Office Management · Workflow prompt builder

AI Policy Template for NZ Real Estate Offices

Answer a few workflow questions, copy the complete AI prompt, paste it into ChatGPT or your preferred AI tool, then review the result before using it.

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Guided prompt builder

Build one complete AI prompt

This page does not generate the final client-facing draft. It creates a complete prompt you can paste into ChatGPT, then review and edit there.

No AI API call

Step 1

Question 1 of 5

What do you need? *

Choose the policy output before adding office rules.

Add more details

Review before use

Verify all property facts before use.

Review the AI result before sending or publishing.

Not legal, valuation, tenancy, council, building, tax, insurance, or REA decision-making guidance.

Do not hide material facts or mislead buyers or vendors.

Supporting workflow guidance

Review notes and examples

The builder above creates the complete AI prompt. Open the sections below only when you need examples, review checks, or safer wording notes.

How this workflow works

Target user

  • Real estate office owners
  • Branch managers
  • Operations managers
  • Compliance managers

Problem solved

Real estate teams may already use AI for drafts, summaries, and marketing support without shared rules. This tool helps office leaders document acceptable use, review steps, privacy boundaries, and brand voice expectations for internal discussion.

Practical use case

Preparing a first draft of an internal AI usage policy for office leadership, staff onboarding, or compliance review.

  1. 1.Choose the policy output needed before adding office details.
  2. 2.Separate approved drafting use cases from restricted or approval-only uses.
  3. 3.Build the complete prompt with review and privacy rules included.
  4. 4.Have leadership and appropriate advisers review the AI result before adoption.
Example input

Use this as a guide to the type of verified information to gather before building the workflow prompt.

  • Policy type: full office policy
  • Office/team type: sales team with administration support
  • Allowed AI use cases: first drafts, social captions, internal summaries
  • Restricted AI use cases: legal advice, property value advice, confidential data entry
  • Confidential information rules: do not enter client information without authority and safeguards
  • Review process: responsible person reviews public or client-facing output
Review checklist

Workflow-specific reminders

  • •Not legal advice.
  • •Must be reviewed by office leadership and legal or compliance advisers where required.
  • •Do not input confidential client information into third-party AI tools without proper authority and safeguards.
  • •Agents remain responsible for final outputs.
  • •Do not use AI to hide material facts or create unsupported claims.
Safer wording notes
Name the responsible reviewer for public, client-facing, and property-specific output.
Create a restricted-use list for legal, valuation, confidential, and unsupported claims.
Add brand voice examples and banned wording rules for staff training.
Sample output structure

Policy scope

This policy applies to staff using AI tools for drafting, summarising, planning, or communication support within the office.

Human review process

All public, client-facing, or property-specific AI-assisted outputs must be reviewed by the responsible person before use.

What this workflow does not do
  • •It does not create a legally reviewed office policy.
  • •It does not replace privacy, employment, legal, or compliance advice.
  • •It should not authorise staff to enter confidential information into third-party AI tools without safeguards.
  • This tool creates a policy draft for internal review only.
  • The policy should be reviewed by office leadership and appropriate advisers before adoption.
  • Privacy, employment, agency, and legal requirements may need professional review.
FAQ
Is this policy ready to adopt immediately?

No. It is a draft for office discussion and should be reviewed by leadership and appropriate advisers before use.

Should confidential client details be entered into AI tools?

Staff should not enter confidential client information into third-party AI tools unless the office has proper authority, security, privacy safeguards, and terms in place.

Can an office use this to set brand voice rules?

Yes. The draft can include tone, style, banned wording, and review expectations, but final rules should match the office's own processes.

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