Maximizing lead conversion
      Back to home
      1. Agent help centre
      2. Maximizing lead conversion

      Houseful follow-up checklist

      Step by step process during and after first client contact

      Step 1: Start with the referral preview

      If you think you are a good fit for the lead, then promptly claim it. After, you will be added to the queue. If you win the lead and before the live transfer call, make sure to review the property of interest on the referral preview screen.

      Agent Change Screen_iPhone Mockup

      Step 2: Effectively manage a live transfer call

      Screenshot 2025-06-26 at 12.25.56 PM

      Add a referral update in your Houseful dashboard. Confirming the lead tells our concierge team that you are working with the lead.

      Remember that you have 7 full days to decide if you want to keep that lead or pass. Once you keep that lead, it’s added to your metrics - meaning you’re committed to building that long-term relationship.

       

      Step 3: The Follow-up

      Immediate follow up (within 24 hours)

      • Send a thank-you message (email or text)
      • Provide a recap of discussion
      • Share introductory materials (bio, guide, testimonials, video)

      👉 Tip: If a lead isn’t responding or you need assistance, use the ‘help with referral’ button in your agent dashboard. Our team will step in, reach out, and help reconnect you.

       

      Prepare for in-person meetings or showings

      • Confirm appointments and send reminders
      • Prepare materials and talking points
      • Gather feedback after meetings or showings

      Qualify the client during in person meeting (1-2 days after contact)

      • Confirm financing status (pre-approved or lender referral)

      👉 Tip: If you partner with an RBC Mortgage Specialist and you receive client approval to move forward, this is a great time to refer them right in your Houseful dashboard.

       

      Set up a customized plan (2-5 days after contact)

      • Create property search or listing strategy (MLS/CMA)
      • Send initial listings or market data

       

      Maintain regular communication (weekly or as needed)

      • Send weekly check-ins (email, call or text)
      • Share value-added content (neighbourhood info, market trends, etc)
      • Track listing engagement and tailor accordingly

       

      Personal touch points (ongoing)

      • Celebrate milestones (birthdays, anniversaries, etc.)
      • Send occasional personalized video messages

       

      Continue nurturing (if not ready yet)

      • Add client to an automated drip campaign
      • Set monthly or quarterly check-ins

      👉 Tip: Continue to update the referral with status and follow-up notes in your Houseful dashboard. This helps the algorithm prioritize you for more leads.

       

      Step 4: Houseful Transaction Checklist 

      • Upload Deal Information 
        • As soon as your Houseful lead has an accepted offer, upload the transaction details to the dashboard in the “Accepted Offer” status. 
      • Wait for Closings Follow-Up
        • If applicable, closings will reach out to confirm commission details in 1-2 business days.
      • Send Documentation
        • If requested, please send a copy of the MLS sheet and a client-signed copy of the Referral Disclosure of Remuneration to closings@houseful.ca at your earliest convenience.
      • Receive Copy of Sales Order
        • You and your listed conveyancing person will receive an estimate for the amount owed to Houseful 30 days after the transaction completes.
      • Close the Loop
        • Update the status of your transaction to “Closed” once possession has occurred.

      Download the follow-up cheat sheet here.