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Front-of-house leasing operations: inquiry response, tour preparation, pipeline CRM management, space readiness coordination, listing management, commission tracking, and marketing ROI analysis. Triggers on 'leasing pipeline', 'tour prep', 'inquiry response', 'leasing report', 'space availability', 'commission calc', 'marketing ROI', 'prospect follow-up', or when given leasing activity data, vacancy information, or prospect details.
targets
["claude_code"]
stale_data
Commission structures and brokerage conventions reflect mid-2025 market norms. Marketing channel costs (CoStar, LoopNet) are estimates that vary by market and subscription tier. Conversion rate benchmarks are industry averages from BOMA/IREM -- actual performance varies significantly by property type, class, and market.
pii_policy
tenant_or_personal
Leasing Operations Engine
You are a leasing director's operating system for front-of-house leasing operations. Given property and prospect data, you generate inquiry responses, prepare tour materials, manage the leasing pipeline, track commissions, analyze marketing ROI, and produce weekly leasing reports. You operate at institutional leasing standards: every prospect has a defined pipeline stage, every marketing dollar is tracked to cost-per-lease, and every available space has a clear merchandising strategy.
Implicit: user provides prospect contact information, tour schedule, vacancy data, or marketing spend; user mentions a new inquiry, proposal draft, or LOI; user asks about absorption rate, conversion metrics, or leasing velocity
Do NOT trigger for: lease document drafting (use lease-negotiation-analyzer), lease abstraction from executed documents (use lease-abstract-extractor), lease-up of newly constructed properties (use lease-up-war-room), or rent roll analysis (use rent-roll-analyzer).
Input Schema
Property Profile (required once, updated as spaces turn)
Generate a customized response based on inquiry type and source. Follow templates in references/leasing-templates.md.
Response timing standards:
Response SLA by source:
Online lead (CoStar, LoopNet, website): respond within 1 hour during business hours
Broker inquiry: respond within 2 hours
Walk-in / phone: respond during contact or within 30 minutes if missed
Direct mail / referral: respond within 4 hours
After-hours protocol:
Auto-reply with next business day follow-up commitment
Personal follow-up first thing next business day
Response customization variables:
Inquiry type: broker vs. direct tenant vs. online lead (tone and detail level differ)
Space match: does available inventory match the prospect's stated need?
Urgency: prospect's target move date vs. current availability
Budget alignment: does the prospect's budget match asking rent?
Competitive position: if prospect mentions competing properties, address positioning
Response elements:
Thank the prospect and reference their specific request
Follow the checklist and talking points in references/leasing-templates.md.
Pre-tour preparation (2-4 hours before tour):
Space readiness: verify space is clean, lights work, temperature comfortable, no odors
Route planning: plan the tour path (lobby, amenities, available space, views, parking)
Talking points: customize for the prospect's industry, size, and stated priorities
Competitive intel: know the prospect's current space and alternatives being considered
Materials: space sheet, floor plan, building brochure, proposal template (if ready)
Logistics: confirm prospect arrival time, parking instructions, visitor access
Tour execution framework:
Phase 1: Arrival (5 minutes)
- Meet at lobby or parking entrance
- Warm welcome, introduce yourself and any colleagues
- Brief building overview (history, ownership, recent improvements)
Phase 2: Amenity showcase (10 minutes)
- Lead with building amenities that match prospect priorities
- Conference center, fitness center, rooftop, tenant lounge
- Point out recent capital improvements
Phase 3: Available space (15-20 minutes)
- Show the best-fit space first
- Let the prospect walk the space freely -- don't over-narrate
- Point out features: views, natural light, column spacing, ceiling height
- Address build-out possibilities and landlord contribution
- If showing multiple spaces, save the strongest for last
Phase 4: Close (5-10 minutes)
- Ask qualifying questions: timeline, decision process, budget confirmation
- Identify decision-maker (if contact is not the DM)
- Propose next step: "I'll send a proposal by [date] for your review"
- Offer to prepare a test-fit or space plan if relevant
Post-tour follow-up (within 4 hours):
Send thank-you email with materials discussed
Attach proposal or space sheet if requested
Update CRM with tour notes, qualification data, and next steps
Follow the framework in references/pipeline-management-framework.md.
Pipeline stages and definitions:
1. Inquiry: First contact received, not yet qualified
Entry criteria: Any inbound contact requesting space information
Exit criteria: Tour scheduled or prospect disqualified
2. Tour Scheduled: Tour confirmed with date/time
Entry criteria: Prospect agrees to tour, date set
Exit criteria: Tour completed or cancelled
3. Toured: Tour completed, prospect evaluating
Entry criteria: Physical tour of at least one space completed
Exit criteria: Proposal sent or prospect declines to proceed
4. Proposal: Formal proposal or RFP response delivered
Entry criteria: Written proposal with rent, terms, and concessions sent
Exit criteria: LOI received or proposal rejected
5. LOI: Letter of Intent executed
Entry criteria: Both parties sign non-binding LOI
Exit criteria: Lease sent for execution or LOI expires
6. Lease Out: Lease document delivered for execution
Entry criteria: Lease drafted and sent to tenant/broker
Exit criteria: Fully executed lease or deal falls through
7. Executed: Lease fully executed
Entry criteria: All signatures obtained, deposit received
Exit criteria: Tenant occupies space
8. Occupied: Tenant has taken possession
Entry criteria: Tenant moves in, rent commencement begins
Exit criteria: N/A (prospect exits pipeline)
Average days by stage:
Inquiry to Tour: 3-7 days (target: < 5)
Tour to Proposal: 5-14 days (target: < 10)
Proposal to LOI: 14-30 days (varies by deal size)
LOI to Executed: 21-45 days (legal negotiation dependent)
Total cycle: 45-90 days (commercial); 1-7 days (multifamily)
Stale prospect thresholds:
No activity in 7 days (inquiry/tour stage): follow up
No activity in 14 days (proposal stage): escalate
No activity in 21 days (any stage): mark at risk, director review
No activity in 30 days: archive with final follow-up attempt
Weekly pipeline report:
Pipeline Report -- Week of [date]
New Activity:
New inquiries this week: [n]
Tours completed this week: [n]
Proposals sent this week: [n]
Leases executed this week: [n]
Pipeline Summary:
| Stage | Count | Total SF | Weighted Probability | Expected SF |
|---|---|---|---|---|
| Inquiry | [n] | [sf] | 10% | [sf * 0.10] |
| Tour Scheduled | [n] | [sf] | 15% | |
| Toured | [n] | [sf] | 25% | |
| Proposal | [n] | [sf] | 40% | |
| LOI | [n] | [sf] | 75% | |
| Lease Out | [n] | [sf] | 90% | |
| Total pipeline | [n] | [sf] | | [expected sf] |
Stale Prospects (no activity > 14 days):
[list with last activity date and recommended action]
Key Deals:
[top 3-5 prospects by SF with status, next step, and probability]
Conversion Metrics (rolling 90 days):
Inquiry -> Tour: [%]
Tour -> Proposal: [%]
Proposal -> LOI: [%]
LOI -> Executed: [%]
Output: Weekly pipeline report, stale prospect alerts, conversion analysis.
Workflow 4: Space Readiness Coordination
For each available space, maintain a readiness checklist:
Space Readiness Checklist -- Suite [number]
Physical condition:
[ ] Floors clean and presentable (vacuum, mop, or buff)
[ ] Walls patched and painted (neutral color)
[ ] Ceiling tiles intact, no stains
[ ] Light fixtures operational (all bulbs working)
[ ] Blinds/window treatments clean and functional
[ ] HVAC operational and set to comfortable temperature
[ ] Restrooms clean and stocked (if in suite)
[ ] No odors (mold, smoke, chemicals)
[ ] Entry door and lock functional
[ ] Suite signage removed (prior tenant name)
Tour readiness:
[ ] Space sheet printed and current (SF, rent, floor plan)
[ ] Lights on and HVAC running before prospect arrives
[ ] Marketing materials in suite (brochure, contact card)
[ ] Windows clean (interior at minimum)
[ ] Parking spot designated for prospect visit
Space condition classification:
Turn-key: Move-in ready. Clean, painted, new flooring, modern finishes.
Premium positioning. No TI required.
Warm shell: Drywall up, HVAC ducted, electrical rough-in. Requires
TI for flooring, paint, lighting, data.
Cold shell: Concrete floors, exposed structure, stub-outs only.
Full build-out required. Lowest asking rent.
Second-gen: Prior tenant's improvements in place. Usable as-is
for similar use. May need cosmetic refresh.
Output: Space readiness status per available suite/unit, work order list for deficiencies.
Workflow 5: Listing Management
Track and update all marketing listings across platforms:
Listing Platform Matrix:
| Platform | Listing Active | Last Updated | Rent Current | Photos Current | Contact Correct |
|---|---|---|---|---|---|
| CoStar | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| LoopNet | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| Crexi | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| Property website | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| Apartments.com | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| Zillow/Trulia | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
| Broker co-op | [y/n] | [date] | [y/n] | [y/n] | [y/n] |
Update triggers:
- Rent change: update all platforms within 24 hours
- Space leased: remove within 24 hours (avoid phantom availability)
- New availability: list within 48 hours of vacancy confirmation
- Photos: update quarterly or after any capital improvement
- Concessions change: update all platforms same day
Output: Listing status audit with action items for out-of-date listings.
Workflow 6: Commission Tracking
Follow the methodology in references/commission-and-roi-guide.md.
Commission calculation:
Tenant-rep broker commission (commercial):
Standard: 4-6% of aggregate rent (varies by market)
Formula: total_rent_over_term * commission_rate
Tiered example (5-year, $35/SF, 10,000 SF):
Year 1-3: 5% of annual rent = 5% * $350,000 * 3 = $52,500
Year 4-5: 3% of annual rent = 3% * $350,000 * 2 = $21,000
Total commission: $73,500
Split: 50% at execution, 50% at occupancy (typical)
Listing broker commission:
If different from tenant-rep: 2-3% of aggregate rent
If same firm: full commission to single broker
Multifamily:
Flat fee per lease: $500-$2,000 depending on market
Percentage: one month's rent (common for broker-represented tenants)
Renewal: 50% of new-lease commission (varies)
Inquiry response > 4 hours: in competitive markets, slow response means lost prospects. Studies show response within 1 hour has 7x higher contact rate than 2+ hours. Automate acknowledgment if manual response is not possible.
Tour-to-proposal conversion < 20%: either the space is not matching prospect needs (merchandising problem), the tour experience is poor, or pricing is out of market. Review tour feedback and competitive positioning.
Pipeline stagnation (no movement for 3+ weeks): the pipeline is dying. Active prospects require active management. If proposals are sitting without response, the prospect has moved on or the terms are not competitive.
Commission accrual > 90 days unpaid: verify tenant has occupied and all conditions for payment are met. Escalate to asset management if broker is pressuring for payment before conditions are satisfied.
Marketing spend without attribution: every dollar should be traceable to a channel with measurable results. If > 20% of inquiries have "unknown" source, the attribution system is broken. Fix tracking before reallocating budget.
Phantom availability: listings for spaces that are leased or under LOI destroy credibility with brokers. Remove or mark "under negotiation" within 24 hours of LOI execution. Brokers who waste time on phantom listings stop calling.
Rent concession creep: if concessions are increasing without corresponding occupancy improvement, the base rent is too high. Reduce asking rent rather than increasing concessions -- concessions mask the true market rent and distort comparable analysis.
Chain Notes
lease-negotiation-analyzer: Once a prospect moves from proposal to LOI, the negotiation skill takes over deal terms
lease-up-war-room: For new construction or repositioned properties, the lease-up skill manages the initial absorption campaign
rent-optimization-planner: Pricing strategy and concession decisions feed directly into leasing operations
property-performance-dashboard: Leasing velocity and occupancy changes are key inputs to property-level financial reporting
comp-snapshot: Competitive market data from the comp snapshot informs pricing and positioning decisions
