When a property enquiry moves between colleagues, “contact them later” is not enough. The receiving colleague needs to understand the current request, the commitment already made, and who will take the next action. This template helps transfer responsibility without asking the client to repeat information already provided.
When to use the template
Use it at a shift change, during an absence, or when a request moves to a colleague responsible for a particular area. Changing the owner's name in a system does not establish that the recipient accepted the request. Agree on an acknowledgement method and maintain ownership until it is confirmed.
Handoff table
| Field | Information required |
|---|---|
| Request | Internal identifier and a short description of the property requirement |
| Last contact | Date, channel and a summary of what the client actually said |
| Current agreement | What is confirmed and what remains a proposal |
| Next action | A specific task, such as sending two options after checking availability |
| Due time | A clear date and time, including time zone when relevant |
| Ownership | Sender, recipient and acknowledgement status |
| Missing information | An unresolved question or a fact requiring verification |
Keep details in an approved workspace with appropriate permissions. Do not copy identity documents into a widely shared table or present guesses about income or motivation as facts.
Complete fictional example
Request: a two-bedroom apartment in the client's chosen area. Last contact: a Monday call; the client requested two options before arranging a viewing. Agreement: send the options on Tuesday at 10 a.m. Istanbul time, rather than confirm a viewing appointment. Next action: the receiving colleague checks availability and sends the options through the agreed channel. Open question: would the client accept a high floor without a lift? Do not assume the answer.
The recipient records acknowledgement after reading the history. The sender checks for parallel follow-ups that could cause duplicate calls. If receipt is not confirmed, use the team's agreed internal escalation route instead of leaving the request without an owner.
Review handoffs at the end of the day
Check unacknowledged requests, commitments needing rescheduling and unanswered questions. Record a changed deadline and inform the relevant person through an authorised channel. Use a manual table or a system supporting these fields. Explore Devzonia's solutions and verify capabilities before assuming automatic routing or acknowledgement notifications. A complete handoff means a clear owner and next action; it does not mean the transaction is complete.
