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Create your estate agency’s telephone greeting using an AI voice in just a few seconds
What your telephone reception service covers
4 scenarios for dealing with telephone enquiries specific at the estate agency
In the property sector, every missed call can mean a lost sale or a tenant who signs a tenancy agreement elsewhere. These four situations call for a responsive and professional telephone service.
A buyer has just viewed the property and wants to make an offer
A hot prospect who is unable to get hold of the agency within a few hours of a viewing may turn their attention to another property. Your telephone greeting should explain how to contact the agency quickly.
The negotiators are all here on a visit
On Saturday morning, the whole team is out in the field. Your telephone greeting should put the prospective customer at ease, give them a realistic timeframe for a callback and, if necessary, direct them to your website or your advert.
The agency is closed on Sundays and in August
Decisions on property projects are often made at weekends and during the holidays. A clear telephone message setting out reopening times and online alternatives helps to retain the prospect’s interest.
A seller wants an update on their property
A seller who is unable to get hold of their estate agent loses confidence in the agency. Your telephone reception service must direct callers to the right person and give a specific time for a callback.
Briefing, registration, delivery, installation. Several days’ wait and a charge for each change.
You can create the audio file in a matter of seconds. Your installer receives it straight away.
Set up your company’s telephone greeting estate agency
With Voconix, you can go from a blank page to a professional audio file in just a few clicks, without a studio or a technician.
Write your text
Free-form text or pre-written template for estate agents. Opening hours, estate agents, viewings, urgent enquiries.
Add some music
Over 10,000 tracks: commercial or SACEM royalty-free. Automatic mixing.
Please pass this on to the installer
An MP3 or WAV file sent automatically to your telephone installer.
Step 5/6: Selecting music from a catalogue of 10,000 royalty-free tracks
Audio files ready to be submitted on your switchboard
The files generated by Voconix are compatible with all telephone systems used in estate agencies, without the need for any conversion.
Audio formats
MP3, WAV, G.711a, G.711u, G.722, G.729. Compatible with all IP-PBXs and telephone switchboards. Standardised audio level for each file.
Direct delivery
Enter your installer’s contact details in Voconix so that he automatically receives the file, ready to be uploaded to your switchboard. Find out more
Saved pronunciations
The name of your agency or a neighbourhood that is difficult to pronounce is memorised once in Voconix and reused in all your future telephone welcome messages.
In the property sector, every missed call comes at a cost
The property sector is one of the areas where responsiveness over the phone is most critical. A buyer who has viewed a property and wants to make an offer, a tenant looking for a flat available at short notice, a seller wanting an update on their sale: in each of these cases, an estate agent who fails to respond loses business to the competition.
Your telephone reception service must make up for the absence of your sales representatives, clearly outline the options available and reassure the prospective customer or client. With Voconix, you can create and update this audio file in a matter of seconds from your account.
The specific aspects of telephone customer service in estate agencies
Responsiveness above all else
In the property market, the window of opportunity is short. A keen buyer who does not receive a callback within two hours may sign with someone else. Your telephone greeting should specify a short and realistic callback time, and offer an immediate alternative: website, email or text message.
Managing weekends and holidays
Property projects often come to fruition at weekends and during the summer holidays, precisely when estate agents’ offices are closed or running with reduced staff numbers. A telephone message that clearly states the weekend opening hours and directs callers to the online listings website helps to maintain the prospective client’s interest.
Customisation by negotiator
Each estate agent manages their own portfolio of properties and clients. Personalised telephone greeting messages for each estate agent allow clients to leave a message directly with their usual contact, without having to go through a central switchboard.
Six telephone greeting scripts for estate agents
Create the audio file for your estate agency’s telephone greeting in just a few seconds.
Your first message is completely free – no credit card required.
Practical advice
Best practice in customer reception telephone enquiries at an estate agency
Six practical tips for handling property enquiries over the phone that will hold the interest of prospective clients and put your selling clients at ease.
Always specify a short and precise reminder period
In the property sector, being vague is the same as losing the deal. Give a specific timeframe and stick to it: «We’ll call you back within two hours». A prospective client who knows when you’ll call back will stay available. A prospective client who doesn’t receive a reply will sign elsewhere.
Offer an immediate alternative online
Your classifieds website is available 24 hours a day. Your telephone reception staff must always mention this to keep prospective customers interested when they call outside opening hours. Voconix allows you to update this link in a matter of seconds if your address changes.
Tailor your message to the weekends
Saturdays and Sundays are key days for the residential property market. If your agency is open on Saturdays, please state this. If it is closed on Sundays, please clearly indicate when and how to get in touch.
Create a message per negotiator
Each estate agent has their own portfolio of clients and properties. Personalised telephone greeting messages direct calls straight to the right person. Voconix centralises all these messages in a single account.
Update your message during the summer holidays
August is a pivotal month for the property market: decisions are made whilst people are on holiday. A clear message about staff availability and processing times helps to ensure that qualified leads are not lost.
Choose a dynamic and approachable voice
An estate agency must inspire confidence and a sense of responsiveness. A calm yet dynamic tone conveys the image of a team that is approachable and professional. Avoid voices that are too formal or too corporate, as these do not fit with the industry’s conventions.
Telephone reception by sector
Every sector has its own constraints. Select your sector.
Enhance the voice communication on your estate agency
Early withdrawal from a property purchase
The first sound your prospective customers hear before being put through. Set an energetic and professional tone straight away that inspires confidence.
Quick update
A negotiator is visiting, the branch is closed as a one-off, and the property has been sold: update your telephone greeting immediately to ensure you remain responsive.
Manage all your property listings
Standard reception, weekends, holidays, and negotiators’ voicemail: all your agency’s telephone communications centralised in Voconix.
Business Answering Machine
Even when closed, you can communicate (opening hours, contact points, etc.) without having to leave a message.
New negotiator
Create the new negotiator’s message straight away, using the same voice and tone as the rest of the team, to ensure a consistent image.
Find your old messages
A change of team, a new number, or a change to your schedule: find and reuse all your old messages from your Voconix history.
IVR for estate agents
Direct your callers from the very first call: buyers, sellers, tenants, letting enquiries, property transactions, letting management.
Negotiator’s voicemail
Whether out on a visit, in a meeting or on a training course: every negotiator has their own voicemail box with a specific call-back time and case reference number.
Standalone 100% for your branch
Choose the voice, music and text, then create your estate agent’s phone greeting straight away, without needing a recording studio.
The pricing
Free
€84 /year
(10,000 titles)
€180 /year
FAQ: Estate agency
Take a look at our FAQs and find the answers to your questions
Why is the way calls are handled so crucial for an estate agency?
In the property sector, responsiveness is crucial. A keen buyer who does not receive a follow-up call within hours of a viewing may sign for another property. A clear and professional response over the phone keeps the prospective buyer interested until your team gets back to them.
How should you handle calls received during visits?
Mention in your telephone greeting that your sales representatives are out on visits, specify a short and realistic timeframe for a callback, and direct callers to your online listings site. With Voconix, this message is updated within a few seconds, depending on the team’s availability.
Should we use a different message at the weekend?
Yes. The weekend is a key time for the residential property market. If your agency is open on Saturdays, make this clear. If it is closed on Sundays, state when it reopens and direct prospective clients to the property listings website to keep them interested.
How should a estate agency manage its summer holidays?
Please specify the dates of closure or reduced opening hours, which estate agents will be present and available to contact, and the address of your property listings website. August is a crucial month for property decisions: a clear message helps ensure you don’t lose out on qualified leads.
Is it worth creating a separate message for each negotiator?
Yes. Each sales representative has their own client portfolio. A personalised message allows clients to leave a message directly with their usual contact. Voconix centralises all these messages in a single account.
How long should a estate agency’s welcome message be?
20 to 25 seconds. State the agency’s name, the reason for the unavailability, a specific time for a callback, and an online alternative. Being concise here shows respect for the prospect’s time.
What sort of voice should a estate agency use for its telephone reception service?
What kind of hold music should a estate agency use?
Modern, upbeat music that reflects your agency’s image. Neither too formal – as you might find in a law firm – nor too casual. The Voconix catalogue includes playlists tailored to the commercial sector, all SACEM royalty-free.
How do you set up a telephone answering service for a estate agency using Voconix?
Write your text on voconix.fr, select a voice and some music, then generate the audio file with a single click. The file is automatically sent to your telephone installer. The first message is completely free.
How much does it cost to set up a telephone answering service for an estate agency?
The first welcome message on the phone is completely free on voconix.fr, without a credit card. Packages tailored to estate agents are available from €5 (excl. VAT) per month. See prices.
