Answering Service for Real Estate: We Can Help You Close More Deals!

Answering Service for Real Estate:

We Can Help You Close More Deals!

The Virtual Call Centre Network provides Real Estate Proffessionals across the United States and Canada with a Live Answering Service that will save you time, convert more leads and help you generate more revenue!

Missing a call can mean you miss out on a potential client and in the world of real estate missing out on a potential client can mean missing out on a significant amoount of revenue. The Virtual Call Centre Network provides real estate answering services that can ensure that you never miss a call and never miss an opportunity!

In this article we will be explaining exactly how a virtual answering service, can help your business to answer more calls, close more deals and increase your profits!

Call Answering Services

At The Virtual Call Centre Network we understand that Real estate proffessionals have a lot on their plate, between visiting propertes, managing contractors, dealing with buyers and sellers this leaves very little time for the proper management of inbound calls.

The team at the The Virtual Call Centre Network has extensive experience in the Real Estate industry, so our agents speak your language. As we work with a number of real estate clients you can quickly divert your phone calls to us and we will ensure that your office runs smoothly.


Real Estate Company

As a real estate agent you will have a wide variety of phone calls coming in at any one time,

  • Potential clients who need help with selling their property.

  • Potential buyers looking for their next home or investment.

  • Maintainence requests on properties you are handling.

  • Companies trying reach you to promote their services.

    Our team of virtual receptionists are used to dealing with a high volume and a wide variety of both inside and outside of business hours. Plus we don’t just take messages we can schedule your appointments, we can book viewers into open houses, we also have a team of bilingual receptionists so if your clientel are Spanish or French Speakers, no problem we have you covered.

    Realtors across the US and Canada benefit significantly from having a team of virtual receptionists to answer calls. We provide services that help to ensure that missed calls are a thing of the past, especially during busy periods or after hours. By managing your calls, our we allow realtors to focus on showing properties and negotiating deals.

Our virutal receptionists can handle inquiries about listings, schedule appointments if you have a larger team we can also transfer calls to the right person in your organisation and provide basic information, enhancing the efficiency of your office. Additionally, by capturing detailed messages and qualifying leads, virtual receptionists help realtors prioritize high-potential clients, ultimately increasing their chances of closing deals.

answering services

Property Investors

For property investors, timely information and efficient communication are critical. Our team of virtual receptionists can manage customer calls and qualify leads from potential buyers, sellers, and tenants, ensuring investors do not miss out on lucrative opportunities.

Virtual Receptionist

Our virtual receptionists can handle enquiries about property availability, coordinate viewing schedules, and provide preliminary information about investment properties. This allows investors to focus on evaluating properties and making strategic decisions.

Property Managers

Property managers deal with a wide range of tasks, from handling an incoming call to call transfers, tenant communication and maintenance requests.

Our virtual receptionists can streamline these operations by handling tenant inquiries, scheduling maintenance, and addressing emergencies. This ensures prompt response times, enhanced tenant satisfaction and improved customer service.

The Virtual Call Centre Network can also manage enquiries from prospective tenants, providing information about available properties and scheduling viewings.

By delegating call management, property managers can focus on overseeing property operations and ensuring smooth management, leading to better tenant retention and overall property performance.

Property Cash Buyers

Real Estate Firm

Property cash buyers often operate in a fast-paced environment where swift communication is essential. An answering service can manage help you manage more leads looking to for fast transactions, ensuring no opportunity is missed.

At The Virtual Call Centre Network we can answer your calls, qualify potential leads & gather necessary details, allowing cash buyers to move swiftly on potential deals.

By providing immediate responses and professional handling of inquiries, the live answering service enhances the efficiency of cash buyers, enabling them to close deals faster and with greater frequency.

Mortgage Brokers

Best Answering Servces

Mortgage brokers rely on effective communication with customers to provide financing solutions. A bilingual answering service can handle initial inquiries, gather client information, transfer calls and book appointments, ensuring a smooth and professional first contact.

The Virtual Call Centre Network can also manage follow-up calls, provide status updates on applications, and answer common questions, freeing brokers to focus on securing financing for customers. By ensuring that all client interactions are handled promptly and professionally, our service helps brokers build strong relationships and maintain a steady flow of business.


New Home

For a real estate company, managing tenant communications and property inquiries is crucial. The Virtual Call Centre Network can handle tenant enquiries regarding maintenance, rent payments, and lease questions, ensuring timely responses and enhancing tenant satisfaction.

Our live receptionist service can also manage inquiries from prospective tenants, providing information about available properties and scheduling viewings. By delegating these tasks, landlords can focus on property upkeep and management, reducing vacancies and improving tenant relations.

The service ensures that all enquiries are professionally managed, contributing to efficient property operations and satisfied tenants.

Our Top 10 Call Management Tips!

You might not have given much thought to handling a phone call but at The Virtual Call Centre Network we believe there are as many as 10 elements that should be taken into account on every call to ensure you are giving the best experience to anyone calling into your business.

1. Answer Promptly and Professionally

Call Answering Services

In real estate, time is crucial. Answering calls promptly shows clients you value their time. Always introduce yourself and your business to reassure the caller knows they’re speaking to a professional.

We ensure that calls are answered quickly and professionally, even when you’re busy or unavailable. This ensures clients always receive prompt attention, projecting reliability and professionalism.

2. Attentive and Welcoming Tonality.

Your tone of voice sets the stage for the conversation. Greet callers warmly and enthusiastically. A friendly demeanor can put clients at ease and make them more open to discussing their needs.

Receptionists at The Virutal Call Centre Network will always use a friendly and courteous tone to make every caller feel valued and comfortable.

3. Listen Actively

Active listening is crucial. Pay close attention to what the caller is saying and avoid interrupting. This shows respect and allows you to fully understand their concerns and needs.

Trained operators excel at active listening, accurately capturing the caller’s needs and concerns. This information is then promptly relayed to you, ensuring no detail is missed.

4. Ask Open-Ended Questions

Encourage a dialogue by asking open-ended questions. Instead of yes/no questions, ask things like, “Can you tell me more about what you’re looking for in a home?” This helps gather more information and shows genuine interest.

We will work with you to identify the right questions to elicit detailed information from callers. This helps gather comprehensive information that is crucial for follow-ups and client interactions.

5. Keep Essential Information Handy

Have key details at your fingertips, such as property listings, pricing, and your schedule. Being prepared means you can answer questions efficiently and provide valuable information on the spot.

Call overflow

We can help to put together a system ensuring that our agents can access and provide essential information based on your specifications. We can handle common inquiries and provide accurate details about your listings, saving you time and ensuring consistent information delivery.

6. Stay Calm Under Pressure

Real estate can be stressful, but it’s important to remain calm and composed, even if a caller is upset or frustrated. A calm demeanor helps defuse tension and keeps the conversation productive.

Our professional operators are trained to handle stressful situations and maintain composure. They can manage difficult calls effectively, ensuring clients feel heard and respected even in challenging scenarios.

7. Take Detailed Notes

Welcome Home

Document important details during the call. This helps you remember specifics and allows you to follow up accurately. Detailed notes can be a lifesaver when juggling multiple clients.

We provide detailed call logs and messages, ensuring all pertinent information is recorded and passed on to you. This allows you to maintain accurate records and follow up appropriately.

8. Offer Solutions, Not Excuses

If a client has a concern or problem, focus on providing solutions rather than making excuses. Show that you’re proactive and willing to go the extra mile to meet their needs.

We can quickly escalate urgent issues to you or provide predefined solutions to common problems, demonstrating a proactive approach and enhancing client satisfaction.

Live Receptionist

9. Follow Up Promptly

After the call, follow up with any promised information or next steps. This reinforces your reliability and keeps the client engaged. Timely follow-ups can significantly impact client satisfaction and trust.

The Virtual Call Centre Network can schedule follow-up calls or send reminders, ensuring no client is forgotten and all follow-ups are handled promptly. This keeps your clients engaged and satisfied.

10. Leverage Technology

Utilize technology such as a CRM system to manage calls and client information efficiently. These tools help ensure no call goes unanswered and that you can track interactions with ease.

We can integrate seamlessly with your CRM and other technologies, providing a streamlined communication process. This ensures all interactions are recorded and accessible, enhancing your ability to manage client relationships effectively.

The Role of a Real Estate Answering Service

Small Business

Our telephone answering function acts as an extension of your business, handling inbound calls, scheduling appointments, and providing basic information to potential clients. This service ensures that all inquiries are managed promptly and professionally, creating a positive first impression. Our team of agents are available 24/7 and even on public holidays so we are always on hand to help make a great impression on behalf of your business.

Key Functions:

  1. Call Management: Handling calls, ensuring each caller receives immediate attention.

  2. Appointment Scheduling: Coordinating with agents and clients to arrange property viewings.

  3. Lead Qualification: Gathering essential information from callers to determine the seriousness of the inquiry.

  4. Message Taking: Documenting details of calls and ensuring they are relayed to the appropriate agent.

Benefits of Using an Answering Service

Important Call

  1. Improved Efficiency: By delegating call management, agents can focus on core tasks like closing deals and client meetings.

  2. Enhanced Client Satisfaction: Prompt responses and professional handling of inquiries improve client satisfaction and trust. A real estate agency can benefit from virtual receptionist services that handle phone calls, communication, and scheduling in multiple languages 24/7/365.

  3. Increased Lead Conversion: Timely and professional interaction with potential clients can increase the likelihood of converting leads into deals.

  4. 24/7 Availability: Our answering services offer round-the-clock support, ensuring that no call goes unanswered, even outside of regular business hours.

How an Answering Service Works

Closing the deal

A real estate virtual receptionist integrates with your existing systems, providing a seamless experience for both real estate agents and clients. Calls are routed to the service, where trained professionals manage them according to predefined protocols. They can schedule appointments directly into your calendar, forward urgent calls to you, and ensure all relevant information is captured and relayed.

Selecting the Right Answering Service

dedicated team

Choosing the right real estate answering service is critical to reaping these benefits. Here are some factors to consider:

  1. Industry Experience: Look for services with experience in the real estate industry.

  2. Customizable Services: Ensure the service can tailor their offerings to meet your specific needs.

  3. Technology Integration: The service should integrate smoothly with your CRM and calendar systems.

  4. Reputation: Check reviews and testimonials to gauge the service’s reliability and professionalism.

Implementing an Answering Service: A Step-by-Step Guide

  1. Assess Your Needs: Determine what aspects of call management you need help with.

  2. Research Providers: Look for providers with a strong track record in real estate.

  3. Define Protocols: Clearly outline how calls should be handled, including escalation procedures for urgent matters.

  4. Train the Service: Ensure the answering service understands your business, including key details about properties and processes.

  5. Monitor Performance: Regularly review call handling reports to ensure the service meets your standards.

Case Study: Transforming Real Estate Operations with an Answering Service

Consider the case of a mid-sized real estate firm that integrated our answering service into their operations. Prior to this, agents were overwhelmed with managing calls, leading to missed opportunities and decreased client satisfaction.

After implementing the service, the firm saw a 30% increase in lead conversions and a significant improvement in client feedback.


In this example our service managed all incoming calls, allowing agents to focus on showing properties and negotiating deals. The 24/7 availability meant that no lead was missed, even after hours.

This seamless integration of an answering service not only streamlined operations but also provided a competitive edge in a crowded market.

Overcoming Common Concerns

  1. Loss of Personal Touch:A common concern is that using an answering service might feel impersonal. However we provide services that provide the same level of care and professionalism as in-house staff.

Property Viewing
  1. Data Security: Ensure the service provider follows strict data protection protocols to safeguard client information.

  2. Cost: While there is an initial investment, the increase in lead conversions and operational efficiency often offsets this cost.

The Future of Real Estate with Answering Services

Call Answering Services

As technology advances our range of answering services are also becoming more sophisticated. Integration with AI and CRM systems is making them more efficient and capable of providing personalized experiences. The future of real estate will likely see even greater reliance on these services, with the potential for automated lead follow-up and enhanced client interaction.


In conclusion, The Virtual Call Centre Network provides a real estate answering service which is a powerful tool for real estate professionals looking to enhance efficiency, improve client satisfaction, and close more deals.

The Virtual Call Centre Network


By handling the critical task of call management, our services allow property proffessionals across the United States and Canada to focus on what they do best – selling properties and closing deals. For any real estate business aiming to stay competitive and responsive, investing in a professional answering service is a strategic move that promises significant returns.

“This article was written by Jillian Schwieterman, Client Outreach Specialist at The Virtual Call Centre Network.”

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