Five Property Matching Tips and Best Practices for Estate and Letting Agents

The Challenges of Property Matching

Property matching is one of the most essential yet challenging tasks estate and letting agents face. With an overwhelming number of listings and potential clients, finding the perfect match can be time-consuming and prone to human error. Agents often rely on outdated methods, struggle with managing client expectations, and face fierce competition from online portals that claim to simplify the process.
Here are five tips to enhance your property matching process and increase your success rate.

Five Tips for Property Matching

1. Respond Quickly

Vague enquiries can be the bane of an agent’s life. To make sure you get all the information you need from a potential renter or buyer you need to clarify their requirements. Responding to a query immediately significantly increases your chances of getting the information you need. If you or your team don’t have the time yourselves, look at ways to automate this process.

Why it helps: Research suggests most estate and lettings agents are slow to respond to enquiries. Stand out and win more clients by responding instantly.

2. Improve Data Quality

The more information you can gather about a property and a client’s preferences, the better. Vague enquiries can result in wasted time for the agent and the applicant. Automating responses to enquiries to gather additional data means improving your data without wasting agent time chasing people by phone and email.

Why it helps: Automated enquiry response allows agents to get the information they need without wasting their own time. Meaning they can offer more personalised recommendations. and win more clients by responding instantly.

3. Provide Regular Updates

The longer it takes for an agent to get in touch with a person following an enquiry, the lower the probability of closing. This is also true for the frequency of communication. Make sure you’re sending applicants regular updates about new properties that fit their criteria. Keep track of their feedback on viewings and preferences, and maintain regular follow-ups to ensure you’re always up-to-date with their requirements.

Why it helps: Strong communication builds trust, keeps clients engaged, and helps you refine your matching process as their preferences shift.

4. Maintain an Updated Database

Keeping your property and client databases current is crucial. Ensure that listings are regularly updated with accurate details, availability, and status, and keep your client profiles refreshed with their latest preferences.

Why it helps: An updated database prevents you from offering out-of-date or irrelevant properties, which can frustrate clients and waste time.

5. Build Strong Relationships with Landlords and Property Owners

Agents who have strong relationships with landlords and property owners often gain early access to listings before they hit the portals. This gives you the advantage of showing properties that are less competitive and more tailored to your clients.

Why it helps: Having exclusive or early access to properties means less competition and a greater chance of successfully matching clients with the right home.

Bonus Tip: Automate Your Property Matching with Roboteer

n today’s fast-paced market, automation can be a game changer. Tools like Roboteer can help automate the property matching process by integrating with platforms like Reapit.
Roboteer can respond to enquiries automatically as well as match properties to clients based on their criteria, saving agents time and increasing accuracy.

Why it helps: Automation reduces manual effort, ensures timely responses, and enables agents to focus on higher-value tasks, improving overall efficiency.

Key Takeaways and Next Steps

Effective property matching is about more than just using online portals. It requires a combination of personalised client service, smart use of technology, and constant database management. By implementing these tips, estate and letting agents can better meet client expectations, speed up the matching process, and ultimately close more deals.

Why it helps: Consider which of these strategies you can implement immediately, and explore automation tools like Roboteer to further optimise your property matching workflow.