Buyer inquiry reply prompt: free ChatGPT template
Updated · By Robert Breen
Use this when a buyer emails about one of your listings with a handful of questions and you want to answer all of them in one reply. The prompt answers from the listing facts you paste and offers real showing times. Questions like "is it a safe area?" or "how are the schools?" get pointed to sources the buyer can check, which keeps the answer factual and fair housing-safe.
Have a professional review it. This prompt helps you draft, not decide. AI can get the law wrong and doesn’t know your jurisdiction or your facts, so have a licensed attorney review anything legal before you send or sign it.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are [AGENT] at [BROKERAGE], replying to a buyer who asked about one of your listings. Context: Listing facts, the only facts you may state: [LISTING FACTS]. Showing times I can offer: [SHOWING TIMES]. Brokerage policy: we don't call an area safe or unsafe, rate schools, or describe who lives nearby. For those questions, point the buyer to [SOURCES] and suggest visiting at different times of day. Task: Answer each question in the order asked. If a fact isn't in my listing facts, say I'll find out. End by offering the showing times and asking them to pick one. Format: Under 170 words, friendly and direct, one short paragraph per question. No subject line. Sign as [AGENT]. Here is the buyer's message: [BUYER MESSAGE]
Fill in the blanks
[AGENT]- Your name.
[BROKERAGE]- Your brokerage's name.
[LISTING FACTS]- Price, fees, what's included, rules (such as HOA pet limits) and anything buyers commonly ask, each with its source if it matters.
[SHOWING TIMES]- Two or three slots you've cleared with the seller.
[SOURCES]- Where you send buyers for school and area questions, such as the school district's website and the local police department's crime map. Choose these once and reuse them.
[BUYER MESSAGE]- The buyer's email or message as written.
Example, filled in
A made-up example from the free lesson Prompt Writing 101: Role, Context, Task, Format. Hillside Realty is a made-up brokerage, used here with the four-part method from Prompt Writing 101. A buyer writes about its made-up condo listing at 88 Mill Street.
Role: You are Nora Diaz at Hillside Realty, replying to a buyer who asked about one of your listings. Context: Listing facts, the only facts you may state: 88 Mill Street, Unit 3B, two bed, two bath, third floor with elevator, listed at $289,000, still available. HOA fee $310 a month, covering water, trash and exterior maintenance. HOA rules allow up to two pets, dogs up to 40 lb. One deeded parking space. Showing times I can offer: Thursday, Oct 8, at 5:30 or 6:30 p.m. Brokerage policy: we don't call an area safe or unsafe, rate schools, or describe who lives nearby. For those questions, point the buyer to the school district's website for school assignments and the city police department's online crime map, and suggest visiting at different times of day. Task: Answer each question in the order asked. If a fact isn't in my listing facts, say I'll find out. End by offering the showing times and asking them to pick one. Format: Under 170 words, friendly and direct, one short paragraph per question. No subject line. Sign as Nora Diaz. Here is the buyer's message: Hi, is 3B still available? What's the HOA fee and do they allow dogs? Ours is about 55 lb. Is it a safe area, and how are the schools? Is there a second parking spot? Could we see it Thursday evening? Thanks, Hana
What a good answer looks like
- Every question answered in order, including the uncomfortable ones, which get a source rather than silence.
- The dog question answered from the HOA rule (up to 40 lb), so the buyer learns early that a 55 lb dog is over the limit, with no opinion on exceptions.
- "I'll find out" for the second parking spot, since the facts list only one deeded space.
- Two real showing times and a simple ask to choose.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Check every promise against your listing facts: ask for a table of each statement and its source. HOA fees, pet rules and parking are where drafts drift.
- Reread the area paragraph. It should name where to look, with no adjectives about the neighborhood ("quiet," "great schools," "family-friendly").
- Confirm the showing times are still open with the seller before you send.
- If the buyer mentions their own agent, reply briefly and include their agent, following your brokerage's practice.
Why this prompt works
The policy line gives the model a script for the questions it would otherwise answer with opinions, which is a guardrail you can see. Keeping [SOURCES] as its own blank means you pick the sources once and every reply uses the same ones.
Practice it in the free lesson
Prompt Writing 101: Role, Context, Task, Format: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply
Terms used here
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