Referral Tracking Checklist for Real Estate

1. REFERRAL TRACKING
CHECKLIST FOR REAL
ESTATE

2. Intake Data
Referral source (e.g., past client,
broker, website, open house)
Date of referral receipt
Contact details of the referral (Name,
Phone, Email, Address)
Referral Information
Property type of interest (e.g.,
residential, commercial, rental)
Specific requirements (e.g., number
of bedrooms, location, amenities)
Estimated budget or price range
Initial Contact
Date of first contact with the referral
Mode of communication (call, email,
in-person)
Response status (interested, not
interested, no response)
Follow-ups
Track the number of follow-ups
Note the outcome of each follow-up
Documentation
Store property listings shared or
discussed
Record any special agreements or
discussions
Engagement Details
Properties are shown to the referral
Date of property visits
Feedback after property visits
.
Referral Tracking Checklist for Real Estate
Page 1
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3. Outcome Monitoring
Track if the referral purchased,
rented, or passed on properties
shown
Note if the referral referred someone
else in turn
Referral Source Acknowledgment
Send a thank you note or email to
the source
Offer referral incentives or rewards, if
applicable
Referral Analytics
Calculate the conversion rate of
referrals
Identify top-performing referral
sources
Determine patterns in successful
real estate referrals
Offer and Negotiation
Date of any recommendations made
by the referral
Negotiation details and counter-
offers
Final agreed-upon price
Transaction Closure
Date of contract signing or property
sale
Value of the transaction
Commission details
Feedback Collection
Date feedback was collected post-
transaction
Insights from the feedback
Areas for improvement identified
Referral Tracking Checklist for Real Estate
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4. Networking & Relationship
Building
Attend real estate events, seminars,
or webinars
Engage in local community
discussions
Training & Education
Ensure team members are trained
in managing real estate referrals
Offer materials on market trends
and selling points
Referral Program Evaluation
Assess the benefits of a structured
referral program
Adjust the incentives offered based
on market feedback
Referral Tracking Checklist for Real Estate
Database Update
Update CRM with the referral's latest
status and transaction details
Set reminders for future follow-ups
or engagement anniversaries
Ongoing Communication
Provide updates on market trends
and property values
Engage in periodic check-ins
Review & Optimize
Review the effectiveness of the real
estate referral process periodically
Refine your approach based on
feedback and data
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5. Referral Marketing
Promote the referral program on
real estate platforms
Share success stories/testimonials of
past referrals
Yearly Review
Analyze real estate referral data at
year-end
Set strategies for enhancing referral
outcomes for the next year
Referral Tracking Checklist for Real Estate
Grievance Redressal
Address concerns raised by referrals
promptly
Document and learn from any
challenges faced
Feedback Integration
Use feedback to improve property
presentations and visits
Share improvements made with the
original referral source
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Thank you!
Thank You for Choosing the "Agent's Marketing Checklist" by
The Distinctive Agent!
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Best wishes for your endeavors,
Cultivating Success in Real Estate
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