Scheduling viewings: from request to viewer at the door.

Sunday evening. On Funda there is a house that fits perfectly. A couple clicks “request a viewing”.
Monday, nothing. Tuesday neither.
On Wednesday they see: “Under offer”.

That Sunday you received dozens of requests. On Monday morning you started at the top.

They want to view quickly. You want to handle every request properly.

What your viewer experiences

A house can be gone in a few days. Every day without an answer feels like a missed chance. Your viewer does not know whether the request has arrived. So he calls to ask.

What happens on your side

You schedule viewings together with the seller. With a popular house many requests arrive at once. You read them, schedule them and confirm them. There is no rule on how quickly that must happen. Your viewer only sees that he has not heard anything yet.

What you run into

Viewers call because they want to know whether their request has arrived. You schedule and answer the phone at the same time.

If a viewer cannot make it, their slot stays empty. The seller stayed at home for it. And another viewer would gladly have had that slot.

How to schedule faster

1. Confirm every request straight away. And say when the viewer will get a proposal. Then he does not need to call.
2. Ask for everything in one go. Who is coming, who is coming along and when they are available. Also ask whether they have already spoken to a mortgage adviser.
3. Offer a few times. Let the viewer choose.
4. Send a reminder the evening before. With the address and a button for the route.
5. Make cancelling easy. A viewer who can cancel with one message frees up the slot for someone else.
6. Let all requests arrive in one place. Then any colleague can schedule.

It can work like this

On Sunday evening a couple requests the viewing.
A minute later: “Thank you! We schedule viewings on Monday. You will hear from us before 12 noon.”
Monday 11:15: “Can you make Thursday at 17:30?” They reply: “Yes.”
Wednesday evening: “See you tomorrow at 17:30. Here is the address.” With a button for the route.
On Thursday they are at the door at 17:25. The seller has made coffee.

On your side all requests arrived in the office email. A colleague scheduled them while you were at viewings.

The viewer is heard. The estate agent simply works in their own email. The office earns it. So it arrives.

How does your office score? Take the free Communication Scan for estate agents. In one minute you see where you can gain in reachability, appointments and follow-up. Your result arrives straight in WhatsApp.

Prefer to see how it works first? Book a demo.

Further reading

• Bidding log and offers: how to keep buyers informed
• After the viewing: how to follow up with viewers and seller
• 75 percent fewer no-shows
• RippleCom for estate agents

Frequently asked questions

How quickly must an estate agent respond to a viewing request?

There is no fixed rule. An immediate confirmation with a moment when the viewer will get a proposal gives peace of mind. Then they do not need to call.

How do you help viewers turn up for the viewing?

Send a reminder the evening before with the address and the route. And make cancelling easy. Then another viewer can have the slot.

What do you ask for in a viewing request?

Who is coming, who is coming along and when the viewer is available. Also ask whether they have already spoken to a mortgage adviser.