In the competitive real estate market, every lead counts. Missing out on potential buyers or tenants due to email mismanagement can result in lost opportunities. If you’re not receiving email leads from ImmoAfrica, it may be due to email filtering, spam settings, or inbox storage issues.
To ensure you never miss a lead, here are 10 practical steps - with simple how-to guides - to keep your inbox organised and ensure ImmoAfrica leads land where they should:
1. Whitelist ImmoAfrica’s Email Addresses
Why?
Many email providers block or filter emails from unknown senders, assuming they’re spam. Whitelisting ensures that messages from ImmoAfrica always land in your inbox.
How to Do It:
- Gmail: Go to Settings > Filters and Blocked Addresses > Create a new filter > Add @immoafrica.net and @immoafrica.co.za and click Never send to spam.
- Outlook: Open an email from ImmoAfrica > Click Add to Safe Senders List.
- Yahoo Mail: Open Settings > Filters > Add a rule for @immoafrica.net and set it to Inbox.
2. Regularly Check Spam and Junk Folders
Why?
Emails from new senders sometimes get flagged as spam, especially if they contain links or attachments.
How to Do It:
- Open your Spam or Junk folder and search for "ImmoAfrica".
- If you find an email, mark it as "Not Spam" or "Move to Inbox" to train your email provider.
- Consider doing this once a week to ensure nothing slips through.
3. Set Up Email Filters to Organise Leads
Why?
Filters automatically direct emails from ImmoAfrica into a dedicated folder, ensuring you never overlook them.
How to Do It:
- Gmail: Settings > Filters and Blocked Addresses > Create a Filter, then set emails from @immoafrica.net to go into a "Leads" folder.
- Outlook: Rules > Create Rule, then set emails from @immoafrica.net to be flagged as important or moved to a dedicated folder.
4. Monitor Your Inbox Storage
Why?
A full inbox means new messages bounce back and are undeliverable.
How to Do It:
- Check your email storage limit (found in your settings).
- Delete old, unnecessary emails, especially those with large attachments.
- Empty your Trash and Spam folders regularly.
5. Use a CRM to Manage Your Leads
Why?
A Customer Relationship Management (CRM) system helps centralise, automate, and manage your leads efficiently.
How to Do It:
- If you already use a CRM (e.g., Prop Data, PropCon, HubSpot, Salesforce), ensure your email is linked to automatically capture leads.
- Some CRMs allow auto-forwarding, so configure ImmoAfrica emails to be sent straight into your system.
- Not using a CRM yet? Consider signing up for one that integrates with Zapier, which automates lead management.
6. Set Up Automated Email Responses
Why?
An immediate response reassures potential buyers and tenants that their inquiry has been received.
How to Do It:
- Gmail: Settings > General > Vacation Responder > Create an automatic reply confirming receipt of their inquiry.
- Outlook: File > Automatic Replies, then set an instant response.
- Include details like:
"Thank you for your inquiry! We will get back to you shortly. In the meantime, feel free to browse more listings at [your website]."
7. Stay Engaged with Your Leads
Why?
Many potential buyers browse multiple agents - keeping in touch increases your chances of closing a deal.
How to Do It:
- Send personalised follow-ups within 24-48 hours.
- Use email templates to save time but personalise them with the client’s name and query details.
- Consider a newsletter to keep past and potential clients engaged with market trends and new listings.
8. Authenticate Your Email Domain (For Agencies and Teams)
Why?
Using proper email authentication (SPF/DKIM) proves your emails are legitimate, improving email deliverability rates.
How to Do It:
- If you manage an agency email (e.g., info@youragency.co.za), ask your IT provider to set up SPF and DKIM records in your domain settings.
- This ensures ISPs recognise your emails as trusted, reducing the risk of being marked as spam.
9. Regularly Clean and Segment Your Email List
Why?
Outdated or incorrect email addresses affect your sender reputation, making it more likely your emails will be blocked.
How to Do It:
- Use an email verification tool (like NeverBounce) to remove invalid addresses.
- Segment your list:
- Buyers
- Tenants
- Investors
- Past clients
- This allows for targeted email campaigns and better engagement.
10. Use Verified Email Lists and Avoid Buying Leads
Why?
Email providers penalise mass emails sent to unverified lists, leading to poor delivery rates.
How to Do It:
- Always use opt-in email lists (people who have signed up via your website or listings).
- Never buy email lists, as they often contain outdated or spam trap addresses that can harm your sender reputation.
- Encourage clients to add your email to their contacts - this improves open rates and engagement.
Final Thoughts
Missing leads hurts your business, but implementing these 10 simple steps can ensure you never lose a potential sale due to email issues. From whitelisting ImmoAfrica’s email addresses to automating responses and using a CRM, these techniques will help estate agents stay on top of their inquiries and maximise their opportunities.
If you’re still experiencing issues receiving email leads, reach out to our support team for assistance.
📩 Need help? Contact us at support@immoafrica.net
Further related articles that may interest you;
No Comments Yet
Let us know what you think