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Leads & sales

Lettings enquiry pre-qualification and viewing booking

Lettings enquiry pre-qualification replies to each portal enquiry with a short set of questions about move date, household, pets and affordability. When the answers fit the property, the applicant is offered viewing times, and anything else is sent to a negotiator to discuss.

An example of how the studio would build it. No live services are connected.

From a portal enquiry to a viewing that suits both sides.

  1. Step 01

    Enquiry received

    Read the portal’s enquiry email to pick out the property reference and the applicant’s contact details.

  2. Step 02

    Questions sent

    Reply with a short Google Form asking for move date, who will live there, any pets and how the rent will be covered.

  3. Step 03

    Answers compared

    Compare the move date and household with what the property and landlord can offer, using rules your team has agreed.

  4. Step 04

    Viewing offered

    Send a Cal.com link showing viewing times for that property when the answers line up.

  5. Step 05

    Negotiator follows up

    Send any mismatch, question or unusual answer to a negotiator to call, rather than turning the applicant away.

The result

Viewings fill with people whose plans fit the property.

No applicant is rejected automatically. The form asks only questions the agency has agreed are lawful and relevant, and anything outside the simple rules goes to a person.

Before we connect it.

Where this is useful

Useful for letting agents and landlords who receive many enquiries per property and spend time on viewings with people whose dates or plans don’t fit. A sensible first version sends the form and a summary of answers to the negotiator, who then sends the viewing link themselves.

What we need to connect

  1. 01Access to the inbox where portal enquiries arrive, plus examples of each portal’s email layout so the property reference and contact details can be read reliably.
  2. 02The questions to ask and the simple rules for each property, such as available date and maximum occupants, agreed by the agency so they stay lawful.
  3. 03Viewing availability for each property in Cal.com, and the negotiator who picks up anything the rules don’t cover.

What needs careful handling

Portals change their email layouts from time to time, so a message that can’t be read confidently is left in the inbox for a person rather than half processed. The same applicant often enquires about several properties, so their answers are reused for a set period instead of sending the form again. Questions must never be used to turn people away for having children or receiving benefits, which the law in England does not allow, so the rules only check practical fit and leave judgement to a person.

Questions people ask.

Is it fair to ask applicants questions before a viewing?

Asking about move dates, who will live there and pets is common and helps both sides avoid wasted trips. The questions and rules should be agreed by the agency, kept the same for every applicant and never used to exclude groups the law protects.

Can this run referencing or affordability checks?

Not in this version. It collects the information an applicant chooses to share, and formal referencing still happens later through your referencing provider once someone wants to proceed.

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