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Act 01Real estate

A lead follow-up sheet your team will actually fill

A follow-up sheet works when it has few columns and a next action on every row. Track the lead source, time to first call, the buyer's budget and timeline, the next step and its date. Follow a fixed seven-day schedule of calls and WhatsApp messages, and stop when the buyer says no.

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Where to look first

  1. Too many columns
  2. No next step
  3. One try and done
  4. Leads typed in late
  5. No reason for a lost lead

Act 02The pattern

Why follow-up sheets get abandoned

Most teams start a sheet with good intentions. These are the reasons it is empty by the third week.

  • Too many columns

    Twenty columns for every lead, filled in on a phone between site visits. Nobody keeps it up, so the sheet stops being the truth.

    FixEight columns. Anything else goes in one notes cell.

  • No next step

    The row says "called, interested" and nothing else. Nobody knows who calls next, or when.

    FixEvery row has a next action and a date. Sort by date every morning.

  • One try and done

    The buyer does not pick up an unknown number, and the lead is marked "not reachable" after a single call.

    FixA fixed schedule of tries at different times, with WhatsApp in between.

  • Leads typed in late

    Portal and ad leads are copied into the sheet at the end of the day, hours after the enquiry.

    FixLeads land in the sheet automatically from the lead emails and forms, with the time.

  • No reason for a lost lead

    "Not interested" covers everything from wrong budget to bought elsewhere. You never learn which listings bring browsers.

    FixA short list of loss reasons to pick from, the same for everyone.

Act 03Your numbers

What a second and third try are worth

Count, for one month, how many leads were never reached because the team stopped after one call.

Run your own numbers: Missed Enquiry Cost Calculator

An example

Leads a month
200
Not reached on the first call
80
Reached on a second or third try
1 in 2
Reached leads that book a visit
1 in 8

That is 40 more conversations and about 5 more site visits a month, from leads you already paid for, with no new spend on portals or ads.

These are example numbers, not figures from any broker. Your call log shows how many leads got only one try.

Act 04Seven-day schedule

The follow-up schedule

Write it once and follow it for every lead. Change the times to suit your buyers, not the number of tries.

  • Day 0: call within minutes of the enquiry. If there is no answer, send a WhatsApp at once: "Hi, this is [name] from [firm] about your enquiry on [project]. Is now a good time for a 2-minute call?"
  • Day 0 evening: a second call, at a different hour from the first
  • Day 1: a third call. If there is still no answer, a WhatsApp with two visit slots and the location pin
  • Day 3: a short WhatsApp with one new detail, such as the floor plan, price sheet or possession date
  • Day 7: a last message: "Should I close your enquiry, or would you like options in another budget or area?"
  • After any "no", stop, and pick the reason from the list: budget, location, already bought, just browsing, wrong number

The schedule at a glance

A short version of the plan above.

Act 05Your options

Where to keep the sheet

The columns matter more than the software. Pick by team size and how leads arrive.

OptionWhat it fixesWhere it falls short
Google SheetsFree, shared, works on every phone. Columns: date and time, source, name, mobile, budget, configuration, next action, next dateLeads are typed in by hand unless something fills the rows for you
Excel on one computerFamiliar, and fine for one personOne copy. The field team cannot see or update it from a site visit
A real estate CRMPortal leads come in on their own, with reminders and assignmentA monthly fee per user, and reminders still wait for someone to make the call
WhatsApp labelsQuick to tag chats as new, follow up, visit bookedNo dates, no reasons, and nothing to sort by next action
An AI telecaller writing to your sheetMakes the first call and the tries on the schedule, then writes the outcome and next step into your sheet or CRMDoes not negotiate or close. ₹50,000 setup, then ₹22,500 a month

Act 06Sample call

Hear it on the phone

A staged call with synthetic voices and an invented business, run by the same rules a real one is.

Sample callOutboundEnglish

Calls a new lead back in minutes

Real estate · Greenfield Homes (invented)

Ten minutes after a web enquiry, the sales executive calls back, qualifies budget and timing, books a site visit and leaves discounts to the sales manager.

AI demo call

What it did

  • Called back 10 minutes after the web form
  • Qualified: to live in, moving in 4 months, budget about ₹1 crore
  • Lead marked Hot in the CRM
  • Discount request passed to the sales manager
  • Site visit booked: Saturday 11:00 am
  • Location pin and brochure sent on WhatsApp

Voice: ElevenLabs, Matilda. Scripted and synthetic: not a recording, not a real customer.

Transcript AI demo call
  1. Hi, this is the virtual assistant from Greenfield Homes. You asked about our two-bedroom apartments in Whitefield about ten minutes ago. This call is recorded. Is now a good time?
  2. Yes, go ahead. I mainly wanted to know the price range.
  3. Two-bedroom homes at Greenfield Whitefield start at ninety-two lakh rupees, and the final price depends on the floor and facing. Is this for you to live in, or as an investment?
  4. To live in. We’re moving from Pune in about four months.
  5. That works well. Our second tower is ready to move into by February. Roughly what budget are you comfortable with?
  6. Around one crore, including registration.
  7. Thank you. A mid-floor, east-facing home would fit that well. Would you like to see the site this weekend? I can do Saturday at eleven, or Sunday at four.
  8. Saturday at eleven. Can you give me a better price if I book on the visit?
  9. I can’t promise a discount myself, but I’ll pass that to our sales manager, Priya. She’ll be at the site on Saturday and can walk you through any current offers.
  10. Okay, fine.
  11. Great. You’re booked for Saturday at eleven. I’m sending the location pin and a floor-plan brochure on WhatsApp now. Have a good day!

Act 07Questions

Asked often

Straight answers. If yours is not here, ask it on a call.

What columns should a lead follow-up sheet have?

Eight is enough: date and time of the enquiry, source, name, mobile, budget, configuration and area, next action, and next action date. Add a status and a loss reason as drop-downs, and keep anything else in one notes column.

How many times should I follow up a property lead?

Three calls at different times over the first two days, then two short WhatsApp messages by day seven. Stop as soon as the buyer says no, and record why.

What should I say on the first call?

Your name, your firm, the project they asked about, and one question: "Is now a good time for two minutes?" Then ask budget, configuration, area and when they want to move. In Hinglish: "Aapne [project] ke baare mein poocha tha, kya abhi do minute baat ho sakti hai?"

Can leads go into the sheet automatically?

Yes. Portal lead emails, Meta lead ads and website forms can be parsed into a Google Sheet with the time of each enquiry. We set this up as part of the AI telecaller, or you can use an automation tool yourself.

What does the AI telecaller cost?

₹50,000 to set up, then ₹22,500 a month. If you only need incoming calls answered, the AI Receptionist is ₹10,000 a month after a ₹30,000 setup, with 1,000 minutes, then ₹9 a minute.

20 minutes

Every lead gets its next step

Share how your team tracks leads today. Abhishek shows you on a 20-minute call how the first call, the tries and the sheet would run on their own.

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