How to get more listings: 7 prospecting tips for estate agents

Listings are the lifeblood of any real estate agency. Yet, securing quality listings requires more than just luck. Agencies that tap into the power of their existing database, nurture long-term client relationships, and leverage data-driven insights are the ones who rise above the competition. This guide brings together the key strategies to help you get more listings and grow your real estate business.

1. Unearth the goldmine in your database

Your CRM isn’t just a list of names — it’s a goldmine of opportunities waiting to be uncovered. If you dig a little deeper, you’ll find prospects who are ready to take action. Too often, agents get caught up chasing new leads and forget about the potential sitting right under their noses. Past clients, old inquiries, and even those so-called “cold” leads could be your next big listing. Don’t let them slip away.

Here’s how to use your database to its full potential:

• Segment your audience: Don’t treat everyone the same. Use custom tags and fields like “old appraisals” or “past buyers” to group contacts into specific categories. This way, you can tailor your messaging to suit their needs and boost your chances of engagement.
• Automate re-engagement campaigns: Use automation within your real estate CRM to send personalised emails, SMS, or even direct mail to these prospects. It’s an easy way to reignite interest and keep your brand top of mind — even when you’re busy with other tasks.
• Follow up with forgotten contacts: Just because someone wasn’t ready to sell six months ago doesn’t mean they aren’t now. Life changes. Revisit old appraisals and cold leads — you might be surprised how many people are suddenly open to a conversation.
• Turn sales leads into rental clients — and vice versa: If an investor inquires about a property but doesn’t buy, it’s a chance to offer property management services. Likewise, a landlord might be looking to expand their portfolio. Stay connected, spot these signs, and you can turn landlords into buyers and prospects into clients.

2. Convert leads into clients for life

Your ability to convert a lead into a client can determine your long-term success. Real estate is a relationship-driven business, and customer loyalty doesn’t happen by accident.

Here’s how to convert and retain clients:

• Document key details from conversations: Every of your interactions with clients reveals clues about their future needs. Record their preferences, property wish lists, and any personal details they’ve shared (like family milestones) for future references.
• Personalise every message: Forget cookie-cutter emails. Tailor your messages to suit each client’s preferences. If you know a buyer is looking for sleek, modern homes, don’t send them rustic cottages. Show them properties that match their profile, and they’ll feel seen and understood.
• Anticipate their needs: Be proactive. If you know a client is eyeing a specific type of property, send them relevant options before they ask. Look for life events — like a new baby or retirement — that might trigger a change in their needs and use that as a reason to reach out.
• Add value beyond the sale: Just because the deal is done doesn’t mean the relationship is, too. Stay in touch with helpful tips — like local recommendations, property maintenance advice, or reminders about refinancing. It’s a simple way to stay on their radar and keep the referral pipeline flowing.

3. Use data to drive actions

Data-driven decision-making isn’t just a buzzword; it’s how top agents stay ahead of the market. Your database holds valuable insights to help you spot growth opportunities and identify potential listings. Use it to your advantage.

Here’s how to use data for better real estate prospecting:

• Analyse buyer demand: Use buyer inquiry data from your CRM to identify which neighbourhoods, property types, and price ranges are most in demand. Target homeowners in these high-demand areas with marketing campaigns that highlight the active buyer interest in their suburbs.
• Spot patterns in seller behaviour: Take a look at historical vendor data. Are there signs that suggest a homeowner might be getting ready to sell? It could be how long they’ve lived in their home, changes in their mortgage, or major life events. By spotting these signals early, you can reach out before they start looking for an agent.
• Tap into market data: Use other data sources such as property portals to track the number of homes on the market and how long they stay listed. A spike in the number of listings may be a signal that more homeowners are looking to sell in that particular area.
• Track and monitor agent efforts: Who are your top-performing agents? See if there are any of their tactics you can replicate. It’s also worth tracking task completion rates to spot any productivity gaps. If follow-ups are being missed, it may be time to set up automated reminders so no leads slip through the cracks.

4. Create a follow-up system

Your best chance of converting a lead into a listing is consistency. Leads rarely convert on the first touchpoint, so consistent, relevant follow-ups are essential.

Here’s how to improve your follow-ups:

• Automate your workflows: No one likes to be forgotten — and that includes your leads and past clients. Set up automatic workflows using your CRM to stay top of mind. Think follow-up reminders, SMS messages, and email check-ins that go out like clockwork.
• Stay up-to-date with milestones: Life changes (like job moves, growing families, or kids leaving home) often lead to selling decisions. Automated milestone reminders make it easy to check in at just the right time. Send a quick anniversary email to past clients — you never know where the conversation might lead.
• Keep it personal: People are more likely to respond to agents they know and trust. Call your past clients just to check in. No hard sell needed — just a simple “How’s your home working out for you?” can spark an opportunity.
• Watch for engagement signals: Noticing someone opening your emails more than usual? Clicking on a few property listings? That’s your cue to reach out. Use engagement signals like these to trigger follow-ups. Catch prospects right when they’re thinking about making a move.

5. Use marketing to create demand

No matter how well you manage your database, you still need to generate fresh demand. Digital marketing is a crucial tool for brand visibility and inbound inquiries.

Here’s how to boost your digital presence:

• Target your ideal seller with ads: Use platforms like Facebook and Google to run hyper-targeted campaigns aimed at homeowners likely to sell. Set up campaigns targeting homeowners in “ownership hotspots” where homes have been held for 10+ years. Build your strategy from scratch or take advantage of this ready-made campaign plan to attract sellers.
• Build a personal brand: If you want people to see you as the go-to agent in your area, you’ll need to position yourself as an expert. The best way to do that? Share helpful, localised content. Think market reports, property guides, blog posts, and short social media videos. By providing useful info, you’ll attract sellers who are looking for someone whose expertise and knowledge they can count on.
• Use client reviews & testimonials: Nothing builds trust like real stories from happy clients. Share testimonials from past sellers who’ve had a great experience with you. For sellers who are still “on the fence”, a glowing review could be the nudge they need to pick up the phone and call you.
• Offer free resources: Give a little to get a lot. Offer something valuable in exchange for contact details. This could be a free home valuation report, a market report or an ebook with selling tips. Once you have their info, you can nurture those leads and turn them into clients.

6. Turn your clients into brand advocates

The most profitable leads aren’t “leads” at all — they’re referrals. Agents with strong referral networks get more listings, more often.

Here’s how to turn clients into advocates:

• Ask for referrals (at the right time): Timing is everything. Right after a successful sale or purchase — when emotions are high and your client is feeling great — is the perfect moment to ask for referrals. They’ve just had a win, so they’re more likely to share your name with friends and family.
• Create a referral program: Want to give clients an extra reason to refer you? Offer a small incentive, like a gift card, for every referral that turns into a listing. It’s a win-win — they get a perk, and you get new business.
• Stay in touch after the sale: Many agents disappear after the deal is done. Don’t be one of them. Stand out by keeping the relationship alive. Share helpful tips for homeownership, seasonal updates, or market insights. It shows they mean more to you than just a sale and keeps you top of mind next time they need an agent.

7. Let your tech do the heavy lifting

Manually managing leads, data, and follow-ups is a recipe for burnout. This is where a real estate CRM system becomes indispensable. A CRM is not just a contact list or email tool. It’s a centralised command centre that tracks activities, surfaces opportunities, and automates processes to enable you to focus on what you do best.

Here’s why a CRM is essential to get more listings and how it can cover all of the above tips:

• Unearth hidden opportunities in your database: Without a CRM, you have to manually review old spreadsheets or email contacts, hoping to find the right prospect. With a CRM, potential listings are automatically flagged by machine learning, or instantly surfaced through AI-powered filters.
• Automate follow-ups: Follow-ups are essential, but let’s be honest — they’re also a pain to manage. Miss one, and you could lose a big opportunity. Real estate CRMs like Rex handle this for you, automating follow-ups so no one slips through the cracks. Bonus: No more awkward moments where two agents accidentally follow up with the same person.
• Centralise client information: Every conversation (call, email, or SMS) is logged in one place. No more searching for past messages. If a client previously expressed interest in certain homes, a smart CRM can automatically match relevant listings to their preferences.
• Personalise communications: Clients expect agents to remember everything about them. Without a CRM, you risk forgetting key details, which can weaken trust. With a CRM, your communications are personalised, timely, and relevant.
• Save time and work smarter: Without a CRM, you rely on fragmented systems — notebooks, spreadsheets, and multiple apps — leading to missed opportunities and lost time. A CRM creates one source of truth for all client interactions, saving time and ensuring no lead is overlooked.
• Improve marketing: Without a CRM, your marketing can feel a little random. But with one, you can target the right people with the right message at the right time. The insights from your CRM also help you run smarter campaigns, so your marketing is more focused and effective.

A real estate CRM isn’t just “nice to have” — it’s a necessary tool for growing your agency and getting more listings. Instead of guessing, you’ll know who to call, when to call, and what to say.

Next step: If you don’t have a CRM or feel like your current system isn’t doing enough, consider a platform like Rex. It offers all the tools you need to find listings, automate follow-ups, and grow your market share.

Small changes, big results

Getting more listings doesn’t require flashy gimmicks. It’s about mastering the basics: leveraging your tech to use your data the way it’s meant to be used. If you implement even a few of these tips, you’ll see an increase in appraisals, seller inquiries, and, ultimately, listings. By adopting these best practices, your agency will be better positioned to capture more market share and achieve sustainable growth.

Ready to unlock the potential in your database? Talk to us today!