LearnGrokYou need one email that lets the prospective tenant know what happens after a viewing, without creating a dispute about what was said. These prompts are for lettings negotiators and property managers who have agent notes, property facts and a next step, but need a clean tenant-facing message.
Choose the prompt that matches the tenant’s position. Do not use a generic thank-you email when an application deadline, a question about the property or a request for a second viewing needs recording.
Key point
Write only what you can support
Agent notes are not automatically property facts. Put unconfirmed points in the follow-up list, not in the tenant email.
Choose the right email
Use the prompts in this order of fit:
- Use Standard viewing follow-up when the tenant attended, you have confirmed answers, and the next action is already agreed.
- Use Application deadline email when you need the tenant to use a specified application route by a set date and time.
- Use Answers to viewing questions when the main purpose is answering points checked after the viewing, such as a confirmed move-in date or included appliance.
- Use Second viewing or decision check-in when the tenant is interested but undecided, or wants another look at the property.
- Use Viewing follow-up with no application when the tenant has declined or you are checking whether they still wish to proceed.
The five emails may look similar, but the risk is different. An application email needs an exact route and deadline. A question-and-answer email needs each answer tied to a verified source. A check-in must not manufacture urgency.
Prepare the viewing record first
Collect the details before pasting anything into a prompt. Copy them from the viewing notes, property record and any approved message from the landlord or manager. Keep the source material beside you while you review the draft.
At minimum, have:
- the tenant’s name and the full property address
- the viewing date
- notes of interest, concerns and questions actually raised
- confirmed property facts, not recollections
- the exact next action
- an exact deadline, including time and time zone, if there is one
- the agent’s contact details
If you cannot confirm an answer, leave the field blank or write awaiting confirmation. The prompt will separate it from the email rather than make it sound certain.
Watch out
Do not use a vague deadline
“By Friday” causes avoidable arguments. Use the date, time and time zone, or do not include a deadline until it has been agreed.
Paste the facts, then read the missing-details section
Replace every bracketed placeholder. Keep quoted tenant comments short and factual. For example, write asked whether one allocated parking space is included, not needs parking because of their circumstances.
Each prompt asks for a Missing details or Internal follow-up list section. Read that section before you copy the email into your mail system. It is the useful part when the notes are incomplete. Resolve the question with the property record, the responsible colleague or the landlord’s approved response. Then run the prompt again with the confirmed fact.
Do not send the internal list to the tenant. It may contain questions for your team or notes that are not ready to share.
Note
Keep the property record separate
The email should record the outcome of the viewing. It is not the place to copy every internal note, repair discussion or applicant comparison.
Check the draft against the record
The draft is wrong if it adds a fact that is not in the material you supplied. Common errors are a promised move-in date, a claim that pets are allowed, a statement that bills are included, or a suggestion that applying reserves the property.
Check these items line by line before sending:
| If you see this in the draft | Check it against | What to do if it is not confirmed |
|---|---|---|
| A rent, deposit, fee or tenancy term | The current property record | Remove it or obtain the approved wording |
| A deadline | The instruction from the responsible agent or manager | Add the exact date and time, or remove it |
| A property feature or permission | Verified property facts | Move it to the follow-up list |
| A promise about the application outcome | Your stated process | Replace it with the factual next step |
Also check that the subject line names the property or the action, that the tenant’s name is correct, and that the contact route works. Read the email as the tenant would: can they tell what you need them to do, by when, and who to contact?
Check
The email is ready when the next action is unambiguous
A tenant should be able to identify the property, understand their action and find any deadline in one read.
Keep personal data out of the prompt where possible
Use only the information needed to draft the email. Do not paste passport details, bank details, application scoring, references, medical information or notes about a tenant’s personal circumstances. If an internal note is sensitive, replace it with the practical fact the email needs, such as tenant asked for a second viewing.
If your organisation uses a configured workspace or has restrictions on what may be entered, follow that process. Product behaviour and available controls can vary, so check the xAI documentation before changing your team’s handling process.
When the draft does not work
Do not keep rewriting a vague output. Find the field that caused it. Usually it is an absent deadline, an unclear instruction, conflicting viewing notes or an answer that has not been verified.
Add the missing fact, remove the unsupported claim, and use the more specific prompt. If you still cannot confirm the point, send a short holding message only if your team permits it, saying you are checking the question and giving no promise about the outcome. Escalate disputed property facts, terms or application decisions to the person responsible before you send anything.
