In real estate, first impressions happen long before the handshake. Whether it’s preparing for a listing appointment or staying top of mind with past clients, what you do before the conversation begins can determine whether you close the deal—or lose it to someone else.
This article outlines how top agents prepare between the time an appointment is booked and the moment it happens, while also keeping their sphere of influence warm through consistent, thoughtful touches.
1. Build Trust Before the Appointment Starts
The window between scheduling and attending an appointment is a powerful opportunity. Instead of waiting passively, great agents make a strategic first impression in advance.
What to Send:
- Personalized “About Me” video: Humanize your brand. Let them see your face, hear your voice, and understand your values.
- Home value or market report: Share current data tailored to their neighborhood to demonstrate your expertise.
- Client testimonials or recent success stories: Build instant credibility through social proof.
Tool Tip:
Using platforms like HighNote allows you to deliver a dynamic, trackable pre-appointment package. You can see what your client opens, how long they engage with it, and which sections they revisit—helping you tailor your presentation to their priorities.
2. Make Video a Non-Negotiable Tool
A 30-second video can do what text can’t—it builds connection and trust quickly.
Why It Works:
- Creates familiarity before the first meeting
- Reinforces professionalism
- Shows confidence and authenticity
Some agents even send a video walking through their full listing presentation in advance, so the client is already sold on their process before they sit down face to face.
3. Stay Top of Mind by Warming Up Your Sphere
Your sphere of influence—friends, family, past clients, and contacts—is your greatest long-term asset. But staying connected without sounding salesy requires strategy.
Personal Touches That Work:
- Equity updates: Periodic, personalized home value estimates make you relevant without asking for business.
- Seasonal pop-bys: Drop off small gifts like mini donuts, poinsettias, or homemade cookies with a handwritten note.
- Life event recognition: A birthday message, home anniversary reminder, or congratulatory video keeps you top of mind.
These low-pressure touchpoints create memorable experiences that build loyalty and referrals.
4. Use Social Media to Spark Real Conversations
Liking posts isn’t enough. If you’re already spending time on social, be intentional with your interactions.
Engagement Tactic:
Keep a “favorites list” of your top 50–100 sphere contacts. Set aside 10–15 minutes per day to comment meaningfully on their posts:
- Compliment a photo: “That trip looks incredible!”
- Ask follow-up questions: “Would you recommend this spot?”
These conversations shift you from follower to friend—and ultimately, trusted advisor.
5. Host Low-Cost Events That Create High Impact
You don’t need a massive budget to bring people together. Events are powerful ways to stay visible and serve your community.
Event Ideas:
- Client appreciation drop-bys: Offer pies at Thanksgiving or plants at Christmas.
- Neighborhood meetups: Coffee pop-ups, community walks, or weekend BBQs.
- Local guides: Share branded lists of holiday lights, school events, or best happy hour spots.
These moments create goodwill and remind people that you’re active, connected, and invested in your local area.
6. Make Consistency a Business Habit
Your sphere won’t stay warm if you only show up occasionally. The best agents systemize their outreach.
Weekly/Quarterly System:
- Send 2–3 personalized messages daily
- Schedule quarterly market/equity updates
- Plan one seasonal event or giveaway per quarter
By building outreach into your calendar like a lead generation activity, you make staying in touch feel natural—not forced.
Conclusion: Relationship Wins Start Before the Sale
In a service-based industry like real estate, what you do between conversations matters just as much as what you say during them. Preparing clients with thoughtful, personalized materials and nurturing your sphere consistently builds a foundation of trust that leads to appointments, listings, and referrals.
Next Steps to Take Action:
- Record a 30-second “About Me” video this week.
- Choose five contacts from your sphere to reconnect with personally.
- Plan one small community event or giveaway for the coming month.
These small, consistent actions compound over time—transforming your reputation into your most powerful lead generation system.
