Organiser
    (as usual for portal leads)

For more information on Internet Registrations, click here

Template types & features

Three template types are used for the automated email response - generic enquiry, valuation request & property enquiry, as outlined below

1. Generic enquiry template

  • Generated when a generic enquiry or issue is received via a portal/company website
    (as opposed to an enquiry on a particular property and/or a valuation request)

  • Due to the generic nature of the enquiry, the auto-response won’t show any properties

  • The enquiry will be received by the closest office to the enquirer’s address
    (arriving into that office’s Internet Registrations screen, accessed via the Organiser)

 

2. Valuation request template (sales/lettings)

  • Generated when a valuation/lettings request is received via a portal/company website

  • The template type generated for the auto-response depends on whether the enquiry is for a property to be sold or to let

  • The auto-response will include properties from the closest office to the enquirer’s address and can also show recently sold/let properties

  • When clicking on a property, the enquirer will be directed to the property detail page on your company website, allowing additional details to be accessed

 

3. Property enquiry template (sales/lettings)

  • Generated when a specific property enquiry is received via a portal/company website

  • The auto-response will show the property that has been enquired about, including the price and basic property detail (e.g. bedrooms, receptions, bathrooms)

  • Details of the property manager assigned to the enquiry will be shown in the auto-response, including their image and contact details

  • The auto-response will also include properties that are similar to the one enquired about

 

Example auto-response email

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