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Tenant Referencing Pack Assembly

Example prompt: "When I add a new applicant to our 'Applications' Google Sheet, send reference-request emails in parallel to the employer, previous landlord, and credit-check provider. As responses come back, assemble them into a landlord-facing summary in Google Docs and flag any incomplete or contested references in #referencing on Slack."

The Problem

Referencing a prospective tenant is three small jobs that nobody owns end-to-end. The employer has to confirm the role and the salary band, the previous landlord has to confirm the rent record, and the credit-check supplier has to come back with a clean pass before the office can write the offer. Each branch sits with somebody who has no reason to prioritise it, so an application kicked off on Monday is still waiting for a previous-landlord reply on Friday and the keen applicant is asking the office twice a day why we have not confirmed the tenancy yet. The pack the landlord eventually sees is whatever the property manager has time to assemble out of three inboxes, and the recommendation at the bottom is sometimes written under time pressure on a Friday afternoon.

How GloriaMundo Solves It

We build a workflow that kicks off the three reference branches in parallel the moment an application moves to "Referencing — kick off". The employer and previous-landlord branches draft polite reference-request emails for the manager to review and send, with a sensible salary-band ask (within £5k rather than the exact figure) to keep the employer comfortable answering. The credit-check branch is non-email because each supplier has its own portal that the office logs into manually — the workflow drafts a reminder to the manager to place the order and a tracker row once the order is in, but does not try to access the supplier's portal. A daily 9am pass chases the unreturned branches with a 3-working-day spacing and caps at 3 chases before flagging the unreachable contact to the manager for a phone call. When all branches have returned, an LLM step assembles the one-page referencing pack with a plain-language recommendation drawn from the actual references, drafted to the landlord with a clear three-option closing. A conditional step routes any "Decline" or "Defer" recommendation through the #referencing Slack channel so the manager re-reads the pack before it goes out.

Example Workflow Steps

  1. Trigger (integration): An Applications row's status moves to 'Referencing — kick off'.
  2. Step 1 (code): Dedupe on application_id against the Referencing Log; allocate a referencing_id only for new cases.
  3. Step 2 (integration): EMPLOYMENT branch — draft a reference-request Gmail to the employer contact (status, role, start date, salary band).
  4. Step 3 (integration): PREVIOUS-LANDLORD branch — draft a reference-request Gmail to the previous landlord (tenancy dates, rent record, condition, would-let-again).
  5. Step 4 (conditional): CREDIT-CHECK branch — if provider is set but reference is NULL, draft a manager reminder to place the order; if reference is set, append a Credit Check Tracker row.
  6. Step 5 (integration): Daily 9am pass — draft a polite chase for any branch unreturned after 3 working days, deduped on (application_id, branch, chase_count), capped at 3 chases per branch.
  7. Step 6 (llm): When all branches have returned, draft the one-page Tenant Referencing Pack as a Drive doc — recommendation drawn from the actual references.
  8. Step 7 (integration): Draft the landlord-facing Gmail with a three-option closing (Accept / Accept with conditions / Decline).
  9. Step 8 (conditional): If the recommendation is 'Decline' or 'Defer to landlord', post a Slack message in #referencing tagging the manager.

Integrations Used

  • Gmail — drafts the three reference-request emails, all chases, and the landlord-facing pack email
  • Google Sheets — Applications, Referencing Log, Credit Check Tracker, Landlords, UK Bank Holidays
  • Google Drive — the per-application '/Lettings/Referencing/' folder holding the assembled pack
  • Slack — the #referencing channel for Decline / Defer escalations

Who This Is For

Letting agents and managing agents handling residential tenancy applications where the agent is the named referencing party and the landlord is making the final accept/decline decision on the agent's recommendation.

Time & Cost Saved

A typical referencing case takes a property manager forty-five to seventy-five minutes of co-ordination across a week — the initial outreach, the chases, the assembly into a landlord pack, the recommendation. Across thirty referencing cases a month that is half a working week reclaimed, and the bigger win is the application time-to-decision dropping from "whenever the manager has time on Friday" to "as soon as the third branch returns" — an applicant accepted on Wednesday rather than the next Monday is an applicant who has not had time to find a second property and pull their offer.