👋Welcome Letter to Estate Agents

Important: Your New Lead Management System is Now Live!

Hello team,

Important change to your workflow: Starting today, you'll no longer receive enquiry emails directly from Rightmove, Zoopla, and other portals. Instead, you'll receive (Read This) emails from SalesRook with fully qualified leads.

This email explains this important transition and how it will transform your daily operations. Please take a few minutes to read through this information and forward this to everyone on your team to ensure everyone understands the new process.

Welcome to SalesRook Core! 🚀

Congratulations on joining the future of property communications! We're thrilled to have your team onboard and can't wait to help you transform how you handle enquiries, qualify leads, and uncover new valuation opportunities.

How Does SalesRook Core Work?

SalesRook Core gives you a powerful AI assistant (your AI Persona) that revolutionises your property business:

Instant Responses: Your AI Persona immediately engages with applicants via WhatsApp when they enquire through Rightmove, Zoopla, OnTheMarket, your company website, and other portals
Smart Lead Qualification: Automatically collects essential information (budget, timeline, preferences) and identifies sales opportunities
Hidden Opportunity Detection: Uncovers valuation opportunities and mortgage referrals that might otherwise be missed
CRM Integration: Sends detailed summaries directly to your CRM (Reapit, Alto, Acquaint, LeadPro etc) and your branch inbox

How Does This Affect Me as a Negotiator?

Here's how SalesRook Core will transform your daily workflow:

Save 25+ Hours Per Week: No more manual follow-ups or data entry for portal enquiries
Focus on High-Value Activities: Spend more time on viewings, valuations, and relationship building
Better-Qualified Leads: Receive comprehensive applicant profiles with all essential information already collected
Never Miss an Opportunity: Every valuation opportunity and mortgage referral is automatically identified and flagged

Instead of starting each day with basic portal enquiries requiring phone calls and chase-ups, you'll receive fully-qualified leads with detailed profiles and clear next steps.

Response Protocol & Timing

Your AI Persona works on a strategic communication schedule:

Initial Response: Instant engagement when an enquiry comes in
Follow-up Nudge: If no reply after 1 hour, a gentle follow-up is sent
Timeout Process: If still no reply after another hour, the conversation is considered "timed out" and a summary is sent to your team

This balanced approach ensures maximum engagement without being intrusive while providing timely updates to your team.

Understanding Email Notifications

What is a (Read This) Email?

Emails marked with (Read This) contain important qualified lead information or valuation opportunities that require your immediate attention. These are high-priority communications that have been pre-qualified and are ready for your follow-up.

Look for these key elements in each summary:

Applicant's full contact details
Property preferences and requirements
Budget and timeline information
Potential valuation or mortgage referral opportunities
Suggested next steps

Handling Common Scenarios

What if Someone Calls the Office Asking to Speak to Your AI Persona?

If a client calls asking to speak with your AI Persona (like "Grace"):

Be Natural: "Grace works with our digital team handling enquiries. I'm her colleague [Your Name] and I have all your details here. How can I help?"
Focus on Service: "I see you've been discussing [property/requirement] with Grace. Let me pick up where she left off."
Maintain Continuity: Review the conversation summary before speaking to ensure a smooth transition.

What if Someone Recognises This is AI?

If a client mentions they're speaking with AI:

Be Transparent: "Yes, we use AI to ensure instant responses 24/7, but rest assured your enquiry is being handled with the same care and attention as always."
Emphasise the Benefits: "This allows us to respond immediately at any time and collect all your requirements so our team can focus on finding you the perfect property."
Transition to Human Support: "I'm [Your Name], a real person here to help you now that we understand your requirements. How can I assist further?"

Understanding Conversation Quality

Based on our extensive sentiment analysis across thousands of conversations, the vast majority of interactions between your AI Persona and potential clients will be positive and productive. Over 95% of conversations are rated as "good" or "excellent" by clients, with many specifically praising the quick, helpful responses.

However, as with any system, not every single conversation will be perfect. You might occasionally encounter a conversation that didn't go as smoothly as we'd hope. Please don't let one or two less-than-ideal interactions cloud your overall impression of the system.

Our data shows that:

Most applicants appreciate the instant responses, even outside business hours
The quality of information gathered is consistently high
The conversion rate from enquiry to viewings increases significantly

Reporting Issues with AI Summaries

If you notice any issues with the AI summaries or interactions:

Email support@salesrook.com with "Summary Feedback" in the subject line
Include the property reference and applicant name
Briefly describe the issue (e.g., "Missing information," "Inaccurate summary," "Tone concerns")
Our team will review and improve the system promptly