Industries · Property and lettings
An AI receptionist for letting agents and landlords
VoiceLogic’s property AI receptionist books viewings into your team’s Outlook calendars and takes repair reports from tenants with the address, the fault and whether someone can let a contractor in. It asks whether every repair is an emergency, and tells anyone who smells gas to leave the property and call the National Gas Emergency number, 0800 111 999.
- Viewings booked while you’re out
- Repairs reported at any hour
- Emergencies flagged as urgent
The problem
Why do letting agents miss so many calls?
Because the calls come from three directions at once, applicants after viewings, tenants reporting repairs and landlords wanting updates, while the people who would answer are often out showing a property. And repairs keep their own hours: a leak or a dead boiler tends to be discovered in the evening or at the weekend, when the office is shut.
Applicants ring while you’re at a viewing
A negotiator can’t answer the office line from someone else’s front room. An applicant who can’t get through to book often tries the next agent.
Tenants report repairs at night
Most tenants are at work in the day, so problems get noticed and reported after hours, straight into voicemail.
Half a repair report
“The shower’s broken” is not enough to send a contractor. You need the address, where in the property, since when, and who can let them in.
Emergency or Monday morning?
A dripping tap can wait. No heating in winter, a leak that won’t stop or an insecure front door cannot, and you need to know which is which.
On a lettings call
What does an AI receptionist do for a letting agent?
It books viewings, takes repair and maintenance reports from tenants in full, checks whether a repair is an emergency, and passes every other call to the right person or takes a message. Nothing depends on a negotiator being at their desk.
Viewings
Which property, the applicant’s name and number, then a time booked in the team’s Outlook calendar when someone is free, or a message for the team.
Repair reports
The tenant’s name, the property address, what is wrong, where it is, since when, and whether anyone can let a contractor in.
The emergency question
It asks every time. Emergencies include no heating or hot water in winter, a leak that will not stop, no electricity, a gas smell, or the property not being secure.
Everything else
Landlords, applicants with questions, anyone else: it finds out what the call is about and puts them through or takes a message.
Example call
A leak reported at nine in the evening
In this example a tenant calls a fictional lettings agency after the office has closed. The agent takes the full report, establishes that the leak will not stop, and marks it as an emergency so it can be texted to whoever is on call. It does not promise when a contractor will arrive.
An illustration only. The agency, tenant and address are invented.
CallerThere’s water coming through the kitchen ceiling at my flat.
AgentI’m sorry to hear that. Can I take your name and the property address?
CallerPriya Shah, Flat 3, 18 Station Road.
AgentThank you. When did it start, and is it still leaking now?
CallerAbout an hour ago, and it won’t stop.
AgentI’m marking this as an emergency for the team. Is someone at the flat to let a contractor in?
CallerYes, I’m in all evening. When will they get here?
AgentI can’t give a time, but it’s marked as an emergency and the team has your details now.
Clear limits
What will the property agent never do?
It never promises when a contractor will attend, and it never discusses rent, deposits or another tenant’s details. Those conversations belong to your team.
- No promised attendance times for contractors.
- No discussion of rent or deposits.
- No sharing of another tenant’s details.
- No made-up facts about a property: it answers from your information and says when it does not know.
If a caller smells gas, the agent tells them to leave the property and call the National Gas Emergency number, 0800 111 999, now.
Treat the template as a first draft. You can rewrite its instructions, change the greeting, or switch viewing bookings off.
Useful with
Features that suit lettings and property management
Viewings booked in Outlook
Connect your team’s Microsoft 365 calendars and the agent offers times when someone is actually free, then confirms the viewing with the caller. Outlook bookings.
Out-of-hours answering
Office hours on the phone system send evening and weekend calls to the agent, so tenants always reach someone who will take the details. Office hours.
Repair reports by text
Messages are emailed to the right person and can be texted to a mobile, such as the phone whoever is on call carries. Messages and texts.
A record of what was reported
A recording and transcript of each call shows exactly what the tenant said and when they said it. Recordings and transcripts.
Calls logged in your CRM
The caller’s name shows on the handset as it rings, and each call is logged as an activity in CRMs such as HubSpot, Salesforce and Zoho. CRM integrations.
Questions
Questions from letting agents
Can an AI receptionist book property viewings?
Yes. The property template has booking switched on. Once your team’s Outlook (Microsoft 365) calendars are connected, the agent offers times when someone is free and confirms the viewing with the caller. Without a calendar, it takes a message for the team.
What happens when a tenant calls out of hours?
The agent answers, takes the full repair report and asks whether it is an emergency. The message is emailed to your team and can be texted to an on-call mobile, so whoever is on call has the details straight away.
How does it decide whether a repair is an emergency?
It asks. The template counts no heating or hot water in winter, a leak that will not stop, no electricity, a gas smell, or the property not being secure as emergencies. You can change that list.
Will it talk to tenants about rent or deposits?
No. It never discusses rent, deposits or another tenant’s details, and it never promises when a contractor will attend. It takes a message or puts the caller through to your team.
What does a lettings AI receptionist cost?
From £29 a month for an AI agent on the Basic plan, which includes 500 minutes. A busier office might choose Basic Standard at £59 for 1,000 minutes. All prices exclude VAT; compare plans on the pricing page.
Talk to us
See VoiceLogic working on a real call, and get a quote for your team.