8 Ways to Enhance Real Estate Customer Service

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In the real estate industry, great customer service is important in unlocking ultimate client satisfaction. 

Providing exceptional customer service as a real estate agent can make all the difference in being able to successfully build strong client relationships, foster loyalty, and receive referrals.

Here, we will explore how you can enhance your customer service skills to create memorable experiences for your real estate clients so you can continue to grow your real estate business. From clear communication to personalized services, we’ll delve into the strategies that will set you apart as a top-notch real estate professional.

Customer Service and Its Importance in the Real Estate Industry

Customer service in real estate refers to the proactive efforts made by agents to address and exceed the expectations of their clients. It involves every interaction, from the initial inquiry to the final closing, and even beyond.

Its importance cannot be emphasized enough, as positive customer service experiences leave lasting impressions on clients and can lead to increased customer satisfaction and loyalty. On the other hand, poor customer service damages your professional reputation and limits your ability to retain clients or earn new ones.

In today’s competitive market, providing exceptional customer service is indeed no longer an option—it’s a necessity. Here’s how to make it better:

#1 Communicate clearly

One of the fundamental pillars of excellent customer service is clear and effective communication. 

Professionals specializing in communication say having excellent communication skills is important because it is with these that you will be able to show customers that you understand what they mean instead of just hearing what they are saying.

As a real estate agent, you must be able to convey information to your clients in a way that is easily understandable and transparent. 

Here are some tips to enhance your communication skills:

  • Use layman’s terms: Avoid jargon and technical terms that may confuse your clients. Explain complex concepts in simple, relatable language that they can easily grasp.
  • Active listening: Pay close attention to your client’s needs, concerns, and preferences. Demonstrate that you genuinely care about what they have to say by actively listening and responding thoughtfully.
  • Prompt responsiveness: Timely communication is crucial in the real estate industry. Respond to client inquiries, messages, and emails promptly to show that you prioritize their needs and value their time.

#2 Offer personalized service

Every client is unique, and tailoring your services to meet their needs is an effective way to ensure they are happy with working or transacting with you.

According to a study by McKinsey & Company, around 71% of customers expect companies to deliver personalized interactions, and, worse, 76% become frustrated when they don’t receive it.

 It is vital to provide customer service that is done not just for the sake of it, but in a manner that is very specific to customers’ needs and preferences.

Here’s how you can personalize your approach:

  • Get to know your clients: Take the time to know more about their needs and preferences. Ask thoughtful questions and actively engage in conversations to gather relevant information.
  • Customized property recommendations: Based on your understanding of each client’s requirements, provide personalized property recommendations that align with their preferences. Make sure they see that their best interest is your priority.
  • Remember the details: Pay attention to the small details and preferences your clients mention during your interactions. Whether it’s their favorite neighborhoods, architectural styles, or must-have features, remembering these details will make them feel valued and appreciated.

#3 Make yourself as accessible as possible

Being accessible to clients is crucial in building trust and ensuring a smooth customer service experience. When your business is easy to access, it lets customers know that you take their needs seriously.

Here’s how you can improve accessibility:

  • Offer as many ways for clients to reach you: Whether it is by phone, email, text messaging, live chat, or social media, being available and responsive on multiple channels is simply more convenient for them.
  • Flexible availability: Real estate transactions often occur outside of traditional business hours. Be flexible with your availability, accommodating clients’ schedules whenever possible. Having a 24-hour live virtual receptionist can help ensure your clients can reach you any time or day of the week. 
  • Prompt follow-ups: After a showing, negotiation, or significant milestone, follow up with your clients to provide updates and address any questions or concerns they may have.

#4 Be generous with your knowledge and expertise

Clients rely on real estate agents for their expertise in the industry. Demonstrating your knowledge and expertise, and being as helpful as possible about it, builds trust and confidence. 

Here’s how you can showcase your expertise:

  • Stay updated: Stay current with market trends, industry regulations, and relevant news. Share your knowledge by providing valuable insights that can guide their decision-making.
  • Teach your clients: Take as much time as needed to detail the real estate process to your clients. By educating them about the steps involved, potential challenges, and best practices, you empower them to make informed decisions.
  • Network of professionals: Cultivate relationships with professionals in related fields, such as lenders, inspectors, and lawyers. Being able to recommend trusted professionals adds value to your services and enhances your clients’ experience.

#5 Go the extra mile

To exceed client expectations, it’s essential to go above and beyond. 

According to Salesforce Research, 89% of consumers are more likely to make another purchase when experiencing customer service that is “positive,” but this increases to 93% when extra effort is made for “excellent” customer service.

Here are some ways to go the extra mile:

  • Provide a personalized welcome package: Create a welcome package for your clients that includes a handwritten note, local area information, and small personalized gifts. This thoughtful gesture will make them feel special and valued.
  • Offer post-purchase assistance: Assist your clients even after the transaction is complete. Provide resources, recommendations for local services, and follow-ups to ensure their transition into their new home is seamless.
  • Remember special occasions: Take note of important dates for your clients, such as birthdays or house anniversaries, and send them personalized greetings. This small gesture shows that you genuinely care and value your relationship.

#6 Show empathy and providing emotional support

Buying or selling a property can be an emotional journey for clients. 

Buying, afterall, usually involves customers’ life savings and even future finances, while selling shares similarly high stakes. Providing empathy and emotional support during potentially stressful situations can significantly enhance the customer service experience. 

Here’s how you can offer emotional support:

  • Understand their concerns: Empathize with your clients to better understand their concerns and anxieties. Acknowledge their emotions and provide reassurance throughout the process.
  • Be a calming presence: During high-pressure situations, such as negotiations or inspections, remain calm and composed. Your reassuring demeanor will help alleviate your clients’ stress and build trust.
  • Recommend trusted professionals: If your clients need additional support, such as mortgage brokers or home stagers, provide them with recommendations for trusted professionals who can assist them.

#7 Integrate technology

In today’s digital age, incorporating technology into your customer service strategy is essential. 

Hubspot’s State of Service report found that companies with the highest growth were those that implemented several channels and tools to empower their customer service teams and improved customer service overall.

Here’s how you can leverage technology to enhance your services:

  • Virtual tours: Offer virtual tours of properties for clients who are unable to visit in person. Utilize 3D tours, video walkthroughs, or live video chats to provide an immersive experience.
  • Digital documentation: Embrace digital tools for document signing and sharing. This streamlines the process, reduces paperwork, and enables clients to access important documents conveniently.
  • Customer relationship management (CRM) software: Utilize CRM software to organize and track client interactions, preferences, and milestones. This allows for personalized follow-ups and a more efficient workflow.

#8 Accept feedback for improvement

Continuous improvement is vital to delivering exceptional customer service. 

Actively seeking feedback from your clients and implementing necessary improvements will help you refine your practices. 

Here’s how you can gather feedback:

  • Post-transaction surveys: Send out surveys to your clients after the transaction is complete to gather their feedback. Ask them about their experience, areas for improvement, and testimonials or reviews they’d be willing to provide.
  • Client testimonials: Encourage satisfied clients to provide testimonials or reviews that you can feature on your website and social media platforms. Positive testimonials are a powerful marketing tool that can attract new clients.
  • Learn from complaints: If a client raises a concern or complaint, address it promptly and professionally. Use these instances as opportunities for growth and improvement.

Raise Your Real Estate Customer Service Levels with Abby Connect

In the fast-paced and competitive world of real estate, exceptional customer service is the key to success. 

By prioritizing clear communication, personalization, accessibility, knowledge and expertise, going the extra mile, empathy and emotional support, and integrating these with professional real estate answering services like Abby Connect, you can take your real estate business’ customer service to new heights and provide unforgettable experiences for your clients. 

In addition to streamlining your customer service, we help ensure you are in complete compliance with real estate industry regulations, incorporating customer feedback, to help your business stand out in a competitive marketplace where customer service makes all of the difference.


  1. The. “The Importance of Good Communication with Customers – Video & Lesson Transcript | Study.com.” Study.com, 2021, study.com/academy/lesson/the-importance-of-good-communication-with-customers.html. Accessed 20 June 2023.
  2. “The Value of Getting Personalization Right—or Wrong—Is Multiplying.” McKinsey & Company, McKinsey & Company, 12 Nov. 2021, www.mckinsey.com/capabilities/growth-marketing-and-sales/our-insights/the-value-of-getting-personalization-right-or-wrong-is-multiplying. Accessed 20 June 2023.
  3. Our State of Service report also found that all of the high-growth companies surveyed implemented several channels and tools, empowering their customer service teams and improved customer service.
  4. Salesforce. STATE of the CONNECTED CUSTOMER. c1.sfdcstatic.com/content/dam/web/en_us/www/documents/research/salesforce-state-of-the-connected-customer-4th-ed.pdf.

Written by

Anna Taylor

Anna Taylor

Anna is an accomplished marketing professional with an MBA and certification in marketing and eight years of experience in the field. More than half of that experience has been focused on customer experience and small business growth, exploring how businesses balance human and technology solutions. Above all, Anna is committed to human-first marketing and business development, ensuring that every initiative is focused on creating meaningful connections with customers and driving long-term growth.