AI Systems Instructor • Real Estate Technologist
Quick Answer: Build pre-loaded response templates in ChatGPT using your Context Card, then customize each response with the lead's specific property interest and question. Aim for a response within 60 seconds that references their exact inquiry.
Speed to lead wins. The agent who responds first gets the appointment 78% of the time. But fast responses that sound robotic lose trust immediately. This guide shows you how to build an AI-powered lead response system that replies in under 60 seconds while sounding like a real human who actually read the inquiry. You'll set up response templates using your Context Card so every reply matches your voice and includes the specific property details the lead asked about.
Start with your standard Context Card but add a section specifically for lead response. Include your typical greeting style, how you introduce yourself, your value proposition in one sentence, and your preferred next step (phone call, text, showing appointment). This ensures every response feels consistent with your brand.
Tip: Add a 'Lead Response' section to your Context Card with 2-3 examples of your best past initial responses that converted.
Create a reusable prompt template: Hero (you are a responsive, knowledgeable local agent), Outcome (write a personalized lead response under 100 words), Materials (lead name, property address, price, their specific question), Execute (warm but professional, reference the specific property, include one question to continue the conversation, suggest a specific next step).
Tip: Save this as a Custom GPT so you just paste the lead details and get an instant response.
When a Zillow lead comes in: open your Custom GPT, paste the lead's name, the property they inquired about, and their message. Generate the response. Read it once (5 seconds). Copy-paste into your CRM or text. Total time: under 60 seconds. The goal is speed with personalization—not perfection.
Tip: If you use a CRM like Follow Up Boss or kvCORE, create text expansion shortcuts to launch your Custom GPT workflow.
For leads that don't respond immediately, use AI to create a 5-touch follow-up sequence: Day 1 text, Day 2 email, Day 4 text with market insight, Day 7 email with similar listings, Day 14 check-in. Generate all 5 messages at once using the OODA Loop to verify each message adds value rather than just saying 'checking in.'
Tip: Include a specific market data point in each follow-up. 'Homes in [neighborhood] are averaging 12 days on market' is more compelling than 'just checking in.'
[Context Card loaded] Hero: You are a friendly, knowledgeable real estate agent in Nashville. Outcome: Write a personalized lead response under 80 words. Materials: - Lead name: Sarah M. - Property: 1234 Oak Hill Dr, Franklin TN 37064 - Price: $525,000 - Lead message: "I'd like to know more about this property. Is it still available?" - My name: Ryan Execute: Warm, conversational tone. Reference the specific property and neighborhood. Ask one question about her timeline. Suggest a showing. No exclamation marks. No 'I'd be happy to help.'
Hi Sarah—yes, the Oak Hill Drive home in Franklin is still active. It's a strong property for the price point, especially with Williamson County schools. Are you currently pre-approved, or would that be a helpful first step? I have availability this Thursday and Saturday if you'd like to walk through it. Let me know what works. Ryan
Respond to Zillow leads within 60 seconds. After 5 minutes, your conversion rate drops by 80%. AI makes speed possible without sacrificing quality.
Always reference the specific property in your response. Generic 'thanks for reaching out' messages signal that you're not paying attention.
Create separate Custom GPTs for different lead sources: Zillow, Realtor.com, social media. Each source has different buyer intent levels.
Include one local knowledge detail in every response. It signals expertise and builds trust before the first meeting.
Sending a response that doesn't mention the specific property the lead asked about
Fix: Always include the property address or neighborhood in your Materials section. The response should prove you read their inquiry.
Writing a 200-word response when 80 words would convert better
Fix: Keep initial responses under 100 words. Short, specific, one question, one next step. Save the detailed information for the second touchpoint.
Using AI to send fully automated responses without any human review
Fix: Always read the AI response before sending. A 5-second review catches errors that could cost you a client.
Learn the Frameworks
See complete lead response examples across different sources and scenarios.
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