Record the basics first
Keep a dated note of the enquirer’s name, business, telephone number, email address, the property they asked about and what they want to do there. Record the source of the enquiry and any follow-up you agree.
First-response template
Subject: Your enquiry about [property address]
Thank you for your enquiry about [property address]. The premises are currently available. Before we arrange a viewing, please tell me a little about your business, your proposed use, the space you need and when you hope to occupy.
If the property still appears suitable, I can offer the following viewing times: [option one] or [option two]. Please let me know which works best and provide a telephone number in case arrangements change.
Kind regards,
[name]
Questions to ask before a viewing
- What does the business do, and how will the premises be used?
- How much space is needed and are there particular access, loading or parking requirements?
- When would the occupier like to move in?
- How many people are likely to work at the property?
- Are alterations, signage, extraction, three-phase power or other special facilities required?
- Who will make the tenancy decision and who should attend the viewing?
These questions give you some context before the viewing. They don’t replace tenant referencing, planning advice or a legal assessment of the proposed use.
Viewing-confirmation template
Viewing confirmed: [property address]
Your viewing is arranged for [date] at [time]. We will meet at [meeting point]. Please let me know as soon as possible if your plans change.
The property is currently offered on the terms shown in the advert. Any letting remains subject to agreement, appropriate checks, professional advice and completion of the lease.
Before the prospective occupier arrives
- Confirm safe access and check that keys, alarms and gates work.
- Make the premises reasonably clean, lit and easy to inspect.
- Have the quoted rent, service charge, business-rates information and proposed lease terms to hand.
- Know which areas, parking spaces, yards and shared facilities form part of the proposed letting.
- Bring a short list of matters that require confirmation from your surveyor, solicitor or other adviser.
- Protect confidential material and do not leave personal information visible.
After the viewing
Send a short follow-up, answer factual questions accurately and record any requested information. Do not agree legal terms casually if professional advice is needed. If the party wants to proceed, establish the proposed use, entity taking the lease, key commercial terms and advisers before instructing the appropriate professionals.