LearnGrokUse these prompts to turn unstructured buyer messages into a queue your team can act on. They are for sales negotiators handling a live property record, vendor instructions and a busy inbox. The result is not a replacement for your judgement. It is a consistent first pass that shows why each buyer should be offered a viewing, asked for details or declined.
Key point
Decide from evidence, not tone
A keen-sounding message is not a viewing-ready enquiry unless it matches the property record and the vendor's stated requirements.
1. Choose the prompt that matches the queue
Start with the material in front of you.
- Use Triage a batch of new enquiries when the inbox contains new, unreviewed leads.
- Use Request the facts needed to decide when most buyers have not stated their chain, budget, finance position or timescale.
- Use Resolve conflicting buyer records when the CRM, call notes and emails disagree.
- Use Re-rank leads after vendor instructions change after a fresh instruction changes who should be invited.
- Use Prepare the viewing call queue when you need an ordered calling list for the day.
Do not combine several properties in one run. A buyer may suit one listing but not another. Keep the property reference, restrictions and vendor requirements attached to the same prompt.
2. Prepare the records before pasting
Copy the relevant facts from the property record. Include the details that can change a decision, not just the sales description. In particular, check the asking price or guide, tenure, availability, viewing slots, access restrictions and known limitations.
Then paste the vendor requirements as they were recorded. Separate a firm instruction from a preference. For example, a required buying position is different from a negotiator's view that a buyer sounds committed. If the note has no date or conflicts with a newer note, use the conflicting-records prompt.
For each enquiry, retain the original message and its received date. Add existing CRM fields only where they are current enough to rely on. Avoid replacing the buyer's wording with a summary that loses a qualification such as “subject to sale”.
Watch out
Do not fill gaps from the CRM
A blank finance field, an old chain note or a vague phrase such as “ready to proceed” is not evidence that the buyer meets the vendor's requirements.
3. Read the action column before the ranking
The rank helps you plan your next contact. The Recommended action controls what you do. Read the evidence and missing-information columns first, especially for buyers near the top of the list.
| If the output says | Check this | Then do this |
|---|---|---|
| Offer a viewing | The buyer's relevant facts are evidenced and no listed property limitation conflicts | Send or make the viewing offer using the suggested message. |
| Request missing information | Each requested fact is material to the decision | Ask the listed questions. Do not offer a viewing until you have the answer. |
| Decline politely | The mismatch is explicit in the supplied record and is a stated requirement or limitation | Send the short decline. Keep the reason factual and neutral. |
The prompts ask for one of these three actions only. This prevents a vague fourth category such as “maybe”, which tends to leave leads sitting in the inbox.
4. Check the output against the source records
Check at least the highest-ranked enquiries before you contact anyone. This is where a plausible-looking list can still be wrong.
Match every decision back to a sentence in the buyer's enquiry, a dated CRM note, the property record or the vendor requirement. The output should name the missing fact rather than hiding it behind a general phrase such as “needs qualification”. It should also keep unknown facts as unknown.
Check
A usable triage list has an audit trail
You should be able to point to the source evidence for each viewing offer, information request and decline without interpreting what the buyer probably meant.
Watch for these common errors:
- A previous property's requirement has been pasted into the current listing.
- An old call note is treated as the buyer's current position.
- The model treats an enquiry date as a move date.
- A property feature in the marketing copy is treated as a confirmed buyer requirement.
- A polite decline is suggested even though the mismatch is not explicit.
- Two records for the same buyer are ranked separately.
If the buyer asks a question that the property record does not answer, do not let the output invent a reply. Route it to the colleague who can verify the record, then update the buyer.
5. Keep messages ready to send, but review their wording
The message field is a draft for the next contact, not a record of the decision. Check the buyer name, property reference and any proposed viewing time. Remove internal wording before sending. Never tell a buyer where they sit in the queue, what another buyer has offered or what the vendor has said about other applicants.
For configuration or behaviour that may vary, check the xAI documentation overview before building a repeatable workflow around a particular setup.
Note
Keep the original enquiry
Store the original buyer message alongside the triage result. A later negotiator needs to see what was actually said, not only the summary.
When the result does not work
Stop and correct the input when the output gives broad reasons, ranks buyers with no evidence, or makes the same buyer appear twice. Paste the missing property field, the dated vendor instruction or the original buyer wording, then run the relevant prompt again.
If the vendor requirement itself is unclear, do not use the list to create a rule. Ask the vendor or the responsible negotiator to confirm the instruction, record the date, and then re-rank the queue. When a decision could affect fairness, compliance or a disputed record, escalate it within your agency rather than relying on the draft.
