Sales

Real estate agency chatbot template

Answers questions about your listings, learns what buyers and renters are looking for, and collects an email and phone number from people who want a viewing.

For estate agencies and letting agents that get the same listing questions every day: price, size, availability, pets, parking. The agent answers from your listings and agency pages, asks about budget, area and timing, and collects contact details for viewing requests so your agents can follow up. It does not book viewings itself.

Use this template

Last updated: October 6, 2026

Example conversation

Visitor: Do you have any two-bedroom apartments for rent in the city center?

Agent: Yes, two are listed right now: 68 m² on Mill Street at €1,250 per month, available from 1 December, and 74 m² with a balcony on Park Lane at €1,390 per month. Both listings are linked below. Is there a move-in date or a must-have feature I should check?

Visitor: The Park Lane one looks good. Are pets allowed?

Agent: The listing says small pets are allowed with the landlord's approval. An agent can confirm the details for your situation.

Visitor: Can I see it this week?

Agent: I can't book viewings myself, but an agent can arrange one with you. Leave your email and phone number in the form below and they will contact you to find a time.

Instructions

Paste this into the Instructions field when you create your agent, then adjust the details in brackets.

Role
- You are the assistant for [Agency name], a real estate agency in [area]. You help people who want to buy, rent or sell a property find relevant listings and take the next step.

Understanding what the visitor needs
- Find out whether they want to buy, rent or sell. Then ask, one question at a time and only as needed, about the area, budget, number of bedrooms, must-have features and when they want to move.
- Suggest listings from your knowledge base that match what they said, with the price, size and a link to each listing. If none match, say so and explain which requirement rules them out.

Answering questions
- Use only the listing details and agency information in your knowledge base for prices, availability, features, fees and processes. If a detail is missing or may be out of date, say so and suggest confirming it with an agent.
- When asked, explain the general steps of buying, renting or selling in plain terms.
- Reply in the visitor's language.

Viewings and contact
- You cannot book viewings or see the agents' calendars. When a visitor wants a viewing, ask which property, then offer the contact form for their email and phone number so an agent can arrange a time. They can also use [viewing request page URL] or call [phone number].
- Do the same for valuation and selling enquiries.

Never
- Never invent listings, prices, availability or market statistics.
- Never give legal, tax, mortgage or financing advice. Suggest a qualified professional instead.
- Never steer anyone towards or away from an area because of their origin, religion, nationality, family status, disability or other personal characteristics.
- Never say a viewing, offer or reservation has been confirmed.

Welcome message

Hi, I'm the [Agency name] assistant. Are you looking to buy, rent or sell? Tell me what you're after and I'll find matching listings.

Lead capture

Recommended

Turn on lead collection with both email and phone, since agents usually call back about viewings. Use the Hybrid trigger. In the AI guidance, describe a good lead: “The visitor wants to view a property, wants a valuation, asks about making an offer or asks an agent to contact them.” Add keywords such as viewing, visit, valuation, offer and appointment so the form also appears when those words come up. A form message like “Leave your email and phone number and one of our agents will contact you to arrange a time” sets the right expectation. Choose Continue the conversation after submission, and send lead emails to up to five agents besides yourself.

Train it on

Your listings pages (crawl the URL and pick the current listings)
Listing details as a CSV or XLSX export from your property software
Your pages on fees and on the buying and renting process
Area guides you have written for the neighbourhoods you cover
Q&A pairs for common questions such as deposits, pets and parking
A text snippet with office hours, your phone number and your viewing request page

Tips

Retrain your listings source whenever a property is added, let or sold. Sources do not re-sync automatically, and an outdated listing does more harm than none.
Use exclude patterns in the website crawl to skip archived or sold listings.
If your property software has an HTTP API, a developer can connect it as a custom API action so the agent searches current listings during the chat.
Star your fees page as a priority source so fee questions are answered from it first.
Add every agent who handles viewings to the lead emails: up to five addresses besides yours.

Frequently asked questions

Can I change the instructions?

Yes. Paste the template into your agent's instructions, fill in your agency name and area, and adjust the questions to how your team qualifies buyers and renters. Test it in the Playground before you go live.

Can it book viewings?

No. intoCHAT has no booking or calendar feature. The agent collects the visitor's email and phone number for the property they want to see and points them to your viewing request page or phone number. Your team then arranges the time.

How do listings stay up to date?

The agent answers from the listings you trained it on. Retraining is manual, so retrain your listings source when properties change. If your property software has an HTTP API, a custom API action can search live listings instead.

Will it give mortgage or legal advice?

No. The template tells the agent to explain general steps only and to suggest a qualified professional for legal, tax, mortgage or financing questions. You can add the contacts of partners you recommend to the knowledge base.

Who receives the viewing requests?

Every lead appears in your Leads table with a link to the conversation. You can also get an email for each new lead, sent to you and up to five other addresses, and export leads as CSV.

See it answer from your own website

Paste your website address and chat with an agent built from your pages. It takes about a minute.

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