7 Ways to Stay Top of Mind with Your Database


As a real estate agent, your database is one of your most valuable assets. It contains information about your clients, prospects, and leads, and it’s the key to building and maintaining relationships with them over time. However, many agents neglect their database, leaving money on the table and missing out on opportunities. One of the top mistakes agents can make is being a secret agent and not promoting themselves to the people who already know, like and trust them. 

So, how can you work your database effectively? Here are a few tips:

  • Regularly communicate with your database: Consistent communication is key to maintaining relationships with your contacts. Consider sending a monthly or quarterly newsletter that includes relevant real estate news, market updates, and personal updates. You can also send targeted emails or make phone calls to contacts who are actively buying or selling, or who have expressed interest in doing so in the near future. Social media is also a great way to stay in touch and engage with your contacts on a more casual level.
  • Keep track of important information: By keeping track of important dates such as birthdays, anniversaries, or move-in dates, you can send personalized messages that show you care about your clients and prospects beyond their real estate needs. You can also use this information to send targeted marketing materials based on their interests, such as home improvement tips or local events.
  • Segment your database: Segmenting your database into different groups based on interests, needs, or stage in the buying or selling process allows you to send targeted messages that are more likely to resonate with your contacts. For example, you could create a segment of contacts who are actively searching for a new home and send them listings that match their criteria, or a segment of contacts who recently purchased a home and send them information on home maintenance or renovation.
  • Use your database to generate leads and referrals: Don’t be afraid to ask for referrals from your database! You can also ask your contacts to leave reviews on your website or social media pages to help build your online reputation.



Not sure what to say to your database once you have them in your CRM? Don’t worry – here are a few ideas on ways to stay in touch!

  1. New listings: Let your clients know about new listings that match their search criteria. This is a great way to keep them engaged and show that you’re actively working on their behalf.
  2. Open houses: Invite your clients to attend open houses for properties that might interest them. This is a great opportunity for them to see the property in person and ask any questions they might have.
  3. Market updates: Keep your clients informed about market trends and changes that might affect their buying or selling decisions. This could include information about interest rates, inventory levels, or local economic developments.
  4. Maintenance tips: Provide your clients with helpful tips and advice for maintaining their homes or preparing their homes for sale. This could include information about seasonal maintenance tasks or home staging tips.
  5. Community events: Let your clients know about upcoming community events or activities that might interest them. This is a great way to show that you’re knowledgeable about the local area and invested in their happiness and well-being.
  6. Referrals: If you come across a client who is looking for a service that you don’t provide (such as landscaping or home cleaning), refer them to a trusted provider in your network. This is a great way to provide additional value to your clients and build relationships with other service providers in your community.
  7. Check-ins: Regularly check in with your clients to see how they’re doing and if they have any questions or concerns. This is a great way to show that you care about their satisfaction and are invested in their long-term success.

Overall, working your database effectively requires consistent effort and a personalized approach. By regularly contacting your clients with valuable information and resources, you can build strong relationships and establish yourself as a trusted advisor in their real estate journey. Don’t neglect your database – make it a priority and watch your business grow!