LearnGrokUse this workflow to turn approved particulars, a floor plan, photo notes and agent instructions into one listing draft. It is for residential sales and lettings staff who need portal and website copy that separates facts from sales language before publication.
The final document has three parts: verified property facts, descriptive copy, and a list of gaps or conflicts for the negotiator or lister to resolve. Do not treat the draft as approval to publish.
Key point
Keep the evidence visible
Every publishable fact must be traceable to an approved source. If it is not, flag it rather than writing around the gap.
1. Collect and label the source pack
Create a folder or workspace record for the property. Add only the current, approved versions of:
- Property particulars, including address, tenure or letting basis, accommodation, measurements and required disclosures.
- Floor plan, including room labels and dimensions.
- Photo notes, which identify features visible in images and any rooms not photographed.
- Agent instructions, including the intended audience, agreed wording, portal requirements and details that must not be mentioned.
- Any internal approval note that confirms which document is the source of truth.
Give each item a clear label, such as Approved particulars, 14 May or Floor plan, revision B. Remove superseded drafts before you start. A model cannot reliably decide which of two conflicting versions is current.
Do not include unnecessary personal information, such as tenant contact details, viewing notes or identity documents. Follow your firm’s data-handling process when you use external tools or shared workspaces.
Watch out
Do not let photographs create new facts
A photo can support a description of a visible feature, such as a fitted wardrobe. It does not prove age, ownership, condition, boundaries, permissions or included items.
2. Build the fact sheet first
Before asking for prose, extract the evidence into a structured fact sheet. This gives you something you can check line by line.
Use the model you are using with a prompt like this. Attach or paste the approved documents only if your approved setup permits it. Available attachment and tool behaviour can vary, so check the xAI documentation overview for your environment.
Read the attached approved property particulars, floor plan, photo notes and agent instructions.
Create a fact sheet with these headings:
- Property identity and address
- Transaction type and price or rent wording, if supplied
- Tenure, lease, service charge, ground rent, deposit or other terms, only if supplied
- Accommodation and room count
- Room measurements, preserving units exactly
- Features confirmed by the documents
- Features visible only in photo notes
- Required wording and prohibited wording
- Missing, ambiguous or conflicting details
For every item, add its source document and page or section where possible.
Do not infer facts. Mark unsupported claims as NOT VERIFIED.
Read the fact sheet beside the originals. Correct obvious extraction errors yourself, especially numbers, units and room labels. If the floor plan says Bedroom 3 but the particulars call it a study, record the conflict. Do not choose the more attractive label.
Check
You have a usable fact sheet when every number has a source
Check the asking price or rent, room count, measurements, tenure or letting terms, and address against the original documents. These are the details most likely to cause a bad listing if copied incorrectly.
3. Decide what belongs in the listing
Split the fact sheet into three working groups before drafting.
| Group | Include in the draft? | What to do |
|---|---|---|
| Confirmed facts | Yes | State them plainly and retain the source reference in the checking notes. |
| Supported descriptive details | Usually | Use measured language, based on the particulars or photo notes. |
| Missing or conflicting details | No | Put them in the query list for the agent or lister. |
A confirmed fact might be two reception rooms where both the particulars and floor plan support it. Supported descriptive copy might be a bright kitchen/dining room, where this is visible in the photos and not contradicted by the papers.
Avoid claims that need separate evidence. Examples include newly renovated, excellent schools, ideal investment, low running costs, private garden, off-street parking, chain free, or planning potential. Include them only where the approved source clearly supports the wording and the agent has authorised it.
For lettings, take particular care with furnished status, availability, deposit wording, bills, parking, pet terms and tenancy conditions. For sales, take particular care with tenure, council tax band, service charges, ground rent, chain status and included items. If a required field is absent, flag it. Do not use a likely answer from a previous listing.
4. Generate the three-part draft
Now ask for the listing in a format that keeps verified material separate from copy. Use your firm’s preferred portal headings if they exist.
Using only the verified fact sheet below, write a residential property listing draft.
Return exactly these sections:
1. Verified facts: short bullets, with source references in brackets.
2. Listing copy: a portal-ready headline, opening paragraph, accommodation summary and key features.
3. Publication queries: every missing, ambiguous, conflicting or unsupported item. State the source gap and the person who should confirm it.
Rules:
- Use British English.
- Keep measurements, price or rent wording, and legal or tenancy terms exactly as supplied.
- Do not claim condition, location benefits, permissions, boundaries, parking rights, included items or energy performance unless confirmed.
- Do not turn a photo observation into a verified fact.
- Do not fill gaps with assumptions.
Fact sheet:
[paste the checked fact sheet]
The headline should describe the property without inventing its strongest selling point. The opening paragraph should cover property type, key accommodation and the best supported feature. The accommodation summary should follow the order used in the particulars or floor plan, so the reader can compare them.
Keep the source references out of the text that will go to the portal. They belong in the internal verified-facts section, which stays with the listing record.
5. Run the publication check
Read the three sections in this order:
- Check every number, proper name and term in Verified facts against the approved particulars and floor plan.
- Highlight each assertion in Listing copy. Find the supporting fact-sheet line. If you cannot find one, move it to Publication queries or delete it.
- Compare the copy against the photos. Check that it does not promise a room, feature or finish that is absent, unclear or outdated.
- Check agent instructions for prohibited wording, audience requirements and mandatory details.
- Send the query list to the named agent or lister. Record the reply and update the source pack before changing the draft.
The output is wrong if the descriptive section contains a claim with no matching source, if a measurement changes unit or value, or if it quietly resolves a conflict. It is also wrong if the query list is empty despite missing required portal fields. A clean-looking draft is not evidence that the data is complete.
Stop
Do not publish from the prose section alone
Publish only after the responsible colleague has resolved the queries and approved the final portal fields.
6. Hand over the draft
Save the final record with:
- The approved source pack and its version labels.
- The checked fact sheet.
- The portal-ready listing copy.
- The resolved query list, including who confirmed each answer.
- The name of the colleague who approved publication and the date of approval.
Paste only the approved copy into the portal and website fields. Recheck formatting after pasting, particularly bullets, measurements, special characters and field limits set by that portal.
If the workflow does not work, stop at the fact sheet. Usually the problem is an incomplete source pack, conflicting documents or instructions that ask for claims without evidence. Ask the agent or lister to supply an approved answer, replace the outdated document, then rerun the draft from the corrected fact sheet.
