Honing Your AI Voice: What Letting Agents Must Know to Stay Ahead

AI isn’t on the horizon—it’s already transforming UK lettings operations. The question isn’t if you’ll adopt it, but how well. In our latest episode of Viking Chats, our co-founder Kristjan Byfield sat down with estate agency consultant and AI advocate Toby Martin to unpack how AI is reshaping the future of lettings—and how smart agencies are responding now.

This isn’t just a conversation. It’s a strategic wake-up call for letting agents, property managers, and directors who want to compete, evolve, and thrive.

The AI Inflection Point: Act Now or Fall Behind

“This is our generation’s industrial revolution.” – Kristjan Byfield

We’re standing at a pivotal moment in property management. Over the next 3–5 years, AI will redefine everything from operational workflows to client experience. The early adopters won’t just survive—they’ll set the benchmark for everyone else.

The danger? Misusing AI, or worse—ignoring it completely.

Two Critical Tracks: Platform-Level vs. Agent-Led AI

Toby Martin clearly broke down the two lanes in which AI is currently transforming our sector:

1. AI built into platforms (like The Depositary)
   – Seamless automation of time-intensive, low-value tasks
   – Tools designed to elevate compliance, transparency, and turnaround times
   – No heavy lifting from your team—just smarter systems doing more for you

2. Agent-led AI adoption
   – Tools like ChatGPT and Gemini for content creation, comms, and marketing
   – Streamlining blog creation, social assets, email updates, and video scripts
   – Turning everyday case studies into high-performing digital assets

And here’s the opportunity: the agencies doing both will win.

Why You Need to Hone Your AI Voice

AI can power automation—but only if it reflects your agency’s brand and values.

“In a crowded marketplace, blending in is a failure.” – Toby Martin

Most agents use AI for surface-level gains: a quick blog, a templated email. But without careful prompting, training and tone-of-voice embedding, the result is generic, soulless content that won’t convert or connect.

At The Depositary, we believe your AI voice should amplify your culture, not erase it. That’s why we’re embedding AI tools that work hand-in-hand with your existing processes—but always with customisation, transparency and user control at their core.

How We Use AI at The Depositary—and Why It Matters to You

We’re not just talking about AI. We’re building with it.

Here’s how The Depositary is leveraging AI to transform tenancy conclusion:

• Automated negotiation logic that learns from 60,000+ tenancies & research into effective negotiation tactics

• Smart proposal logic tools that help users prepare and present proposals more easily and faster, driving better outcomes

• Predictive process intelligence to flag bottlenecks before they become delays

• AI data insights and actions actionable insights and reports that help you drive your team & business forward

These features have been in R&D for months and will start being released from June onwards

What will these tools deliver?

Average deposit return time of just 10 days or less
Greater compliance, higher claim % achieved, dispute resolution improved & tenancy deposit scheme protocols adhered to
Less staff burnout, less back-and-forth, fewer complaints, happier tenants AND landlords

Action Points: How to Start Building Your AI Strategy Now

If you're a business owner, MD or operations lead, here’s how to begin the AI journey strategically:

1. Audit your current pain points
   – Where is time being wasted? What causes the most friction?
   – Start with tenancy conclusion—it’s often the most neglected and riskiest area.

2. Engage your suppliers
   – Ask: “How are you leveraging AI in your platform?”
   – Push for innovation, not just integration.

3. Explore safe, fast wins
   – Use ChatGPT to repurpose existing case studies or marketing wins
   – Build AI workflows for FAQs, landlord packs, or internal training guides

4. Don’t go it alone
   – Tools like The Depositary are designed to carry the AI load so you don’t have to.

The Agencies That Win Tomorrow Are Adopting AI Today

The best-performing agents in 2025 will be those who stop treating AI as a buzzword and start using it as a strategic lever for growth, differentiation and customer experience.

At The Depositary, we don’t just give you tools. We give you:

• Proven ROI on operational efficiency

• A strategic advantage in the race for landlords

• A frictionless experience for tenants, landlords, and staff

Ready to Future-Proof Your Tenancy Process?

Book a call with us to discover how our AI-enhanced platform can streamline your operations, delight your clients, and protect your margins.

Request a demo now and start building the agency of tomorrow - today.