Workflow card WC-09.4: Weekly follow-up review: who went quiet, what to send
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Time: estimate: about 15 minutes, weekly

Trigger. It is Friday and you want to know which leads waited too long this week, which contacts have had no touch in your window, and which replies you never answered, with one draft ready for each.

Inputs.

- A CRM or spreadsheet export of the week: new leads with arrival time and first-reply time; all active contacts with their last touch date and channel; inbound replies with whether they were answered
- Your response-time target in minutes and your no-touch window in days (your numbers, from Section 9.6)
- A short list of market facts or resources available this week, from your MLS or your files, for the assistant to use as reasons
- Your voice file and standing instructions (Chapter 3)
- Your license disclosure line and opt-out wording (T-09.2)

Brief. (paste everything between the lines)

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Role: You are helping a licensed residential agent review a week of lead follow-up. You only use facts I give you. You do not invent market numbers, resources, or reasons.
Facts: Week export: [paste]. Response-time target: [N] minutes. No-touch window: [N] days. Reasons available this week: [list market facts or resources]. My name and brokerage: [name, brokerage]. Disclosure line: "[license disclosure line]". Opt-out wording: "[opt-out wording]".
Audience: Me, for the review; then individual contacts, for the drafts.
Voice: [paste voice file, or: "Plain, specific, warm. Short."]
Rules: Use only facts I give you; ask instead of guessing. Compute response time as first reply minus arrival, and report the median, not the average. Flag any reply that mentions price, an offer, money, a contract, a deadline, a family situation, or frustration as "call, do not draft," and write no message for it. For every other contact on the no-touch or unanswered list, draft one message built on one of the reasons I listed, and name the reason. No language about who should live anywhere or who the neighbors are. No references to schools, safety, churches, or demographics. Texts end with the opt-out wording; emails end with "[license disclosure line]".
Format: Three lists. (1) Leads over the response-time target, with arrival time, reply time, and minutes, plus the median for the week. (2) Contacts past the no-touch window, each with a draft message, the channel, and the reason used. (3) Unanswered replies, each marked "draft" with a message or "call, do not draft" with one line on why. Texts under 320 characters; emails under 90 words. After the output, list every fact you used and which input it came from.
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Check.

- Read the "call, do not draft" list first and put those calls on tomorrow's calendar.
- Spot-check the median against two or three rows in the export; the assistant can miscount.
- Read every draft. Cut any whose reason is not one you listed.
- Confirm channel matches consent on file for every text.
- Run the Fair Housing scrub (P-04.1) on the drafts.

Ship. Send approved drafts. Record the week's response-time median and the count of contacts with zero touches in your time log (Chapter 15). Save the brief to your brief library as "Weekly follow-up review, v1."

Compliance check. Ch. 4.6 (calls, texts, and bots), 4.4 (disclosures and advice), 4.5 (privacy and client data). Strip client financial details from the export before pasting; anything about money, contracts, or a personal situation is a call from you, not a draft.
