Phone and follow-up tips for real estate teams

Property enquiries go cold fast. A buyer who submitted a form at lunchtime may have called two other agents by the afternoon. The team that responds first and follows up best usually wins.

Respond quickly

Aim to call new enquiries as soon as they arrive. Even a short first call to say you have seen the enquiry makes a strong impression.

Use a local number

People are more likely to answer a number from their own area. A local number on your listings and in your calls builds trust. See what is available on our numbers pages.

A weekly rhythm

1. Call new leads the same day.
2. Set a follow-up date for every conversation.
3. Send viewing reminders the day before.
4. Call recent viewers for feedback within a day.
5. Review stalled leads every Friday.

Keep a record

Note budgets, preferred areas, timelines and promises. A short note means any agent can pick up the conversation if a colleague is away.

Tools that help

A browser phone with a built-in CRM keeps calls, notes and reminders in one place. See how this works for real estate teams, and read our follow-up system.

What to say on a first call

Thank them for the enquiry, confirm the property or area they asked about, and ask two questions: what they are looking for and when they hope to move. Then offer a clear next step, such as a viewing or a shortlist by email. Keep the call friendly and brief.

Mistakes to avoid

• Leaving enquiries until the end of the day.
• Not recording what the buyer said they wanted.
• Letting viewing feedback calls slip.
• Using one shared number so nobody knows who spoke to whom.