For these first 6 categories you could ask the sender to email you at specific email addresses.  For instance, you could have all current sellers email you at sellers@your-email-domain.com and all current buyers mail you at buyers@your-email-domain.com.  For future buyers and sellers you could have them email their request to get added to your database at opt-in@your-email-domain.com and have your assistant CCed with the understanding they add this person to your mailing list ASAP.  If there’s a mechanism on your website for opting in to your mailing list, tell the person where to find it and give them a link.  Having a system like this also keeps your inbox and overall email account neat and organized.

One way of streamlining this sorting process is by setting up the appropriate email addresses in your ads properly.  Many domain providers will let you have multiple email accounts on your domain at no extra charge.  For instance, in classified ads for your listings, provide the reply-to address as buyers@your-email-domain.com.  If you have a section on your website where you talk about listing a home, make any references to your email address as sellers@your-email-domain.com.  This will make sure the email gets to the right place and makes it easier for the sender.  But some people may have got your email address from your brokerage’s website or your business card, so the above qualifying system would accommodate and classify these inquiries properly.

Another thing to do is have content you can direct your email inquirers to while they’re waiting for your response.  For instance, if it’s a first-time buyer, direct them to resources on your website (or elsewhere) describing how to get pre-qualified for a loan if they haven’t already.  If it’s a future seller, have the email ask them roughly when they plan to sell.

In the same way you want to automate responses to your email inquiries, you should automate your regular emails to your database.  These are known as email drip campaigns.  Outlook won’t allow you to do this, so it’s best to register an account with an email service provider like Constant Contact.  In doing that you’ll be able to schedule email blasts as far into the future as you like.  Isn’t it great that you set your prospect massaging tools on auto-pilot while you’re having fun exploring some exotic location?

Learn more about how to handle email prospects in general and turn more inquirers into clients by taking my course The Awesome Power Of Email.  This course has been approved by the Registrar, REBBA 2002 to qualify for 4 credits.