The open house ends at four on Sunday. You leave with a sign in sheet full of names and a Monday that is already booked. Visitors may tour other homes the same weekend, and the sheet sits in your bag.
Short answer: AI can prepare a draft note for each visitor from your sign in sheet, and you read and approve each one before it goes. A short note that mentions the home they saw is easier to answer than a generic one. This post covers what to give the AI, what a good note contains and what to check before you send. It is one of the setups on our realtors page.
Key takeaways
- AI can draft a follow up note for each open house visitor. You approve each one before it goes.
- Give the AI the sign in sheet, the listing facts you want used and a few notes you wrote in the past.
- A good note names the home, answers one question and offers one next step.
- Check the consent rules for email and text before the first send. Ask your broker or an attorney.
- Keep notes on the property and the next step. Do not sort visitors by a protected class.
Why do open house sign in sheets go cold?
After a long weekend, a stack of personal notes is the first thing to go. Each note needs the visitor's name, the home, whatever they asked about and a next step that fits. Done by hand, the notes can get shorter and later.
Visitors also want different things. A neighbor may be curious with no plan to move. Someone else may want a second look. One template sent to everyone can read like a template.
What does the AI need from me?
AI can only write a good note from good inputs. For this setup you supply:
- The sign in sheet, or the export from your sign in app, with any notes you made on it.
- The listing facts you want repeated, in your own words.
- A handful of follow up notes you wrote in the past, so drafts sound like you.
- Your calendar, if you want notes to offer second showing times.
- Your rules on who gets a note. Consent and opt-outs stay your responsibility.
Tell the AI to use only the facts you supplied. If a visitor asked something those facts do not cover, mark the gap and answer it yourself.
What goes in a good follow up note?
Short is better. A good note often has:
- A thank you that names the home they visited.
- One answer to something they asked, taken from the facts you supplied.
- One next step, such as two times for a second showing.
- Your name and a direct line.
Here is a sample.
Hi Jordan, thanks for stopping by the open house on Birch Lane on Sunday. You asked about the roof. The seller's disclosure lists it as replaced in 2019. I can show the home again Thursday at 6 or Saturday at 11 if you want a second look. Which works better for you?
Sam, 555-0100
Sample only. The names, street, roof date and phone number are made up. A commercial email also needs your mailing address and a way to opt out of future emails.
How do you run open house follow up with AI?
Here is one way to run it for a single open house.
- After the open house, gather the sign in sheet and your own notes on each visitor.
- Give the AI the sheet, the listing facts and a few of your past notes.
- Ask for one draft per visitor.
- Read every draft. Fix the opening, check each fact and cut any phrase that describes who a home is for.
- Check the consent rules for the channel you plan to use.
- Send the notes you approve from your own email, then add the next step to your CRM.
The notes stay drafts until you approve them.
How do you keep follow up notes Fair Housing careful?
Follow up notes are written to people you may sell to, so keep them on the property and the next step. Avoid describing a neighborhood by who lives there, and avoid suggesting where someone should or should not live.
Do not sort or rank visitors by race, color, religion, sex, disability, familial status or national origin. State and local law can add more protected classes. Ask your broker which ones apply to you.
A language check can miss things, and it cannot promise compliance. Your own read of the draft helps, and your brokerage rules still apply. Your broker has the final say.
What consent rules should I check first?
Before any note goes out, check the rules for the channel. Commercial email falls under the federal CAN-SPAM Act, which the FTC explains in a guide for business. It includes a way to opt out and a duty to honor opt-outs. Automated marketing texts to cell phones generally need written consent under the federal Telephone Consumer Protection Act. NAR has a quick reference. State rules can add more.
A checkbox on a sign in sheet counts as consent only if its wording meets the rules for the channel you use. Ask your broker or an attorney what yours should say. Honor anyone who has asked not to be contacted. Tell the AI to leave them off, and check the list yourself before each send.
When the rules are unclear, ask before the first send. The drafts can wait.
This is not legal advice. Ask your broker or a Fair Housing attorney.
How do I start with one open house?
Pick your next open house and try this on that one sheet. Read the drafts and see how they sound. The listing inquiry reply sheet shows how to answer a listing inquiry from property facts only. The realtors page shows what LUR sets up. The speed to lead post covers the first reply to a new inquiry. The listing descriptions post covers the review habit for listing copy.
If you want to talk about setting this up around your own sign in sheets and tools, start the intake or email carlos@prmode.ai.
FAQ
For a sign in sheet and a prompt that drafts these notes from one photo of it, see the open house follow up guide.
Sources
- HUD, Housing Discrimination Under the Fair Housing Act
- 42 U.S.C. 3604, Discrimination in the sale or rental of housing
- 42 U.S.C. 3615, Effect on State laws
- U.S. Department of Justice, The Fair Housing Act
- National Association of REALTORS, Telemarketing and Cold-Calling (TCPA consent)
- NAR, TCPA Quick Reference (PDF)
- FTC, CAN-SPAM Act: A Compliance Guide for Business
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