Viewing feedback that vendors trust

Ask while it is fresh

The best moment is at the door, with two questions: what did you think, and do you want to see it again or make an offer? If they need to talk to someone else, book the time you will hear back. The email that evening repeats what they said and asks them to correct it. That correction is gold, because it is their words.

If they do not reply, chase once. Then tell the vendor you are waiting, which is a fact, rather than filling the silence with “they seemed keen”.

Write it so the vendor can use it

Separate observations about the property from next steps. “Kitchen felt dark; they asked if the price was flexible; they have a house to sell in the next street” can be checked. “I think they will offer under the asking price” cannot, unless they said that. Over a week, this kind of note is what justifies a price conversation. A week of invented enthusiasm makes the later price conversation impossible.

Open viewings and open houses produce several notes. Number them, keep them short, and do not merge three people’s comments into one imaginary buyer.

Privacy and tone

Pass on names if that is your normal report and the viewer was told. Do not pass on a joke they made about the vendor’s furniture in a way that is cruel, and do not include comments about race, disability, religion or family status. Those are not feedback on the house, and they do not belong in a system.

Landlords get the same discipline. “They have a dog and asked if that is considered” is a question for the landlord. “They seemed the right sort” is not a sentence you send.

From note to email

KeyAccess can sort dictated viewing notes and draft the vendor email from the lines you keep. You tick what is saved. The draft is not sent because the dictation ended. Quotes should be things that were actually said. If a line cannot be tied to a note, it comes out.

File the same summary on the applicant or buyer, so the next person who picks up the lead is not starting from empty. That write-back depends on the CRM connection or a tested website login. If neither is in place, the email can still go, and the CRM note stays a manual step you can see.

Questions