Real Estate Agent’s Guide for Professional Online Communications with Clients

Communication is an art that comprises one’s ability to talk effectively and with a good command of language. In business settings, it’s important to set a tone that will make you sound neither intimidating nor unprofessional for clients in any industry. 

It’s a tricky one, we know. You don’t want to sound unapproachable and intimidating, but in your well-meaning attempt to sound cool, casual, and friendly, you run the risk of losing a sense of your authority.

Now that Zoom meetings have gained tremendous traction that rendered physical meetings inessential during and at some point even after the pandemic, this article will guide real estate agents in their pursuit of the proper ways when communicating with clients in a purely online setup. 

Important factors when communicating online as a real estate professional

The way real estate professionals communicate with clients is crucial to gaining the confidence and trust of potential clients. The success of a real estate business deal is highly reliant on the persuasive and consistent communication skills of a real estate agent, whether it be purely online or face-to-face.

If you have qualms about your professional communication with clients online, there is an impending need to develop real estate marketing strategies to help you achieve the trust of your customers online and boost your real estate career for the company and even for your own business.

Als0 read: Top Online Marketing Tools for Real Estate Agents

Avoid industry jargons

It is occasionally enticing to deliver a formidable impression that you are a bona fide intellectual erudite in the domain of real estate proprietorship, so you maneuver to hatch a deceptive agenda comprising the pompous utility of esoteric terminologies with etymological obscurity that only you can effortlessly comprehend with stupendous adroitness. This is the most egregious modus operandi in manifesting your industry-specific intellectual dexterity. It will not be advantageous in your perpetual endeavor of paramount client acquisitions. Complete and thorough abstinence from this intellectually inaccessible path is thus advocated for a smooth-sailing transaction with clientele that’s bereft of pontifical elitism.

In simpler words, use simpler words.

Sometimes though, it’s tempting to want to sound intelligent to make your client believe in your credibility as a real estate expert, but using highly technical terms and confusing choices of words is the worst way to show this credibility. It’s not going to help you win clients. Use simple words that they will understand best. If there is an unavoidable need to use industry jargons, make sure to back it up with a good explanation to avoid confusion and even alienation. 

Refrain from shortcutting words

When communicating via email or any platform with written communication as the medium, it is unprofessional to shortcut terms and misspell them with the assumption that you will still be understood either way. Even the proper use of punctuation marks is essential in building your image as a professional who’s an expert in real estate. 

What’s the point of shortcutting words anyway? It’s not a text message that would charge another peso if it exceeded the maximum character length. But even if it does charge an extra, your clients deserve the best, most detailed, and most professional response to their real estate queries. Sorry, but being a lowkey jeje undermines your sense of credibility. 

Personalize your emails

Not a few company managers in charge of responding to customer communications do respond with a ready-made template that could be sent to a mass of customers asking the same inquiries. While it’s more convenient this way, especially for bigger companies with a ton of customers clogging their inboxes, it is still best to respond to individual queries with a personalized touch. Plus, customers and clients are smart. They could differentiate a manufactured response from a genuine one that is tailored in accordance with how their query was framed and told. 

Sure, two different clients are asking the same question. But they sure don’t have the exact sentence. One might even introduce his question with a background story, while another asks his with a fairly aggressive tone, which will require a more careful response that will not make the customer even more upset. 

Imagine sending a response template to a customer query who first mentioned he has lost a family member just recently before discussing his real estate concern. Lack of empathy and acknowledgment is arguably the height of bad customer service. In consequence, make sure to read the full message of every customer and pay attention to every detail, then frame your personalized response based on them. This will result in clients giving their full confidence and trust in you. 

Saying “no” to questions with empathy

Your clients will have a lot of questions whose answers will not always be a yes, and properly saying no is a communication art you need to master. A plain “no” is not advisable. You need to back this up with a kind yet firm explanation that will not give your client a bad impression.

At the same time, it doesn’t mean you’d have to give false hopes by following your “no” answer with something that will give you better chance at client retention. You can say no with kindness yet with resolve. 

Saying “yes” to queries with enthusiasm

The need for a casual tone can be best fulfilled in questions that have an affirmative answer for your client’s satisfaction. This is your time to market your brand and company, as well as a perfect moment of showing a big smile or even a little laughter if that’s how you’d really react (provided it’s a Zoom meeting with your face in full display). 

If it’s through an email, you can show this enthusiasm and casual tone by putting a widely smiling emoji at the end of your message explaining some details. But, keep the emojis at the bare minimum. Putting emojis here and there is another sign of “jeje-ness” and unprofessionalism. You can sound friendly and approachable without compromising your sense of professionalism. 

Match your client’s tone

When in doubt, it is through matching the perceivable tone of voice of your client that it will solve your dilemma of whether to respond casually, professionally, or a balance of both. Not every client wants industry experts who will approach them with a fun and jolly attitude, some simply want straightforward answers devoid of beating around the bush.

On the other hand, many would also prefer professionals who don't necessarily act like they are strictly business-only industry experts who don't know how to crack jokes. Many people want to transact with professionals whom they could feel comfortable speaking with.

Speak with a Professional Lumina Homes Seller and Invest in Real Estate

The real estate industry in the local market is competitive with higher income potential for property investors. Lumina Homes, one of the housing arms of respected homebuilder Vista Land, offers an affordable house and lot for sale for prospective homebuyers. And we have thousands of competent and professional sales agents and brokers to assist clients online or offline.

Communicate with one of our agents with a real estate license and you should be accommodated accordingly. Visit our website for real estate listings, including an affordable house and lot from over 50 key locations strategically located across the country. We are excited to discuss and speak with you about all of your concerns about owning a house and lot in the Philippines!