Author – Ken Hobson.
Regular vendor updates build trust, but typing the same report every Friday chews up precious prospecting time. An email platform with built-in AI can pull data from your CRM, write the copy for you, and send each newsletter at the moment your client is most likely to open it.

Step 1: Pick an Email Platform with AI On-Board

• Look for three core features

  • AI text generator to write subject lines and paragraphs

  • Dynamic (merge-tag) content blocks for property data

  • Predictive send-time optimisation

  • Your CRM should have many of these features built in

Step 2: Connect Your CRM & Listing Data

1. Export the week’s inspection numbers, enquiries, price feedback, and marketing spend.

2. Map those fields to merge-tags in your email tool (e.g., {{open_home_attendees}}).

3. Create a saved contact segment: Current Vendors – Active Listings.

Step 3: Build a Master Template (One-Time Job)

• Header: Agency logo and agent photo

• Opening paragraph: AI-written market snapshot

• Property stats block: Auto-fills from merge-tags

• Next-week actions: Auction countdown, price-adjustment advice

• Footer: Contact details and compliance disclaimer

Save it as “Weekly Vendor Report – Template”. From now on you’ll only update the data source.

Step 4: Let the AI Draft the Copy

• Paste bullet points like

  • “15 groups through Saturday open”

  • “Two follow-up inspections booked”

  • “Common feedback: kitchen needs update”

• Click Generate. Tweak the tone if needed (e.g., “reassuring”, “direct”).

• Add a personal sign-off so it still feels like you wrote it.

Step 5: Insert Dynamic Property Updates

Use merge-tags so every vendor receives numbers for their address:

This week your property at {{address}} was viewed {{listing_views}} times online
and attracted {{open_home_attendees}} groups at the open home.

The AI can also suggest a plain-English summary of those stats.

Step 6: Schedule with Predictive Send

• Choose Weekly → Friday.

• Toggle Predictive Sending so the system adjusts the exact hour for each vendor’s inbox. Tests show this can lift open rates by 10-15 %. 

Step 7: Test & Approve

• Send a test email to yourself and your principal.

• Check: merge-tags populate, links work, mobile view is tidy.

• Hit Send or let the automation run on schedule.

Step 8: Track Results & Improve

Most AI platforms highlight under -performing sections and suggest edits within the dashboard.

Fast Checklist

• Pick a platform with AI writing + predictive send

• Sync CRM vendor list and property fields

• Create a reusable template

• Feed weekly stats, let AI write the story

• Schedule with predictive timing

• Test, send, and review metrics

Pro Tips for Real-World Success

• Keep data clean. Wrong numbers in the CRM mean wrong numbers in the email.

• Stay compliant. Include a privacy notice and unsubscribe link to meet Australian Spam Act rules.

• Reuse content. Turn your AI-written market snapshot into a LinkedIn post or a video script—extra authority with zero extra typing.

Follow these steps once, and next week’s newsletter will take five minutes—not fifty.