A prospective buyer may contact several realtors in the same afternoon. If your reply is difficult to find, they may move on before you know there is a problem. Email delivery deserves the same attention as the enquiry form.

Look beyond your everyday mailbox

Make a list of messages sent by your CRM, property website, appointment tool, and regular email account. Check the address shown to a recipient and where replies go. If an assistant or brokerage platform sends on your behalf, include that arrangement in the review. Moving your own mailbox does not automatically update every connected service.

Use a small, realistic test

Send a normal follow-up through the actual workflow, not just a message from your personal inbox. Note the time and recipient, then ask where it appeared. Check whether a link or attachment is essential to the next step. Keep a record of bounce notices and avoid sharing client documents while testing; a fictional listing example is enough.

Protect the conversation while investigating

Use a known phone number to confirm time-sensitive details. Avoid treating an open-tracking indicator as proof that a client read your message. Agree on who follows up when you are showing properties, and make that handover visible. Review domain authentication with the person responsible for your email, especially after introducing a new CRM or changing your website.

MAKE IT ACTIONABLE

Your next steps

  • Inventory your CRM, website, and mailbox senders.
  • Test the same path a real enquiry follows.
  • Use fictional details in delivery tests.
  • Confirm important appointments through an agreed channel.

Official reference

Google: Email sender guidelines

Technical guidance checked September 29, 2026. Product features and requirements can change. The business checklists above are practical suggestions from Cyber Bounds.

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