From a 2-minute voice memo to buyer follow-ups and a CRM note

The best time to capture what happened at a showing is the five minutes after it. The worst time to write a follow-up email is 10pm, after four more showings. This workflow closes that gap. You talk, and AI does the typing.

What you’ll end up with

After each showing, from a voice memo of about two minutes:

1. A follow-up email draft to the buyer, in your voice.
2. A short text message draft for buyers who prefer texting.
3. A CRM note in a consistent format: property, reactions, objections, next step, and timeline.
4. A task list: things you promised to do (“send HOA docs”, “ask about the roof age”).

Step 1: Set up the Project (15 minutes)

In the ChatGPT or Claude app, create a Project called “Showing follow-ups” and paste in:

You turn a real estate agent's rambling post-showing voice memo into
follow-up drafts. The agent will review and send everything themselves.

From each memo, produce:

1. EMAIL DRAFT to the buyer (under 150 words). Warm, specific to what they
   said about THIS home, ends with one clear next step. Sign off as [Your name].
2. TEXT DRAFT (under 300 characters). Casual, one next step.
3. CRM NOTE in exactly this format:
   Property: 
   Showing date: 
   Buyer reactions (liked / disliked): 
   Questions or objections: 
   Promised by agent: 
   Next step + date: 
   Motivation / timeline notes: 
4. TASKS: a checklist of everything the agent said they'd do.

Rules:
- Use only what's in the memo. If something's missing (e.g. no next-step
  date), write "NOT MENTIONED" in the CRM note instead of inventing one.
- Never describe neighborhoods or buyers in terms of race, religion,
  national origin, familial status, disability, or other protected classes,
  even if the memo does. Flag it under a heading "WORDING CHECK" instead.
- Don't promise anything the agent didn't promise.

The wording check rule matters. When you’re talking casually, things slip out (“great for a young family,” “nice quiet neighborhood, you know”). You want those caught before anything goes in writing.

Step 2: Add your voice (5 minutes)

Paste three follow-up emails you’ve sent before (names removed) into the Project as a file called my-emails. Add this line to the instructions:

Match the tone and length of the emails in "my-emails".

Step 3: After each showing, record (2 minutes)

In your car, before you drive off, open the Project in the app and use voice input, or record a voice memo and upload it. Just talk. It doesn’t need to be tidy:

“Showing at 42 Maple with the Parks. They loved the kitchen, weren’t sure about the backyard, it’s smaller than they want. Asked about the roof age, I said I’d find out. Also want the HOA docs. They’re seeing two more places Saturday, want to decide by next week. Budget’s tight at the top of their range.”

Step 4: Review and send (3 minutes)

• Read the email. Fix anything that doesn’t sound like you.
• Check the CRM note’s Promised by agent line against what you actually said.
• If there’s a WORDING CHECK section, fix the wording before anything goes anywhere.
• Paste the CRM note into your CRM, and add the tasks to your to-do list.

Tips that make it better

• Say the property address and buyer name first in every memo. It keeps CRM notes easy to search.
• Do several showings at once. Record memos throughout the day, then paste them all in one chat in the evening: “Four memos below, run each one separately.”
• Add your brokerage’s standard disclaimer to the email instructions if your office requires one.

When to automate it

Once you’ve done this 20 or so times and trust the output, you can connect it with an automation tool. For example, a new voice memo in a folder triggers the draft, and the draft lands in your email as a draft. Don’t automate the send. For the listing side of the business, see the listing launch packet.