How Can I Improve My Follow-Up Process with Sellers?

Lead Follow-Up Best Practices

Effective follow-up is crucial for maximizing your return on investment and increasing your chances of connecting with motivated sellers. Below are key recommendations to help improve your lead response rates:

Is the Number on My Lead the Seller’s Direct Contact?

Yes. The phone number delivered with your lead is the seller’s direct contact number.

1. Verify Your Business Phone Numbers

• Phone carriers now require business line verification to improve call and text deliverability.
• If you haven’t registered your business lines with your provider, do so ASAP to avoid your calls or texts being flagged as spam.
• Regularly check with your phone provider to ensure your numbers are verified and remain in good standing.
• Register your 10DLC phone numbers to make sure your text messages are being delivered.

2. Check If Your Calls Are Being Marked as Spam

• If sellers aren’t answering, your number might be flagged by carriers.
• Test by calling friends or family on various networks (AT&T, Verizon, T-Mobile).
• If marked as spam, contact your provider to resolve the issue promptly.
• Register your phone numbers with call registries, such as the Free Caller Registry, so your calls don’t show up as “Spam Likely.”

3. Implement a Strong Drip Follow-Up Strategy

A good follow-up system should include:

• ✅ Live manual dials
• ✅ Automated text messages
• ✅ Email sequences

Why automation matters:

• Ensures consistent timing and messaging
• Increases the likelihood of getting responses
• Helps you reach more sellers without manual oversight

How often to reach out:

• Triple dial sellers.
• Contact the seller at least 18 times within the first 7 days by phone, text, and email.
• Reach out at different times each day.

Pro Tip: Evaluate your follow-up sequence quarterly to identify the top-performing messages and move them earlier in the flow.

How Should I Follow Up with Overnight Leads?

Sellers submit forms around the clock, so overnight leads need a plan that doesn’t depend on you being awake. Three options that work well:

• Automated follow-up drip. Set up text and email to go out right away, so the seller hears from you within minutes of submitting.
• A virtual assistant (VA) in the Philippines. When it’s night here, it’s daytime there, so a VA can call overnight leads and set an appointment for you.
• A call center. A call center can take your night calls and set appointments for you.

4. Never Stop Following Up on No-Reply Leads

• Even if a refund is approved, continue outreach unless the seller explicitly asks you to stop.
• Many leads convert weeks or even months later, so consistency and persistence are essential.
• Set up automated follow-ups that keep contacting the lead for years, unless they specifically ask you to stop.

Can First Contact Happen After Day One?

Yes. First contact can happen on days 2–7, and sometimes on days 8–14. The chance of reaching a seller generally decreases over time, so later contact is possible but not guaranteed.

5. Be Open to Feedback & Optimize Your Process

• Schedule a call with your Property Leads account manager for tailored follow-up tips.
• Learn from best practices used by other successful investors.
• Stay adaptable and improve continuously based on feedback and results.

❗ Why This Matters for Refund Requests

We aim to approve valid refund requests. However, if a seller responds positively at any point, it becomes difficult to justify a refund.

Strengthening your follow-up strategy will not only reduce refund disputes but also improve your close rate and ROI.

Want a Visual Walkthrough?

Watch our step-by-step video tutorial: Watch Here