Open house follow-up: five requests, five personal responses

Choose the request before choosing the message

A visitor who wants a floor plan needs the floor plan. A visitor who asks for no further contact needs you to stop. Treating both as the start of a standard sequence misses what each person actually said.

These scenarios are fictional teaching examples, not customer results. Adapt every bracketed field, verify property information, and include your required agent and brokerage identification. The examples do not determine permission to contact someone or establish compliance with local law.

REMC organizes lead stages, notes, activity history, and dated next actions. Send through your own tools, then record what happened. Saving a task does not send a message, book an appointment, or stop communication in another system.

1. Requested material: send exactly what you promised

Request and goal: Morgan asks for an approved floor plan by email, with Monday delivery agreed. Fulfill that request rather than introduce unrelated listings.

Channel: the email address and channel agreed for this delivery. A sign-in phone number alone is not a reason to add a text.

Subject: Floor plan for [property]

Hi [first name], here is the approved floor plan you requested at [property] on [date]: [checked link or attachment]. It is the [document version/date] supplied by [verified source]. — [agent and brokerage]

Manual record: check the document and link, then send through your email tool. Record the request, promised date, document sent, and actual send date in REMC. Complete the delivery action after sending; add another action only when the conversation provides a reason.

2. Appointment request: proposed is not confirmed

Request and goal: Alex asks for another viewing on Thursday afternoon. Check availability and agree a time; the request itself is not an appointment.

Channel: the channel Alex agreed for scheduling. Resolve the contact preference before opening an additional channel.

Hi [first name], you asked about another viewing at [property]. I have checked availability and can offer [verified option A] or [verified option B]. Please let me know which works. I will confirm the appointment after we agree the time. — [agent and brokerage]

Manual record: note the requested timing and set an action to check availability. Arrange through your normal scheduling process. Record the agreed time and access instructions, send the confirmation yourself, and close the scheduling action. A REMC calendar task does not notify the visitor or reserve the property.

3. Unanswered fact: state what remains unconfirmed

Request and goal: Casey asks whether an alteration has approval. You do not have a verified answer. Check the appropriate source without presenting an assumption as fact.

Channel: the agreed reply channel for this question. Keep sensitive documents out of public links.

Hi [first name], I am following up on your question about [specific issue] at [property]. I have asked [appropriate source] for [specific record or clarification]. I do not yet have confirmation. I will update you by [realistic agreed time], even if the answer is still pending. — [agent and brokerage]

Manual record: keep the exact question and source being consulted. Set a dated action for the promised update. When information arrives, record its source/date, check what it establishes, and send the verified answer or explain the uncertainty. A created task is not an answered question.

4. No further contact: stop outreach

Request and goal: Taylor asks for no further contact. Honor that request across your tools rather than persuade them to stay in touch.

Channel: do not open another channel. Only use the existing conversation for a brief acknowledgment where appropriate and permitted; a new message is not always necessary.

If acknowledgment is appropriate: “Understood. I have recorded your request for no further contact. — [agent and brokerage]”

Manual record: note the request and close planned outreach in REMC. Check your email, texting, CRM, and other communication tools and handle the preference there too. A REMC note does not automatically suppress messages elsewhere. Follow applicable retention and deletion obligations rather than assuming immediate deletion or indefinite storage is correct.

5. No answer: decide whether a check-in is justified

Request and goal: Jordan requested a floor plan, you sent it, and there has been no reply. Decide whether a useful next step exists. Silence does not create permission for an ongoing sequence.

Channel: only consider the originally agreed channel and scope. Do not escalate from unanswered email to calls or texts merely because those details are available.

If a check-in is appropriate: “Hi [first name], I sent the floor plan you requested for [property] on [date]. If the link did not work or the file was missing, let me know and I can resend it. — [agent and brokerage]”

Manual record: confirm the material was actually sent and review the original request and preference. Record the reason for a relevant check-in, or close the action with no further outreach planned. Do not assign a universal number of touches.

• Download the event and follow-up checklist

Keep a small, factual completion record

After acting, record the outcome: material sent, time agreed, fact pending, contact stopped, or no next action. Keep notes relevant to the request and avoid sensitive assumptions.

Review overdue promises before adding outreach. A completed record describes work performed; it is not evidence of delivery, a visitor response, or a sales result.