The Realtor Follow-Up Checklist (That Actually Gets Used)

Skip the Fantasy, Start with Reality

Most follow-up checklists assume you'll manually log tasks, check dashboards, and send perfectly timed messages. That's the CRM fantasy—and it doesn't survive contact with your actual workday.

This checklist is different. It's built around three principles:

• Minimal touchpoints. Only follow-ups that actually matter.
• Trigger-based logic. Follow-ups happen when something relevant occurs, not on arbitrary schedules.
• Inbox delivery. Reminders come to you. You don't check a dashboard.

Here's what works—and what you can actually stick to.

The Only Follow-Ups That Matter

You don't need monthly touches. You need a few well-timed check-ins that keep you top-of-mind without being intrusive.

1. Post-Closing Check-In (Within 10 Days)

Why it works: Clients are still emotionally invested. The deal is fresh. A quick "How's the move going?" message feels natural.

Keep it simple: Don't overcomplicate it. A short text or email asking how they're settling in is enough.

2. 90-Day Touch (Three Months After Closing)

Why it works: At 90 days, clients are settled but not yet forgotten about you. It's the sweet spot for referrals.

Keep it simple: "Just checking in—how's the new place treating you?" This is where referrals often come from.

3. Closing Anniversary (Annual)

Why it works: Anniversaries feel intentional. Clients remember when they moved. A quick "Happy 1-year in the new place!" message stands out.

Keep it simple: One line. No hard sell. Just a genuine touchpoint that reminds them you're still around.

4. Market Shift or Neighborhood Trigger

Why it works: When something happens in their area—inventory changes, schools announce updates, new developments—you have a reason to reach out.

Keep it simple: "Thought you'd want to know about [X] in your neighborhood." Context beats obligation.

5. Birthday or Life Milestone (If You Track It)

Why it works: Everyone appreciates being remembered.

Keep it simple: A quick message is enough. Don't overdo it with automated cards that scream "CRM."

Use Email, Not a Dashboard

The reason dashboards fail is simple: you don't check them.

You check your email 50 times a day. That's where follow-up reminders should go.

Here's how to make it work:

• Set up trigger-based follow-ups that send you an email reminder at the right time (10 days post-close, 90 days later, anniversaries).
• When the reminder arrives, reply directly from your inbox. No CRM login required.
• The system logs it automatically (if you're using KivoAI or similar). You stay consistent without doing extra work.

The best follow-up system is the one you don't have to think about.

Set It, Forget It

Once you've set up these triggers, follow-up becomes passive. You're not checking dashboards or manually scheduling tasks. The system reminds you when it matters, and you respond from your inbox.

That's it. Five touchpoints. No elaborate CRM workflows. No forgotten tasks. Just simple, consistent follow-up that actually happens.

Most agents won't do this. But the ones who do? They're the ones getting the referrals.

The Checklist

Here's the actual checklist. Copy it. Use it. Adjust it as needed. But start here:

That's the whole system. Simple. Sustainable. And most importantly—it actually gets done.

What Happens Next

You can manually track these in a spreadsheet. You can set calendar reminders. Or you can use a tool like KivoAI, which handles the triggers, sends reminders to your inbox, and logs everything automatically.

Either way, the checklist is the same. The system doesn't need to be complicated. It just needs to happen.

Most agents talk about follow-up. The ones who actually do it? They're the ones building businesses that last.