Author – Ken Hobson.
 – Cold Hard Stats:

• Social Media Views – Approx 3%
• Email Open Rates – 25 -40%
• Social Media – The platform own your audience
• Email List – You own your email list

A well-timed email to someone you have never met can open doors to new listings, buyers, and referral partners. Teams that add AI-powered outreach see 20–30 % more leads turn into real conversations because every follow-up lands at the right moment and in the right tone. 

How AI keeps your emails sounding human

• Learns your voice – Feed the tool a few past emails and it mimics your tone instead of spitting out generic sales copy.

• Personalises at scale – Modern CRMs now slot in suburb names, recent sale data, or buyer search criteria automatically, so each note feels hand-written. 

• Picks the send time – Algorithms study open-rate history and schedule every step when your prospects usually check mail.

• Writes smarter over time – Because 87 % of AI users let the model watch results, it keeps adjusting subject lines and calls-to-action until replies improve. 

A simple six-step workflow for agents

1. Build a clean list

Export fresh contacts from your CRM—no bounced emails or outdated owners. Segment by interest (investor, downsizer, first-home buyer) so the messaging stays relevant.

2. Show the AI your style

Paste three of your own emails (thank-you notes, appraisal invites, etc.) and highlight any phrases you like. This “teaches” the model to sound like you.

3. Draft the sequence

Ask for:

1. A warm introduction email

2. Two gentle follow-ups

3. A “last try” note that offers value (e.g. suburb report PDF)

Keep each message to 120 words or less—easy for mobile reading.

4. Layer real personalisation

Use merge tags such as {{FirstName}}, {{Suburb}}, and {{LastSalePrice}}. Add one unique sentence pulled from the contact record (e.g. “Hope the renovation on Smith St is going smoothly”).

5. Automate timing & triggers

Set rules:

• Send follow-up #1 three days after “opened but no reply”.

• Skip to final email if the prospect clicks your market-report link.

Most AI outreach tools offer visual builders for this logic. 

6. Review and refine

After a week, check open, reply, and meeting-booked rates. Ask the AI to rewrite the poorest-performing subject line and A/B test it in the next batch.

Quick checklist before you hit “Send”

• ✅ Subject line under 45 characters

• ✅ One clear call-to-action (book a valuation, download suburb report)

• ✅ Merge tags all populated—no “Hi {{FirstName}}” errors

• ✅ Links tracked and tested

• ✅ Plain-text preview looks tidy on a phone

Common mistakes to avoid

• Over-personalising with private data that feels creepy. Use market facts instead.

• Writing like a robot – Too many buzzwords or AI-style clichés signal automation and hurt trust.

• Ignoring deliverability – Warm new domains, rotate senders, and keep daily volume realistic to stay out of spam.

• Forgetting to stop – If someone replies “No thanks”, remove them immediately; nothing kills brand goodwill faster than unwanted follow-ups.

AI can handle the busywork—research, writing, and scheduling—so you spend more time on call-backs and appraisals.

When you guide the model with your own voice and local insights, every cold email feels like a personal note rather than a machine broadcast.