Enquiry reply email

Send this the day the enquiry arrives, from the mailbox it came in to, once you have checked the price and the status.

When to use it

A portal or website enquiry is still unanswered.
The question was specific — price, lease, pets, parking — and you either know the answer or you need to say you are checking.
The property is already under offer or SSTC and the enquirer should not be misled.

How to adapt it

Copy the template into a draft, not into a live send.
Replace every bracket with a fact from the file. If you do not have the fact, delete the sentence.
Read it once as the client. Take out anything you would not say on the phone.
Send it only after a person has approved the final text, from the right account.

Copy this draft

Subject: [Property address]

Hello [first name],

Thanks for your enquiry about [address].

[Answer the question they asked, in one or two sentences. If you do not know, write: I am checking that and will come back to you.]

The [asking price / rent] is [figure]. The property is [available / under offer / SSTC — use the status on the file].

I can show you on [day, time] or [day, time]. Tell me which suits, or suggest another time this week.

[Your name]
[Branch]
[Phone]

Before you send it

If they already asked for a viewing at a time you can do, confirm that time instead of offering two new ones. Do not confirm a slot you have not checked.
On a let, replace SSTC with the lettings status you use, and answer pets or sharers only from the landlord’s instruction.
Take out the exclamation marks a model likes to add. This email should sound like the negotiator.

Questions

Should I attach the brochure?

If it matches the facts in the email. Do not attach an old PDF with the previous price.

What if the property is SSTC?

Say so. Then say whether the vendor is willing to hear from someone else, because that is their instruction, not a default yes.