Separate qualification from judgment
A short intake can organize a buyer, renter, or seller inquiry without deciding who is a good prospect. Keep Fair Housing, lending, pricing, agency, legal, and property advice with the responsible person.
Identify the caller and property
Ask:
- Which address, listing, or property are you calling about?
- Are you looking to buy, rent, sell, or ask about an existing transaction?
- What is your target timing?
- What price range or budget should the agent consider?
- Is financing readiness relevant, and what status does the caller report?
- What property criteria matter?
- Which two showing windows should the agent check?
- What is the best callback method?
Do not ask about protected characteristics or steer a caller toward or away from a neighborhood. Route those questions to a trained team member under the brokerage’s policy.
Keep requested and confirmed times distinct
“Tuesday from 4–6” is a requested window until a person or tested booking system confirms it. A calendar event does not prove listing access, agent availability, occupancy permission, or showing instructions.
If the requested property is unavailable, capture the criteria for agent follow-up rather than promising similar inventory.
Call notes template
Caller: ___ | Phone / email: ___
Role: Buyer / renter / seller / current client
Property: ___
Timing / budget: ___
Financing status reported: ___
Requested windows: ___
Criteria / questions: ___
Status: Request captured; agent confirmation needed
Use the real-estate showing-request playbook or the broader real-estate lead-intake guide as your starting point.