Successfully following up on property valuation leads

When a property owner has just completed an online valuation on your website, it's a key moment. This person is showing genuine interest – often with some urgency. 
The most important success factor now is speed. In this article, you’ll learn step-by-step how to respond correctly, how successful agents proceed, and which common mistakes to avoid.

This article summarizes various trainings, conversations with sales coach Georg Ortner, and the experience of successful BOTTIMMO agents in a compact and easy-to-understand format.

1. The most important rule: Respond quickly

When an owner completes a valuation, you should act as quickly as possible.

Why is that important? 
According to an analysis by the Harvard Business Review, agents who call a lead within the first hour:

• are about 7 times more likely to get an appointment
• while those who call after 24 hours see around 60 times worse results

This means:

• ideally, call within 30 minutes
• make the first attempt no later than 60 minutes

💡Tip: If you’re short on time, you can use the callback agent from Konst.ai and connect it to BOTTIMMO.

2. Why the first call is crucial

Many owners contact several agents. The one who calls first often has the advantage:

• You reach the owner before others do
• You appear attentive and professional
• You build trust more quickly
• You have a higher chance of securing an in-person appointment, which is key for acquisition

3. Call script for valuation leads

(Based on training by Georg Ortner)

This script is intentionally simple so you can apply it quickly. Feel free to adapt it to your personal style later.

Step 1: Introduction

“Good day, my name is [Your Name] from [Your Company]. You’ve just completed an online valuation of your property.”

Step 2: Ask about the result

“Were you satisfied with the result?”

You’ll typically receive one of three common responses.

Response A: “Yes, I was satisfied.”

Your answer:

“Glad to hear that. The online valuation is a good initial reference point. Would you like to know the exact market value and how you might achieve more? I’d be happy to view the property in person. Would this week or next work for you?”

Response B: “No, the result doesn't fit.”

Your answer:

“Thank you for your feedback. An online valuation is always just a general estimate. If you’d like, I can determine the exact market value on site. When would be a good time for an appointment?”

Response C: “I’m not looking to sell – I just wanted to know where I stand.”

Your answer:

“That makes perfect sense. That’s exactly what our tool is for. May I still ask: Is there a price at which you would consider selling?”

Often, the owner will still mention a price, even after saying they’re not looking to sell.

Your possible reply:

“That’s interesting. Whether that price is realistically achievable can best be assessed in person. I’d be happy to visit your property. What time would suit you?”

⚠️ Important: Regardless of answer A, B, or C – always guide the conversation toward setting up an appointment.

4. How successful agents handle phone calls

Successful agents like Mario Knaup and Michael Pellinghoff often follow similar principles.

4.1 Polite persistence

Mario Knaup (RE/MAX Paderborn) describes his approach as “polite persistence.”

This means:

• don’t give up after the first attempt
• call multiple times at different times of day
• always remain friendly and respectful

4.2 Know common objections and stay calm

Michael Pellinghoff often hears objections such as:

• “I’m not planning to sell – I just wanted to know where I stand.”
• “I’ve had bad experiences with agents.”
• “We still need to discuss things within the family.”

In these situations, it’s important to:

• show understanding
• respond briefly and clearly
• avoid arguing or justifying
• gently steer the conversation back toward an appointment

Example:

“I completely understand. That’s exactly what a personal appointment is for. I can explain the sales process to you in detail and show you your options. Would this week or next week work better for you?”

5. What to do if the phone number is incorrect

Some leads include a wrong or incomplete phone number. It happens, but it’s not the end.

Possible next steps:

• Send an email and kindly mention the incorrect number
• Check if a phone number can be found via the property address
• Check for a possible typo (area code / last digits)
• Send a postcard to the valuation address, for example with:
• An invitation to a free consultation at your office
• A voucher for an on-site valuation
• In individual cases, visit in person

Important: 
Leads without or with incorrect phone numbers are not automatically worthless. 
They just require a bit more effort to follow up.

6. Stay in touch: Long-term follow-up for leads

Many owners are not ready to sell when first contacted. Reasons can include:

• Inheritance not yet settled
• Ongoing divorce proceedings
• Planned renovations
• Uncertainty about the market

A structured follow-up process helps.

Recommendation:

For owners who seem generally open:

• call or send a short message every 14 days
• If an owner mentions a future time:
• respect that timing
• set a follow-up reminder (e.g. in 3 months)

💡Tip: Use BOTTIMMO’s automated email funnel – but don’t rely on email alone. 
Combining email and phone is much more effective.

7. How to improve your success rate – at a glance

• Call leads within 30–60 minutes
• Use a simple, clear call script
• Always aim for an on-site appointment in the conversation
• Be friendly and persistent
• Use follow-ups consistently
• Try alternative methods if the number doesn’t work
• Combine emails and phone calls
• Treat objections as normal and respond calmly

8. Now optimize your process

Take 15 minutes and review:

• How quickly have you called your leads in the past?
• How many attempts did you make before giving up?
• Do you have a defined call script or do you improvise?
• How do you currently handle leads without or with incorrect phone numbers?
• Revise your call script based on the tips above. 
  Also define how fast you want to call leads in the future and how often you’ll follow up.
• And most importantly: How often didn’t you have time to call quickly? Maybe an AI Agent is worth considering.