9 Proven Ways to Deliver Top-notch Real Estate Customer Service

One of life’s most rewarding moments for customers is signing up on the dotted line and finally holding the keys to their new home, office, or a title deed to some property.

Real estate customer service starts with providing accurate support and guidance to clients during their process of buying, selling, renting, and managing properties.

Whether it involves a sale, a renovation, or a lease, exceptional customer service in real estate ensures that clients’ expectations are met.

By being trusted advisors and demonstrating genuine care, you can foster satisfaction for everyone involved in the process. Ultimately, it results in a win-win situation!

This article covers the significance of customer service in real estate, common challenges faced, the tools available, and best practices that can help you enhance your real estate customer service.

The importance of real estate customer support

With this rise in demand, there is a greater need for real estate companies to offer top-notch customer service to get a hold of this market.

Real estate is a rapidly growing, in fact, Statista projects a market volume of US$155.60 trillion by 2029.

Below are other key benefits of providing the best real estate customer service.

• Increases revenue opportunities: Exceptional real estate customer service leaves clients happy and satisfied. As a result, these happy clients become potential customers for upselling and cross-selling additional services such as consultations.
• Improves the customer experience: Due to the complex nature of real estate transactions, clients may feel overwhelmed and even doubtful. Excellent real estate customer support ensures that customers get the help they need, reducing any stress or doubts they may have along the buying or selling process.
• Boosts customer retention: When the deal is favorable, customers become loyal to the company. Satisfied clients are more likely to return to conduct more business with a brand that provides excellent customer service in real estate.

Tools for enhancing real estate customer service

Customers expect seamless support experiences throughout their real estate transactions. To ensure this, support agents must employ modern tools to meet high client expectations. Below are some of the tools to look into.

Customer service help desk software

Customer support tools such as help desk ticketing system are designed to help businesses manage and resolve customer requests quickly and efficiently.

These systems enable customers to book properties and schedule property viewings seamlessly. Once a support request is submitted, it is converted into a ticket with a unique ID.

Support teams can then prioritize the tickets to ensure timely responses to property-related inquiries, including:

• Security concerns
• Title deed issues
• Location details
• Leasing information
• Rent payments, utility bills, or other property-related charges
• Parking space disputes
• Network problems

Real estate agents can also use task management tools to organize and allow agents to view many activities in a centralized and streamlined manner, ensuring all important tasks are addressed.

Additionally, it consolidates all customer interactions from different channels such as email, live chat, and social media into one omnichannel inbox, ensuring that no communication is missed.

Other features of efficient real estate customer service software include:

• Automated ticket routing
• Multi-language support
• AI assistance
• Integrations with other real estate tools
• Mobile accessibility
• Robust reporting and analytics
• SLA management

Contact management (CRM) tools

A customer relationship management (CRM) tool enables brands to streamline interactions, organize, and securely store customer data, such as detailed profiles of buyers, renters, and property owners.

By leveraging this data, real estate support teams have relevant information to deliver personalized communication and conduct more effective follow-ups.

By leveraging this data, real estate support teams have relevant information to deliver personalized communication and conduct more effective follow-ups.

Additionally, real estate agents can track past transactions and use this customer data to deliver tailored property recommendations and communications.

Communication and collaboration tools

Collaboration is a major part of real estate customer support, empowering real estate agents to efficiently share property details, updates, and schedules.

Integrating your real estate software with popular tools like Slack, Microsoft Teams for customer service, and Google Workspace fosters seamless teamwork. Such third party real estate software help agents and customers to carry out virtual meetings, document sharing, and task coordination.

Additionally, having multiple communication channels such as email, live chat, and calls simplifies client interactions, ensuring a more streamlined real-time, and responsive real estate customer experience.

Payments tools

Real estate customers require robust security during transactions to protect sensitive personal and financial information, such as identification details, banking data, and contract terms.

Ensuring protected communication channels, encrypted data storage, and compliance with privacy regulations builds trust and safeguards clients from potential fraud or data breaches.

Support teams can leverage payment tools to facilitate transactions like deposits, rent collection, and service fees.

These tools ensure secure and transparent payment processing, while also generating invoices and receipts for future reference and record-keeping.

Best tips for thriving in real estate customer service

Now that we’ve looked at some of the tools you can use in customer support for real estate, we need to understand that these software applications are only half of the equation.

Providing outstanding real estate customer care requires a combination of several crucial strategies to exceed customer expectations. Below are a few to consider.

Understand your customers and anticipate their needs

Do you really know what your clients want? Customers have different preferences; some prefer properties near roads or amenities, while others need suburban locations or areas.

Interact deeply with your clients to understand their specific desires, which will enable you to provide good customer service in real estate.

Businesses can therefore tailor their services to unique situations upon knowing their clients’ goals, challenges, and preferences.

Anticipating needs before clients articulate them demonstrates expertise and proactive care. This foresight can save time and position you as a reliable, knowledgeable partner.

Prioritize quick support while responding to clients’ issues

Customers value quick and timely responses, whether it is addressing reviews or resolving issues, timely communication demonstrates reliability and attentiveness.

To enhance response times, businesses can:

• Use canned responses or auto-responders for instant replies.
• Implement live chat software for real-time interactions.
• Incorporate help desk automation can streamline repetitive tasks such as sending email notifications
• Categorize support requests by urgency such as high, normal, or low to ensure timely handling.

Combine all customer data into a single location

Centralizing client information in a unified platform ensures safety and allows quick access to preferences, history, and inquiries.

Implement a robust contact management system to help organize customer details and track interactions effectively.

A consolidated omnichannel inbox further streamlines customer service by handling inquiries from various communication channels in one place.

A centralized database helps provide a consistent and personalized service, improves follow-up tracking, and prevents the frustration of repeatedly asking clients for the same information.

Personalize customer interactions

Clients crave experiences that feel like they were made for them. To offer personalized interactions real estate agents can use client data to:

• Address client by name
• Know their preferences
• Tailor property suggestions to meet their exact needs.

Leveraging AI tools helps to understand sentiment analysis, automate workflows and tailor property recommendations based on individual preferences.

In fact, 80% of organizations consider AI-driven personalization as a vital component for achieving competitive advantage.

Provide clients with detailed information

Clients value real estate agents who keep them informed throughout their buying or selling journey without needing to ask.

This means sharing timely updates, offering valuable insights like market reports, homebuyer’s guides, and lender referrals.

Also, ensure catalogues and listings are clear, accurate, and easy to access on your website.

Go the extra mile to meet customers’ expectations

A great real estate customer service tip is to go beyond basic expectations to create memorable experiences.

This could include offering thoughtful gestures like gifts or exclusive deals, and prioritizing time for property showings, consultations, or follow-ups.

In a competitive market, combining accessibility with a personal touch helps clients feel genuinely valued.

Be a consultant and not a convincer

Real estate agents often face pressure to close deals quickly in order to meet tight deadlines or secure high-stake deals. However, this can come across as aggressive causing clients to hesitate or withdraw from the deal.

Instead, real estate agents should focus on guiding clients towards the most suitable property options by prioritizing their preferences and offering actionable suggestions.

Highlighting pros and cons of each option shows genuine care and helps clients make confident decisions.

Develop and implement a rotating schedule framework

Some clients need more time and flexibility, which standard business hours may not accommodate.

To meet this need, agents can rotate support schedules and use tools like AI agents and live chat for round-the-clock assistance, while task management tools to help them organize and prioritize client inquiries.

Offering 24/7 customer service shows your commitment to meeting client needs and ensuring a smooth, reliable experience for every client.

Follow up after transactions

Many businesses often neglect their customers after completing transactions or closing deals, but maintaining contact is essential to building long-term relationships.

Leverage report and analytics tools to help track customer interactions, preferences, and communication history, enabling personalized follow-ups and better service provision.

Proactively reach out to ensure clients are satisfied with their property and address any challenges they may face.

Challenges of customer service in real estate industry

In the ever-dynamic real estate market, there is a greater need than ever for fast and effective customer service. This, combined with clients’ high expectations, creates a challenging scenario for support staff in real estate. Below are some of the challenges in real estate customer service:

Optimize your real estate customer service with BoldDesk

From managing high expectations to dealing with high-stakes deals, providing exceptional customer service can be crucial for customers involved in these life-changing decisions.

To improve your good customer service in real estate, consider using the BoldDesk help desk ticketing system.

This software centralizes customer interactions, improves responsiveness, and fosters collaboration among team members, streamlining your customer support efforts.

It also helps build stronger, more meaningful connections with clients while ensuring the security of their data throughout the entire process.

Contact us to discover how BoldDesk can enhance your real estate customer service.

We hope you find this article interesting. Is there any real estate customer support tip that we have left out? Please share in the comment section below!

Related articles

• 12 Ways to Deliver Good Customer Service with Examples
• 20 Best Customer Service Tips to Boost Your Customer Service
• How Sales and Customer Service Teams Can Work Together for Success

FAQs on real estate customer service