Customer Service SOP for Real Estate

# Customer Service SOP - Real Estate

## Purpose
Implement to ensure every customer interaction meets your service standards regardless of which team member is responding.

## When to Use
A standard operating procedure for handling customer enquiries, escalations, and follow-ups with defined response times and quality standards.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your real estate business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Zendesk or Freshdesk)

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## Customer Service Standard Operating Procedure

### 1. Purpose and Scope
This SOP defines the standard process for handling all customer enquiries, complaints, and requests. It applies to every team member who interacts with customers, whether via phone, email, live chat, or social media. The goal is to deliver consistent, high-quality service that meets our response time targets and leaves every customer feeling valued.

### 2. Roles and Responsibilities
- **Customer Service Representative (CSR):** First point of contact for all enquiries. Responsible for logging, responding, and resolving Tier 1 issues.
- **Customer Service Lead:** Handles Tier 2 escalations, monitors team performance, and conducts weekly quality reviews.
- **Department Manager:** Handles Tier 3 escalations, approves refunds or credits over $200, and reviews monthly service metrics.

### 3. Prerequisites
- Access to the ticketing system (Zendesk, Freshdesk, or Intercom)
- Familiarity with the product/service catalogue
- Completion of customer service onboarding training
- Access to the internal knowledge base

### 4. Response Time Standards
| Channel | First Response | Resolution Target |
|---------|---------------|-------------------|
| Phone | Immediate (within 30 seconds) | During the call where possible |
| Live Chat | Within 2 minutes | Within the session |
| Email | Within 4 business hours | Within 1 business day |
| Social Media | Within 2 business hours | Within 4 business hours |

### 5. Procedure

**Step 1: Receive and Log the Enquiry**
Create a ticket in the support system for every enquiry, regardless of channel. Include the customer's name, contact details, enquiry type, and full description. Never handle an enquiry "off the books."

**Step 2: Greet and Acknowledge**
Use a warm, professional greeting. Address the customer by name. Acknowledge their issue and express understanding. Example: "Thanks for reaching out, [Name]. I understand this must be frustrating, and I am here to help."

**Step 3: Classify the Enquiry**
Categorise the ticket:
- **General Enquiry:** Product questions, pricing, availability
- **Support Request:** Technical issues, how-to questions, account access
- **Complaint:** Dissatisfaction with product, service, or experience
- **Billing:** Invoice queries, payment issues, refund requests

**Step 4: Resolve or Escalate**
- **Tier 1 (CSR resolves):** General enquiries, common support requests, simple billing questions. Use the knowledge base for standard responses.
- **Tier 2 (Escalate to CS Lead):** Repeat complaints, technical issues beyond the knowledge base, refund requests between $50-$200.
- **Tier 3 (Escalate to Manager):** Legal threats, social media crises, refunds over $200, unresolved Tier 2 issues.

When escalating, include a summary of what has been tried, the customer's emotional state, and your recommended resolution.

**Step 5: Communicate the Resolution**
Explain the resolution clearly. Confirm the customer is satisfied before closing the ticket. If the resolution requires follow-up (e.g., a refund to be processed), provide a specific timeframe and follow through.

**Step 6: Document and Close**
Add resolution notes to the ticket. Tag the enquiry type and resolution type for reporting. Close the ticket only after the customer confirms satisfaction or the resolution has been fully implemented.

**Step 7: Follow Up (for complaints and escalations)**
For any escalated issue, follow up with the customer within 5 business days to confirm the issue remains resolved and they are satisfied with the outcome.

### 6. Quality Standards
- Use Australian English in all written communication
- Never use jargon or technical terms without explanation
- Always offer a next step or alternative if you cannot resolve immediately
- Aim for a customer satisfaction (CSAT) score of 90% or higher
- First-contact resolution rate target: 80%

### 7. Revision History
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | [Date] | [Author] | Initial release |

### 8. Related Documents
- Customer Service Training Manual
- Knowledge Base Article Library
- Refund and Returns Policy
- Escalation Contact List

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Zendesk, Freshdesk, Intercom

Note: This template has been tailored for real estate businesses in Australia. Adjust terminology and compliance references to match your specific context.