Buyer requirements: how to record them and match them to your listings
How to record what each buyer is looking for so new listings find a buyer from your own client base: requirement fields, priorities and follow-up rhythm.
A new listing can go one of two ways: it goes up on the property portals to wait for strangers, or it finds a buyer from your own client base within the week. The second route only exists if your clients’ requirements are written down — not “in your head”.
What a useful requirement records
- Areas — in order of preference, not just “the southern suburbs” in general.
- Price range — and if a mortgage is in progress, at what stage.
- Floor area, bedrooms, floor level, outdoor space — and which of these is non-negotiable.
- Why they’re looking: first home, investment, somewhere for a parent — the reason changes what you’ll show them.
- Time frame: are they looking now or “keeping an eye on the market”?
The non-negotiable is the most useful field
Every client has one or two criteria they won’t budge on — the ground floor that’s ruled out, the parking that’s a must. If you don’t know them, you’ll show three properties they reject in the first minute, and they’ll lose faith that you listened. Ask directly and write it down first.
Matching happens when the listing comes in
The moment you enter a new property is the moment to run through your requirements: who is looking for something like this, in this area, in this price range. Three phone calls the same day are worth more than a month on the portals — and the owner sees activity in the very first week of the instruction.
Requirements go stale — follow-up keeps them alive
The client who was looking in March may have bought, put things on hold or raised their budget. A follow-up every 4–6 weeks keeps the requirement current and your name top of mind — and all it takes is a “when did we last speak” note next to each requirement.
In EstatePro each client’s requirements live on their record; when you enter a new listing, you see who is looking for something similar and book viewings straight away — and every viewing is logged against both the property and the client.
Conclusion
Record requirements with areas, price range and non-negotiables; run through them for every new listing; and refresh the picture every month. A client base that remembers what everyone is looking for is the fastest sales channel you’ll ever have — and it’s already yours.