6 Lists Every Realtor Needs to Keep

28 January 2016
 Categories: Real Estate, Articles


Lists are powerful tools when they are used properly. You can create lists to help you keep in contact with past clients, stay on top of your career goals, and grow your real estate business. Lists impart control, imply organization, and enable understanding. If you use and work these six lists correctly, you'll close deals and become a real estate success story. Keep reading to learn more.

1. List of Past Sales

Keep a list of both buyers and sellers who you've worked with in the past on a computer spreadsheet. Give the buyers who bought your listings a special designation, like a star or a specific color. This list should include the full name, address, phone number, birthday, and any other pertinent information you'd like to keep track of. Use this list to send real estate purchase or sale anniversary cards to your former clients each year as an easy way to touch base with them.

If you're a new realtor, your list of past clients will grow over time. It's imperative that you keep in touch with them so they won't forget you the next time they are ready to buy or sell a piece of property. Your past customers will also be more likely to remember and recommend you to other potential clients if you stay in contact with them.

2.  Receipts

This is especially important if you are in charge of the real estate business's taxes. Instead of shoving all your receipts in an envelope or box, create a spreadsheet to document the important information. Better yet, purchase a small desktop scanner and scan images of every receipt and save them on your computer for quick and easy reference. You can then link each line of receipt information on your list to an actual image of the receipt. If you find you need a little help with your record keeping, consider outsourcing the service to a local specialist, such as Rest Easy Property Management.

3. Goals

Like many other successful business people, a realtor with a set of goals is typically more successful than one without this type of list. A list of goals will help motivate and push you to success. This list should include a target number of listings and buyers and a gross commission target figure. After you write out your goals, provide details on how you plan to achieve these goals. This will be your road map for the rest of the year or until all the goals have been met and you need to make a new list.

4. Editorial List

Successful real estate businesses typically have a website and social media presence. In order for these sites to do their job and grow your business, you need to be active on them an keep them current. This is where an editorial list is essential. This list should include topics to write about on your blog or website, the date you posted these articles to your site, the date you posted a link to these articles on Facebook or other social media sites, and any other information you may want to keep track of, like article page views or number of comments. To help you organize this list, you can divide the list up by season, neighborhood, or website (if you have multiple sites). 

5. Personal Contact List

Use customer relationship management (CRM) software to keep a contact list of people in your sphere of influence. These people include your family, friends, past colleges, and other people you know outside of the real estate industry. You also want to include other realtors, lawyers, contractors, accountants, mortgage company contacts, bank contacts, referral agents, and potential customers on your list.

To further define your list, label the entries with an A, B, or C. A leads are people who are expecting to buy or sell in the next ninety days. People labeled with a B are those who are going to buy or sell in the next six months. C leads include open house contacts, website leads, and people who are thinking about buying or selling real estate.

6. Marketing List

The final list in this series is a marketing list. This list should include when and where to send "just listed" cards, when and where to send "just sold" cards, and when you plan to mail to your "farm". Your real estate farm is the specific area or market demographic where you have or are developing your business. Farming often involves knocking on doors, sending out postcards, and mailing newsletters. The key is to keep in regular contact with the people in this area, so you leave such an impact that they always come to you for all their real estate purchase and sales needs.

With these six lists, you will be very organized and success will be at your fingertips. Even the most successful agents will find value in keeping these lists.