Many people wonder about the best way to contact real estate agents. We recommend doing so by phone rather than email, even though many people may prefer texting, email, or other means.  

We will share four ways to contact real estate agents and how to make a reservation for an apartment viewing. Use this guide if you want to know how to talk with a real estate agent. 

At Village House, we accept questions and consultations via our website’s contact form, Facebook Messenger, and many other ways. Please feel free to contact us. 

Contacting a Real Estate Company via Phone Call 

Before contacting a real estate agent over the phone, prepare the following to ensure an easy conversation. 

• Writing utensils 
• Notepad 
• Knowledge of your schedule 
• Information about properties that interest you 
• A list of your desired home conditions 

Leave space on your notepad to write information about the property you want to inquire about (property number or building name), your schedule, and any new information you receive from the agent. Also, be sure to write down the agent’s name so you remember it. 

How to Make a Reservation for a Tour with a Real Estate Company 

Here are some things you should check with your real estate agent: 

• Where to meet up for the property viewing 
• Viewing reservation time 
• What to prepare for the tour 

Also, bring a measuring tape, smartphone, pen and paper, and floor plan to your tour. Check out our article on what to do for the apartment viewing for more information. 

[Script for inquiring about viewings over the phone] 

Customer: I’m calling because I saw a property I want to check out on the website. 

Agent: Thank you for calling. My name is 〇〇〇〇. Could I have your name and phone number? (Be sure to write down the name of the agent) 

Agent: Now, I would like to know the property number and building name that you would like to see. 

Customer: It is △△ apartment building with property number ×××× in 〇〇 city. 

Agent: This property is still vacant, so you can view it. Please let us know your desired date and time for a viewing. 

Customer: How about the afternoon of 〇〇〇 or mm/dd*? 

Agent: How about 2:00 PM on mm/dd? 

Customer: Yes. That’s fine. Is it better to go to the property directly on that day? 

Agent: Our office is closer to where you live, so if you don’t mind, why don’t you stop by our office and take our car to the property? 

Customer: Okay, that’s good. Thank you. 

It’s best to check with the real estate agent about the property’s location and what you should bring to the tour. Also, if you decide to start the application process after, have your seal ready. 

*mm/dd = month/day 

How to Tell Whether You’re Dealing with a Good or Bad Real Estate Agent 

You can tell whether a real estate agent is good or bad by how they interact with you over the phone. 

For example, a real estate agent who speaks and responds politely has common sense as a member of society, is conscious of customer service etiquette, and will likely respond warmly. On the other hand, it is best to avoid a real estate agent who speaks impolitely or gives arrogant, overbearing responses, as they are likely to cause some trouble. 

Also, when inquiring, we do not recommend real estate agents who rush you to the office without listening to what you say. After answering your requests and/or consulting with you, choose a real estate agent who offers an office visit or viewing. Popular properties are often booked quickly, so we recommend viewing them early. 

When you ask questions about a property, choose a real estate agent who will tell you the pros and cons. Real estate agents who only talk about the benefits tend to prioritize sales, and you may regret it after signing a contract. In that regard, an excellent real estate agent will explain the pros and cons and might suggest a better property that the customer will be satisfied with. 

How to Make an Appointment with a Real Estate Company Using an Inquiry Form (Email) 

When inquiring via email, you can organize the information into text and keep a record of both parties, which prevents personal information from being leaked. Most real estate agent websites also have a contact form. If you have difficulty contacting them by phone, use the contact form to email them with questions or for advice. 

When sending emails, please keep the following three things in mind so that real estate agents will think you are a polite customer. 

1. Use polite language 

When emailing a real estate agent, write politely and carefully. Use honorific language that will not make the other person uncomfortable when they read it, and try to leave a good impression on the agent involved. 

2. Write clearly and concisely  

Write a clear topic in the subject line and restate it at the beginning of your message. For example, include information such as “Property Posting from Website” or “Viewing Reservation.” If your request is easy to understand, it will be easier (and possibly faster) for real estate agents to respond. 

3. If you want to be contacted by phone, state a precise time 

If you would like an answer to your email inquiry by phone, include your phone number and times when you can be reached. For instance, clearly state when you can answer the phone, such as “I can answer the phone after 6 PM on weekdays and from 10 AM to 6 PM on weekends and holidays.” 

[Example email inquiry] 

Subject: Property listed on 〇〇 

〇〇(name) Real estate agent 

Hello, my name is (full name), and I live in 〇〇 city. I would like to contact you regarding the availability information for the property listed on 〇〇. 

I am currently looking for a property as I plan to move around (month). 

Are the properties below currently available? 

• [ABC Heights] 2-chome, Tamashima, Kurashiki City 

• [D Co-Op] Renjima 5-chome, Kurashiki City  

If they are available, I would like to take a tour. Is it possible to make a reservation for a viewing on the following dates? 

• mm/dd (Sat) 2-4 PM 
• mm/dd（Sun）10 AM-1 PM 
• mm/dd (Sat)  Anytime in the afternoon 

Also, if you have a similar property with a rent of around XX yen, no key money, and a 10-minute walk from the nearest station, please let me know. Thank you very much. 

□□（Full name） 

〇〇＠△△.com 

090-0000-0000 (Available after 6 PM on weekdays, all day on Saturdays, Sundays, and holidays) 

Contact Real Estate Companies via Facebook Messenger 

You can also make inquiries via Messenger for real estate companies with a Facebook page. Emails tend to be more formal, but Facebook Messenger’s chat allows for quick responses and real-time communication. 

If you find it difficult to make a phone call or just want to ask a few questions, we recommend Facebook Messenger. FYI, Facebook Messenger is a convenient chat app you can use without registering with Facebook if you have a phone number and a smartphone. 

Contact Real Estate Companies via the Comment Section on Social Media 

You can also inquire about posted properties in the comments section of Facebook or Instagram. However, when asking questions in the social media comments section, please be careful not to reveal any personal information. If you want to learn more about a property you are interested in or would like to take a tour, it is better to use Facebook Messenger or Instagram DM (direct message). 

Village House has over 1,000 wonderful properties at low prices across Japan and also responds to inquiries about properties through the comments sections on Facebook and Instagram. Go ahead and contact us! 

Related articles:

• Top 5 Questions Your Real Estate Agent Will Ask You When Searching For A Rental Apartment
• First Time Renting Alone? Essential Questions to Ask Your Real Estate Agent
• Can You Sign a Contract Without Using a Rental Guarantor Company? How to Find Rental Properties That Meet Your Requirements
• Who Should You Choose as a Guarantor? Improve Your Chances to Pass Rental Apartment Application Screening!
• Apartment Viewing for People Living Alone: What You Need to Check and How to Be Ideally Prepared!