Property is unusual in two ways: the first hour decides who gets the conversation, and the next four months decide who gets the sale. Most agents are reasonable at one and poor at the other.
How quickly should you call a property enquiry?
Within the hour. A buyer enquiring on three portals in an evening is comparing agents, and the one who rings first has a real conversation while the others leave voicemails.
That means the enquiry has to reach a phone automatically rather than waiting for somebody to download a sheet in the morning. Assignment in rotation, a notification on the handset, and a first call inside the hour is the whole of it.
What to establish on that call: budget, configuration, preferred locality, whether a loan is involved, and when they are actually looking to move. Five facts, written on the record, and they change every subsequent conversation.
How do you get a property buyer to a site visit in week one?
Point every contact in the first week at the visit. The single strongest predictor of a booking is whether the buyer visited. Everything in the first week should point at that.
Confirm the visit on WhatsApp with the location and timing when it is agreed. Send a reminder the day before, which protects the slot and lets a buyer who cannot make it say so rather than simply not appearing. Both messages are worth automating, because both are forgotten by busy agents at exactly the moment they matter.
After the visit, record what they actually reacted to. The floor, the view, the distance to a school, the price of the corner unit. That detail is what makes the month-three call sound like a continuation rather than a pitch.
How often should you follow up a quiet property buyer?
On the buyer’s own timeline, not every week. Months two to four are where most property leads are lost, and rarely to a competitor with a better property. They are lost to silence.
A buyer waiting on a loan sanction, a sale of their existing flat, or a relative visiting from abroad is not cold. They are occupied. An agent who checks in on the buyer’s own timeline stays present; one who calls every week to ask if they have decided becomes an irritation and gets avoided.
The practical mechanism is that every conversation ends with an agreed next step and a date, and the date rings. Loan decision expected by the fifteenth means a call on the sixteenth, with the note from last time on screen.
What should you do with property leads that went cold?
Keep them, and call them before the next launch. Do not delete them. A buyer who stopped answering in March has either bought elsewhere or is still looking, and knowing which is worth a message.
Before a new launch, filter everybody who visited a site and did not book, and call that list. It is the highest converting list a property team has, because those people have already spent an afternoon looking at your inventory.
What does the full property follow-up cadence look like?
From the first ring to the next launch, one row per moment:
| Moment | What the team does | What Dialmio does |
|---|---|---|
| A portal enquiry arrives | Calls inside the hour and notes budget, configuration, locality, loan and move date | Pulls it in from a sheet or an endpoint and assigns it in rotation with a notification |
| A site visit is agreed | Confirms the location and timing on WhatsApp | Can send that message on the stage change, from your own WhatsApp Business API account |
| The day before the visit | Sends a reminder | Rings the reminder on the agent’s phone at the time set |
| After the visit | Records what the buyer reacted to | Keeps the note on the buyer’s thread for the next call |
| The quiet months | Calls on the agreed date, such as the day after a loan decision | Rings the follow-up full screen with the last note on screen |
| Before a new launch | Calls everyone who visited and did not book | Filters that list and dials it in turn |
Which follow-up numbers should a property owner watch?
Three numbers, all of which measure cadence rather than effort.
Time from enquiry to first call, per agent. Site visits booked as a share of enquiries handled. And visits that actually happened as a share of visits booked, which exposes whether confirmations and reminders are being sent.
An agent weak on the third number is usually not weak at selling. They are not confirming, and that is a process fix rather than a coaching one.
Dialmio pulls portal enquiries in from a sheet or an endpoint, assigns them in rotation with a notification, and rings the Saturday reminder on Friday. The full workflow, including stages and message templates, is on call management for property teams.