If your clients are not dealing with the Agents/Managers directly, then once they've chosen some properties they would like to view in person, you've moved on to the Viewing Appointment Phase. In this phase, you will contact Listings Agents or Property Managers on your client's behalf to schedule an appointment to view the property. It is essential that you have your client's availability for viewings already in hand before reaching out to Agents/Managers. Some Agents/Managers will want to deal directly with the client themselves, and others will be comfortable enough to go through you. In any case, you want to be as helpful as possible to facilitate your client getting to view the property they're interested in.
Viewing Appointment Phase
The Viewing Appointment Phase consists of 2 Steps:
- Contact Listings Agent or Property Manager for viewing request.
- After confirming viewing date and time w/ agent/manager (make a note of whom you spoke with), send a confirmation email to the client.
Contact Listings Agent or Property Manager for Viewing Request
Schedule for efficiency - Searching for a new place to live isn't just a hassle, it engenders a lot of anxiety as well, because for the duration of the search, THEY HAVE NO IDEA WHERE THEY'LL LIVE NEXT MONTH. You can imagine what that must feel like. If the client is interested in several properties, schedule multiple appointments in a day to give them a better chance of quickly narrowing their search.
Give the client plenty of time to make it to the next appointment - Scheduling multiple appointments per day does no one any good if they can't make it to the next appointment on time. Make appointments at least 45 min apart to allow for viewing and travel time.
Help out the client even if there is no available viewing time. If the client's availability doesn't match what the agent/manager has available, that doesn't mean all is lost. If the client’s preferred time isn’t available, express your client’s interest and provide the agent/manager with your client’s contact info. If a time opens up, the agent/manager just might give them a call. And you need to move on to helping your other clients.
After Confirming Date and Time, Send Confirmation Email to Client
Make a note of whom you spoke with - You need to include that in your email, because your client will need to know whom they are seeing when they show up to view the place. It would also be helpful for them to know who you communicated with, so they can reference that person if there is any confusion.
Make a courtesy call to your client - This is important to let them know an appointment has been scheduled for them and they need to check their email for details. Also ask them to call you if after the viewing, they want to move forward with applying.
Example Email to Client Confirming Viewing Appointment
An appointment has been scheduled on Friday April 10 at 12:30pm with Dennis. The house is located at 17509 Kingsbury Street, Granada Hills, CA. 91344. Please contact Dennis at 818-555-6786 if you have issues making appointment.
Example Email with Viewing Appointment Itinerary
1190 Newport Ave, Long Beach, CA 90804 Appointment made at 12:30pm with Victoria please call her at 562 843-9051 when you’re in front of the building
119 Bennett Ave, Long Beach, CA 90803 Appointment made for you at 1:30pm. The manager will meet you in the front please be on time.
1720 Obispo Ave, Long Beach, CA 90804 Open house today at 4:30pm please text manager Nayeli at 310-408-8394 an hour in advance to confirm your attendance.
1579 Chestnut Avenue #1, Long Beach, CA Available for viewing today please follow viewing instructions text to your phone.