Real Estate RAG: AI Assistant for Agencies and Property Managers

TL;DR

Real estate RAG enables agencies and property managers to automate tenant and buyer responses, instantly access portfolio information, and leverage technical documentation. Ideal for reducing call volume and improving customer satisfaction.

The real estate challenge

Daily problems

Real estate professionals face:

• Call volume: Repetitive tenant questions (charges, maintenance, leases)
• Scattered documentation: Leases, energy certificates, meeting minutes, plans... in 10 different places
• Portfolio knowledge: "When was the last roof repair again?"
• Limited availability: Clients calling outside business hours

The RAG solution

Use cases

1. Tenant support

Typical questions:

• "How do I report a claim?"
• "When are charges debited?"
• "Can I have a pet?"
• "How do I terminate my lease?"

Example:

Tenant: "There's a leak in my bathroom, what do I do?"

Chatbot: "To report water damage:

Immediate emergency:

1. Shut off water supply if possible
2. Call our emergency number: 555-XXX-XXXX (24/7)

Declaration:

1. Take photos of the damage
2. Fill out the online form: [Link]
3. Timeline: Within 48h for insurance

Documents to prepare:

• Amicable report (if neighbor involved)
• Before/after photos
• Invoices if emergency intervention

📄 Source: Tenant_Guide.pdf, Claims section

Our technical team will contact you within 24 business hours."

2. Portfolio management (property managers)

For property portfolio managers:

Manager: "Maintenance history for the Oak Street building?"

Chatbot: "Here's the maintenance history for 12 Oak Street:

2024:

• Facade renovation (March-June) - $180,000
• HVAC replacement (September) - $12,000

2023:

• Partial roof repair - $45,000
• Elevator code compliance - $28,000

2022:

• Collective boiler replacement - $35,000

Upcoming planned work:

• Courtyard renovation (2025) - Quotes pending

📄 Sources: Maintenance_Log_OakSt.pdf, Board_Minutes_2024.pdf"

3. Buyer pre-qualification

For sales agencies:

Visitor: "I'm looking for a 3-bedroom in Boston with a balcony, $450k budget"

Chatbot: "I found 3 matching properties:

1. Back Bay - Beacon St ($449,000)

• 3 bed, 1,100 sq ft, 80 sq ft balcony
• Floor 4/5 with elevator
• Energy rating C, $150/month charges [View listing]

2. South End - Tremont ($445,000)

• 3 bed, 1,200 sq ft, 60 sq ft balcony
• Floor 2/4 no elevator
• Energy rating D, $120/month charges [View listing]

3. Cambridge - Harvard Sq ($420,000)

• 3 bed, 1,250 sq ft, 120 sq ft terrace
• Floor 3/6 with elevator
• Energy rating B, $180/month charges [View listing]

Would you like to schedule a viewing?"

4. Technical documentation

Instant document access:

Manager: "Energy certificate for the Beacon Hill property?"

Chatbot: "Energy certificate for 45 Beacon Hill:

• Energy class: D (218 kWh/sq ft/year)
• Carbon class: E (52 kg CO2/sq ft/year)
• Assessment date: 03/15/2023
• Valid until: 03/15/2033

Assessor recommendations:

• Attic insulation (potential gain: 1 class)
• Window replacement (tax credit eligible)

📄 Source: EnergyRating_45BeaconHill_2023.pdf"

Implementation

Data sources

📁 Real estate document base/
├── 📁 Portfolio/
│   ├── Building_OakStreet/
│   │   ├── Maintenance_log.pdf
│   │   ├── Energy_certificate.pdf
│   │   ├── Board_minutes_2024.pdf
│   │   └── Floor_plans.pdf
│   └── Building_BeaconHill/
│       └── ...
├── 📁 Templates/
│   ├── Residential_lease.pdf
│   ├── Move_in_checklist.pdf
│   └── Condo_rules_template.pdf
├── 📁 Procedures/
│   ├── Claims_management.pdf
│   ├── Tenant_move_in.pdf
│   └── Tenant_move_out.pdf
└── 📁 FAQ/
    ├── Tenant_FAQ.pdf
    └── Owner_FAQ.pdf

Configuration

Tenant assistant:

You are the virtual assistant for [Agency/Property Manager].
You help tenants with questions about their housing.

Rules:
- Stay factual and cite source documents
- For emergencies (leak, heating failure), give the emergency number
- For complex legal questions, direct to the property manager
- Never give information about other tenants
- Be empathetic but professional

Property manager assistant:

You are the technical assistant for [Property Manager] managers.
You help quickly find information about the property portfolio.

Capabilities:
- Maintenance history by building
- Technical diagnostics and documents
- Tenant information (non-nominative)
- Maintenance calendar

Always cite sources and document dates.

Expected results

For a property manager (1000 units)

Typical ROI

• Time saved: 3 FTE → 1.5 FTE
• Reduced turnover: More satisfied tenants
• Portfolio valorization: Better knowledge = better decisions

Best practices

1. Structure by property

Organize documents by building for precise searches.

2. Update after each intervention

Every maintenance, assessment, board meeting → base update.

3. Separate access levels

• Tenant portal: general info + their building
• Manager portal: full access

4. Manage confidentiality

• No personal tenant data in general RAG
• Restricted access to sensitive information

Conclusion

Real estate RAG transforms property management and customer relations. Satisfied tenants, efficient managers, and leveraged documentation.

Ready to digitize your management? Create your real estate assistant →

---

Related guides

• Case study: Real estate company - Concrete example
• Introduction to RAG - Understand fundamentals
• RAG + Google Drive - Connect your documents

---

Large-scale project? Contact our team →