Automatic Rightmove Enquiry Capture: Never Miss a Potential Tenant Again

It's 2:47pm on a Wednesday. A prospective tenant on Rightmove sees your property listing for the two-bedroom flat on Market Street. They like it. They hit "Request Details" and fill out the enquiry form: name, phone number, email, move-in date, number of tenants, employment status.

Rightmove sends you an email.

You're on a viewing. The email sits in your inbox. By the time you get back to the office at 4:30pm, that tenant has already booked viewings with three other agents who responded faster. You just lost a qualified lead because you didn't respond in time.

This happens dozens of times per week for letting agents. Rightmove enquiries come in at random times—mornings, evenings, weekends. If you're not checking email constantly, you're missing opportunities.

This week, we solved this problem in LetAdmin. Rightmove enquiries now flow automatically into the system, organized by property, with all tenant information extracted and ready for follow-up. This article explains why enquiry management matters, how the automatic capture works, and what it means for agencies trying to convert more leads.

The Problem: Rightmove Enquiries Are Scattered and Easy to Miss

Rightmove is the #1 source of tenant leads in the UK. For most letting agents, 80-90% of enquiries come through Rightmove. But the enquiry management experience is frustrating:

Problem 1: Enquiries Come as Emails

Rightmove sends enquiry notifications to your email. This means:

• Mixed with other emails: Enquiries get buried between landlord questions, contractor invoices, and spam
• No central tracking: Where did that enquiry go? Was it for Oak Street or Elm Street?
• Easy to miss: Busy agents checking emails sporadically can miss time-sensitive enquiries
• No context: Months later, you can't easily find "that enquiry from July about the two-bed"

Problem 2: Tenant Information Is Trapped in Emails

Rightmove enquiries include valuable qualification data:

• Move-in date
• Number of tenants
• Employment status
• Student/professional/DSS
• Smoker/non-smoker
• Pets

This information is stuck in email format. You can't search for "all enquiries with move-in dates in December" or "all professional tenants looking for two-beds." The data exists, but it's unusable.

Problem 3: Response Speed Matters

First responder advantage is real. Tenants enquire on multiple properties simultaneously. The agent who responds first (within 15-30 minutes) typically books the viewing. Agents who respond 2-3 hours later get "sorry, I've already booked viewings" replies.

If Rightmove enquiries only exist in your email inbox, you're at the mercy of when you check email. Miss a morning enquiry, lose the lead.

How LetAdmin Solves This: Automatic Enquiry Capture

We built a system that intercepts Rightmove enquiry emails, extracts all the important information, matches the enquiry to the correct property in your database, and displays it in an organized interface where you can respond immediately.

Here's what happens automatically:

Step 1: Rightmove Sends Enquiry Email

When a tenant enquires on your property through Rightmove, Rightmove sends the usual email notification—but instead of going only to your personal inbox, it also goes to a special LetAdmin email address.

Step 2: LetAdmin Processes the Email Instantly

Within seconds, LetAdmin:

1. Extracts the property reference from the email (property reference codes in Rightmove emails)
2. Matches the enquiry to the correct property in your database
3. Extracts all tenant information: name, phone, email, move-in date, tenant count, employment status, etc.
4. Creates a structured enquiry record with all this data organized and searchable

Step 3: You See the Enquiry Immediately

In LetAdmin, enquiries appear in real-time:

• Enquiries dashboard showing all recent enquiries across your portfolio
• Property-specific view showing all enquiries for a particular property
• Notification badge alerting you to unread enquiries
• Search and filter by move-in date, tenant type, property, etc.

Click an enquiry, see all the details, respond immediately—all without hunting through emails.

What Information Gets Captured Automatically

When LetAdmin processes a Rightmove enquiry email, it extracts:

Tenant Contact Details:

• Full name
• Email address
• Phone number

Tenancy Requirements:

• Preferred move-in date
• Number of tenants
• Employment status (professional, student, DSS, self-employed)
• Smoker/non-smoker
• Pets (yes/no, what type)

Property Match:

• Which property they enquired about (matched automatically by reference)
• Date/time of enquiry
• Rightmove listing URL

Tenant Message:

• Any additional message or questions the tenant included

All this information is structured, searchable, and immediately accessible—not buried in email format.

Real-World Example: Converting Enquiries Faster

Before automatic capture (typical letting agent workflow):

1. Tenant enquires on Rightmove at 10:42am
2. Email arrives in agent's inbox
3. Agent is on a viewing, doesn't check email until 12:30pm
4. Agent sees enquiry, copies tenant details into spreadsheet/CRM
5. Agent calls/emails tenant at 12:45pm
6. Tenant responds: "Thanks, but I've already booked 3 viewings with other agents"

Response time: 2 hours 3 minutes Result: Lost lead

With LetAdmin automatic capture:

1. Tenant enquires on Rightmove at 10:42am
2. Email processed by LetAdmin within seconds
3. Agent gets mobile notification: "New enquiry for Oak Street property"
4. Agent (still on viewing) opens LetAdmin on mobile
5. Sees tenant details, clicks "Call" button
6. Calls tenant at 10:47am, books viewing for tomorrow

Response time: 5 minutes Result: Viewing booked

The difference? 5-minute response vs 2-hour response. Automatic capture vs manual email checking.

How It Works: Email Forwarding + Smart Processing

The technical setup is simple on your end:

Setup (One-Time, 5 Minutes):

1. Add a forwarding rule in your email: Forward all emails from noreply@rightmove.co.uk to your unique LetAdmin enquiry address (e.g., enquiries-abc123@mail.letadmin.com)
2. LetAdmin handles the rest: Emails are processed automatically, enquiries appear in your dashboard

That's it. No complex integrations, no Rightmove API setup, no ongoing maintenance.

What Happens Behind the Scenes:

When LetAdmin receives a forwarded Rightmove enquiry email:

1. Validates the email (confirms it's a genuine Rightmove enquiry, not spam)
2. Parses the email content using intelligent text extraction (handles different Rightmove email formats)
3. Extracts property reference and matches to your property database
4. Parses tenant qualification data from structured and unstructured parts of the email
5. Creates enquiry record with all extracted information
6. Sends notification to alert you of the new enquiry

This all happens in 2-3 seconds, completely automatically.

Why This Matters for Small Agencies

If you're managing 50-150 properties as an owner-operator or small team, response speed is your competitive advantage over large corporates.

Big agencies have systems and staff, but they're often slow to respond. Small agencies can be nimble—IF you have the tools to respond quickly.

Automatic enquiry capture levels the playing field:

• No dedicated admin staff needed: Enquiries are organized automatically
• Respond from anywhere: Mobile notifications mean you can respond even when out of the office
• Never miss a lead: All enquiries are captured and tracked, nothing gets lost in email
• Better conversion rates: Faster response times = more viewings booked = more tenancies let

What We're Building Next

Rightmove enquiry capture is the foundation. Next steps:

Automated responses: Template responses sent automatically to acknowledge enquiries within 60 seconds ("Thanks for your enquiry, we'll call you shortly")

Lead scoring: Automatically prioritize high-quality leads (professionals, immediate move-in dates, no pets for no-pet properties)

Integration with viewings: One-click booking of viewings directly from enquiry records

Follow-up reminders: Automatic reminders if an enquiry hasn't been contacted within 2 hours

Analytics: Track conversion rates from enquiry → viewing → application → tenant

The goal: Never miss a potential tenant, convert more enquiries, let properties faster.

We'd Love to Hear from You

How do you currently manage Rightmove enquiries? Email inbox? Spreadsheet? Dedicated CRM?

How many enquiries do you estimate you miss or respond to too slowly? Be honest—most agents lose 20-30% of leads to slow response times.

What would make enquiry management easier for your agency? We're building this based on real agency needs.

Get in touch: paul@letadmin.com

LetAdmin is in active development, built by letting agents for letting agents. This Rightmove enquiry capture system is being used at Phillip James (370+ properties) and refined based on real-world usage. If you're interested in seeing how it works or want to join the priority list, we'd love to hear from you.