THE REAL ESTATE
AGENT PLAYBOOK
EIGHT THINGS YOUR INTERN DOES
Every play in this guide runs on one of these. Skim them once — the stages below show them in action.
Drafts appear before you ask
Auto-drafting reads incoming email and prepares replies for your review — no prompting. Turn it off any time; nothing ever sends without your approval.
Voice-first, lives in Telegram
Talk to it in any language, hands-free, from the car between viewings. It answers where you already chat.
Reminders that re-arm
Set a chase in five seconds by voice. It fires on time with Got it / Remind again — one tap and it re-arms until the job is done.
Scheduling with a brain
Events, invites and confirmations — with conflict checks and travel-time sanity (“your 11am ends with an hour to get there”).
It remembers so you don't search
“Reply to Helen at Zoopla” — it finds the thread and the person by name. Contacts, applicants and their answers are captured as you work.
Teach it how to reply
Rules in plain English: answer pricing from the knowledge base, follow company policy, add your signature, always CC the office.
Attachments and resources
Send it a file and it attaches it. Templates carry their own attachments; drafts handle files and inline images.
Email templates
Your exact wording, frozen — with fill-in fields the AI completes per email. The full story is just below.
PUT THE PROPERTY ON THE MARKET
From a voice note in the car to a portal-ready ad in your inbox — with a negotiator's instinct delivered to a junior.
Super Intern
bot
Plays 1.1–1.3 behind the scenes, translated from the original voice notes.
Write the portal listing from a voice note
You've just left the property and the listing needs to go live today.
Write me a RightMove ad for the master bedroom. In English. Must be a female housemate, professional preferred, clean, normal hours.
Sharpen it with the details that sell
The first draft is generic. The building is the selling point.
It's Legacy Tower in Stratford, and it is en-suite. Redo it.
Email the finished copy to yourself
The copy is on your phone; the portal is on the office desktop.
Email this to me as a note so I can copy and paste it.
Handle your portal account manager
Your logo is rendering too small on Zoopla and you need it fixed.
Reply to Helen at Zoopla — our logo is too small, we'll send a new one, ask her to update it.
FIND THE THREE WHO CAN PROCEED
The listing is live and the enquiries are landing. Reply first, ask the right questions every time, and let it remember every answer.
Reply to a portal enquiry before the competition does
Rightmove enquiry at 9:12pm. Whoever replies first usually gets the viewing.
Auto-drafted: With auto-drafting on, a reply is already waiting for review when the enquiry lands — no prompting.
Reply to the Rightmove enquiry on 14 Elm Road — offer Tuesday 3pm or Thursday 11am.
Qualify with your template, not from scratch
You send the same qualifying email thirty times a week — budget, move-in date, employment, referencing. Only the names change.
Auto-drafted: After the one-time rule below, every enquiry gets a template draft before you ask.
Add an email rule: use my LETTINGS ENQUIRY REPLY template for any new rental enquiry.
Shortlist from what it remembers
Eleven replies to the qualifying email. You want the three who can actually proceed.
Who from the Elm Road enquiries has budget over £2,300 and can move this month?
FILL THE DIARY WITHOUT TOUCHING IT
The messiest hour of the week. Screenshots become bookings, voice notes become reminders, and every event gets sanity-checked before it lands.
Super Intern
bot
Plays 3.1 and 3.2 as they actually happened — two WhatsApp threads, one voice note.
Turn a WhatsApp screenshot into diary entries
Two applicants negotiated viewing times with you on WhatsApp across a whole day. The times are buried in the scroll.
Put the two viewings in this screenshot into my Google Calendar.
Put the applicant's name on the appointment
Back-to-back viewings, and at the door you can't remember who you're meeting.
Add the two applicants' names to those calendar titles.
Book a viewing and check you can physically get there
You agree a noon viewing on the phone while walking, with no idea what's already in the diary.
Put tomorrow 12pm with Olga, London Dock 1-bed, in my diary.
Move an appointment by just saying so
You got the time wrong. It's 2:30, not 2:00.
It's half two, not two — 23rd July.
Reconfirm with the tenant before you waste a Saturday
Tenants in situ, viewing on Tuesday, and they go quiet. Every agent has driven to a locked door.
Monday the 20th, remind me to reconfirm Tuesday's viewing with the One Ops House tenants.
Line up a block of viewings for one property
Two applicants, one flat, one Saturday.
On the 22nd remind me to arrange the 1101 Cobham House viewings and the two applicants.
Find a slot that works for three parties
Landlord, tenant and contractor, four emails deep.
Suggest three slots next week that work for me and send them to all three.
OFFER, PASS — BUT NEVER SILENCE
The viewing went fine. Now: the offer in writing, the feedback the landlord is waiting for, and the applicants who vanish instead of saying no.
Put the offer in writing while it's warm
An applicant makes an offer at the viewing door. It needs to reach the landlord today, in writing, with the applicant's position attached.
Email the Elm Road landlord — offer of £2,400/month from the Smiths, both professionals, no chain, can move on the 1st. Recommend we ask for best and final by Friday.
Viewing feedback the landlord actually gets
Three viewings on Saturday; the landlord expects a call by Monday and often doesn't get one.
Draft the feedback email to the Elm Road landlord — two positive, one thought the kitchen was dated, no offers yet.
Chase the applicant who went quiet
They loved it on Saturday. It's Wednesday. Nothing. You know how this usually ends — but an answer beats a ghost.
Chase Saturday's viewers on 1101 Cobham House — are they offering? If they're passing, no problem, but get me an answer by Friday.
The let-down letter you never rewrite again
The landlord picked one offer. The other applicants chase — “any news on the flat?” — and most agencies just go silent on them.
Auto-drafted: Once the rule is set, every “any news?” chase gets a decline draft automatically.
Add a rule: when an applicant chases a property that's already let, reply with my OFFER DECLINED template.
GET IT OVER THE LINE
Offer accepted is the halfway point. References, contracts, certificates, solicitors — now you chase both sides until the keys change hands.
Chase references and Right to Rent documents
Offer agreed, but the file can't progress: no references, no ID, no proof of Right to Rent — and the applicant has stopped answering.
Chase the Cobham House tenants for references, ID and Right to Rent documents — friendly nudge every two days until they're in.
Chase both sides at once
The tenant owes a signed agreement; the landlord owes the gas safety certificate. Each thinks they're waiting on the other.
Chase both sides on Elm Road every Tuesday — the tenant for the signed agreement, the landlord for the gas cert — until we complete.
Nothing goes cold in conveyancing
Sale agreed, then six weeks of solicitors, searches and silence.
Chase the solicitor on Elm Road every Friday until exchange.
Follow-ups that arm themselves
You sent the important email. They didn't reply. You forgot you were waiting.
Move-in and check-in coordination
Keys, inventory, meter readings, standing order — four parties, one day.
Set up the move-in sequence for 1101 Cobham House on the 25th.
The welcome email every tenancy deserves
New tenants need the same things every time — key collection, meter readings, how to report a repair, who to pay and when. And someone types it fresh every tenancy.
Add a rule: when a new tenant emails about their move-in, reply with my TENANT WELCOME template.
REPAIRS, COMPLAINTS & EVERYTHING BETWEEN
The tenancy is running and the workload never announces itself — a leak, a complaint, an expiring certificate. The plays that keep landlords loyal.
Set a repair chase in five seconds while walking
A landlord has a leak at 38B and the contractor has gone quiet.
Tomorrow at ten, remind me to chase 38B on the leak repair. And put it in my Google Calendar.
Turn a tenant's message into a contractor instruction
A tenant sends a photo and a panicked paragraph about a leak.
Send this to our plumber with the address and access details, and ask for a slot this week.
Repair updates from your template
Overseas landlord who wants updates and rings at 11pm when they don't get one.
Auto-drafted: Once the rule is set, landlord repair chases get drafts in your update format automatically.
Add a rule: when a landlord emails about an ongoing repair, reply with my REPAIR UPDATE template.
Say the difficult thing well
Rent arrears, a deposit dispute, a complaint. Tone decides whether this escalates.
Draft the arrears letter — firm, fair, no threats, reference the tenancy clause.
Inspections booked and reported
Quarterly inspections across a managed block.
Book inspections for all Pegler Square units in the first week of October and notify the tenants.
Chase certificates before they expire
Gas safety, EICR, EPC — expiry dates scattered across a spreadsheet nobody opens.
Remind me six weeks before every gas safety expiry and draft the landlord email each time.
Renewals and rent reviews that arrive early
A tenancy ends in 90 days and nobody has spoken to the landlord.
Remind me 90 days before every tenancy end date to open the renewal conversation.
End the tenancy as cleanly as it started
Check-out, deposit return, deductions to justify — the stage that generates disputes when it's rushed.
Remind me 30 days before the Cobham House tenancy ends to book the check-out and start the deposit conversation.
THE RHYTHM AROUND THE DEALS
Not a stage — the background hum: the 6am brief, the triaged inbox, the meetings it attends so you don't type.
The morning brief
You open your phone at 6am and want to know what today actually looks like before the first call lands.
Know which email needs you first
340 unread. Somewhere in there is a landlord threatening to re-list with a competitor and an applicant accepting your counter.
Catch up on a thread you were never on
A colleague is off sick and you inherit a 22-email chain about a chain-break on a £750k sale.
Summarise the Elm Road thread — where are we and who owes what?
It joins your meetings and takes the notes
A landlord portfolio review where you need to listen, not type.
Repetitive questions, answered from your knowledge base
“What's your management fee?” “Is my deposit protected?” “Do you allow pets?” — the same ten questions arrive every week, and someone types the answer from scratch every time.
What's our fully managed fee and what does it include?
MAKE IT YOURS
The section that decides whether it sticks: ten minutes of setup, the templates you never copy-paste again, and the rules that make every draft sound like you.
SET UP IN 10 MINUTES
One-time setup, then everything in this guide works by voice note.
Add SuperIntern where you already talk
Open SuperIntern on Telegram (or the web app). That chat becomes your intern's desk — voice notes, screenshots and commands all go there.
Connect Gmail and Google Calendar
From the dashboard, link the accounts you run your business from. This is what lets it search email history, save drafts and book viewings for real.
Send your first voice note
Hold the mic and ask for anything below. Slide up to the lock icon to talk hands-free — the between-viewings essential.
NEVER COPY-PASTE A TEMPLATE AGAIN
You already have the emails — the qualifying questions, the offer confirmation, the repair update. Give them to SuperIntern once, and it sends your exact wording forever, filling in only the parts that change.
LETTINGS ENQUIRY REPLY
Used when: a new rental enquiry arrives from a portal
Everything in plain text is sent verbatim. The highlighted fields are filled per email — from the enquiry itself.
Bring the templates you already use
Upload the document they live in — PDF, Word, text or Markdown — and every template in it is extracted, fill-in fields and all. Or write one from scratch and mark the parts that change per email.
Tell it when each one applies
Every template has a “use when”. Pair it with an email rule — “use LETTINGS ENQUIRY REPLY for any new rental enquiry” — and the right template picks itself.
Your words go out, not the AI's
Fixed text is sent exactly as written. Only the fill-in fields — the applicant's name, the property, the viewing slots — are completed per email, read from the actual thread. You review before it sends.
Where it shines in this playbook: qualifying every enquiry (Stage 2), the offer-declined letter nobody enjoys writing (Stage 4), and repair updates to landlords (Stage 6).
TEACH IT YOUR WAY OF WORKING
Signatures, house style, your clients, your knowledge — say it once, keep it forever.
Give it your signature once
Every email from you should carry your full contact block — and half of them don't.
From now on, add this signature whenever you write an email for me. paste your signature above
Correct a rule that's over-firing
The signature started appearing in Telegram chat messages too.
Why is my email signature showing up in this message? Only use it in actual emails — not in our Telegram chat.
Teach it your agency's voice
Three negotiators, three writing styles, one brand.
We always say 'instruction' not 'listing', never use exclamation marks, and always offer two viewing slots.
Teach it your clients
The details that make service feel personal — scattered across three people's heads.
Mrs Chen is in Hong Kong, prefers WeChat, and never wants calls before 9am UK time.
Load your knowledge base
Fees, referencing process, area guides, the answers to the questions every applicant asks — living in your head and a shared drive nobody opens.
Add our fee structure, referencing process and area guides to your knowledge base — use them when answering enquiries.
Work hands-free
You're between viewings and can't hold a button down to talk.
How do I lock the voice recording so I can keep talking?
THREE HABITS THAT MAKE IT STICK
Small things from the transcripts that separate agents who use it daily from agents who tried it once.
Mix languages freely
Voice-note it in Chinese, get the listing in English, ask follow-ups in either. It answers in the language you used.
Make it show its work
It re-reads threads before drafting and tells you what it verified — so you never chase someone on a wrong premise.
Nothing sends without you
Drafts wait for your review until you send them — or you explicitly say “send it directly.” You're always the last check.
RUN PLAY 1.1 TODAY
Set up in 10 minutes, then send one voice note: your next listing, drafted before you've parked the car. Free to try.
You review and approve everything before it's sent — and the platform underneath is built to enterprise standards.