# 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. - Page: https://www.brandbakery.tech/industries/real-estate/follow-up-sheet-and-scripts - Last updated: 2026-10-21 Breadcrumb: [Home](https://www.brandbakery.tech/) > [Industries](https://www.brandbakery.tech/industries) > [Real estate](https://www.brandbakery.tech/industries/real-estate) > Follow-up sheet and call scripts ## 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. Fix: Eight 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. Fix: Every 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. Fix: A 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. Fix: Leads 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. Fix: A short list of loss reasons to pick from, the same for everyone. ## 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. - **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. ## 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 ## Where to keep the sheet The columns matter more than the software. Pick by team size and how leads arrive. - **Google Sheets.** Fixes: Free, shared, works on every phone. Columns: date and time, source, name, mobile, budget, configuration, next action, next date. Falls short: Leads are typed in by hand unless something fills the rows for you. - **Excel on one computer.** Fixes: Familiar, and fine for one person. Falls short: One copy. The field team cannot see or update it from a site visit. - **A real estate CRM.** Fixes: Portal leads come in on their own, with reminders and assignment. Falls short: A monthly fee per user, and reminders still wait for someone to make the call. - **WhatsApp labels.** Fixes: Quick to tag chats as new, follow up, visit booked. Falls short: No dates, no reasons, and nothing to sort by next action. - **An AI telecaller writing to your sheet.** Fixes: Makes the first call and the tries on the schedule, then writes the outcome and next step into your sheet or CRM. Falls short: Does not negotiate or close. ₹50,000 setup, then ₹22,500 a month. ## Questions ### 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. ## Start 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. Request a callback at https://www.brandbakery.tech/contact?service=ai-employees. --- Brand Bakery is a design-first digital studio in New Delhi. Start an enquiry at https://www.brandbakery.tech/contact or email support@brandbakery.tech. This is the Markdown copy of https://www.brandbakery.tech/industries/real-estate/follow-up-sheet-and-scripts; the site index for language models is https://www.brandbakery.tech/llms.txt.