Viewing feedback into vendor update

Use this workflow after a block of viewings, or at the agreed weekly update point. It turns scattered comments and follow-up records into one vendor update that separates evidence from recommendation.

The output is a draft for the vendor, plus an internal decision record for the negotiator and listing manager. It is for an active residential sales listing, not a valuation or legal report.

1. Gather the viewing record

Collect notes for a defined period, such as the last seven days or since the previous vendor update. Do not mix in older feedback unless it is still unresolved and you label it as such.

Create one working table with these fields:

Field	What to enter	Why it matters
Viewing date	Date and time of viewing	Shows the activity period
Buyer type	First-time buyer, chain buyer, investor or other known category	Helps identify who is disengaging
Interest level	Strong, possible, low or unknown	Stops vague notes becoming a false lead
Positive points	Exact features mentioned positively	Shows what listing and viewing should retain
Objections	Exact concern, where possible in the buyer's words	Reveals repeat barriers
Follow-up status	Called, emailed, awaiting reply, second viewing requested, offer discussed or no response	Shows whether the team has acted
Next owner	Named negotiator or listing manager	Prevents unanswered leads being lost

Include cancelled viewings and no-shows in a separate line. They are activity data, but they are not viewing feedback. State the reason only if the buyer or applicant gave one.

Remove names, phone numbers, email addresses and other personal details before using the material with the model. Use labels such as Viewer 1 or Buyer A instead.

2. Clean the notes before analysis

Read each entry once and turn shorthand into a complete, neutral statement. For example:

• Loved garden. Too much work. Has own sale. becomes: The viewer liked the garden. They considered the property to need more work than they wanted to take on. Their own property is not yet sold.
• No reply becomes: A follow-up call was attempted on Tuesday. No reply has been received.
• Price? becomes: The viewer asked whether there was flexibility on the asking price. No position has yet been agreed with the vendor.

Keep the source clear. Mark each statement as one of the following:

• Viewer comment: something the viewer said.
• Agent observation: something staff noticed during the viewing or follow-up.
• Status fact: a recorded action or response.
• Unknown: a question that has not been answered.

This small step makes the later summary more reliable. It also lets you show the vendor where evidence ends and professional judgement begins.

3. Ask for a structured draft

Paste the cleaned, anonymised table and use a prompt that fixes the output format. Ask for a concise draft, not a polished sales message at this stage.

Create a vendor update from the viewing records below.

Use only the supplied records. Do not infer a reason where none is recorded.

Return these sections:
1. Activity summary: viewing count, cancellations or no-shows, and follow-up completion.
2. Positive feedback: repeated positives and single comments, clearly labelled.
3. Recurring objections: group similar comments, state how many recorded viewers raised each point, and quote or closely paraphrase the evidence.
4. Buyer position: identify active prospects, second-viewing interest, offer discussions and stalled follow-up.
5. Unanswered questions: list missing information, unreturned calls and decisions needed from the vendor.
6. Recommended actions: separate presentation, asking-price position and follow-up actions. Mark each as recommendation, not fact.
7. Vendor message: write a plain-English email of no more than 250 words.

If the records do not support a conclusion, say "insufficient evidence".

[PASTE CLEANED VIEWING TABLE]

For information on features and behaviour that can vary, check the xAI documentation overview before building this into a team process.

4. Check the draft against the source notes

Do not send the first draft. Compare every claim about activity, objections and follow-up with the working table.

Check these points in order:

1. Count the viewings yourself. Check that cancellations and no-shows have not been counted as completed viewings.
2. Find every recurring objection in the source notes. Confirm that each group contains genuinely similar comments.
3. Check the wording around the asking-price position. The draft should say that viewers raised a concern, not that the property is definitely overpriced.
4. Confirm each active buyer's follow-up status with the negotiator responsible for it.
5. Remove any statement about a buyer's finances, motive or chain position unless it was recorded and is appropriate to share.
6. Make sure recommendations have an owner and a next action.

A useful final split is below.

If the evidence shows	Put in the vendor update	Put in the internal handover
Repeated concern about a room, condition or layout	The pattern and a presentation recommendation	Who will arrange photos, cleaning, access or contractor quotes
Questions about the asking-price position	The number of recorded concerns and a request to discuss positioning	Proposed options for the listing manager to consider
An interested buyer awaiting contact	A brief status update, if appropriate	Named owner, deadline and exact next contact
One isolated negative opinion	A balanced summary or omit it	Keep the full note for the file

5. Make the vendor message usable

Edit the final email so the vendor can answer it. Put the decision required near the end, after the evidence.

Use this order:

1. State the period covered and the number of completed viewings.
2. Name genuine positive feedback.
3. Explain the repeated objections without exaggeration.
4. Say what follow-up is underway and which prospects remain active.
5. Ask for a specific decision, such as approval to improve presentation, confirmation of access for new photographs, or a discussion about the asking-price position.
6. Give the next review date or the event that will trigger the next update.

Keep the tone factual. Avoid phrases such as buyers are not interested when some follow-up remains outstanding. Replace them with the recorded position: Two viewers have not responded after follow-up; one requested further information.

6. Hand over the actions

Save the source table, reviewed draft and final sent message in the listing file. Create an internal task for every action that remains open.

Each task needs:

• the action
• the owner
• the due date
• the source, such as Viewer 4 follow-up or presentation feedback
• the status to check at the next update

When the workflow does not work

If the notes are too thin, do not force a market conclusion. Send a short activity update, list the unanswered questions and improve the viewing feedback form before the next block of appointments.

If feedback conflicts, report the split rather than choosing the comment that supports a preferred outcome. If buyer follow-up is missing, complete that work first. A vendor update cannot show buyer intent when the agency has not asked the buyer.