Property Appraisal Appointment: How to Follow Up with the Owner?

In the world of real estate, every step of the sales process counts. It begins, of course, with the initial contact, followed by the property viewing and valuation. Once the valuation is complete, the real estate agent's work doesn't end there: they must follow up with the owner to move the sale forward. But how can this follow-up be effective and lead to the signing of the sales mandate? Here are the best practices for successfully navigating this crucial stage of the real estate process.

1. Why follow up after an appraisal appointment? 📅

When a homeowner entrusts you with the task of appraising their property, they expect you to provide clear and relevant information about its value and current market trends. However, it's common for homeowners to take time to reflect after the appraisal before committing to the sale. This is where follow-up comes in, a crucial element in client relationship management.

• Maintaining the owner's interest: After the valuation, it's important to show the owner that you remain involved and available. Your follow-up should address their concerns and ensure they keep the sale of their property top of mind.
• Reassure and convince: Homeowners may have doubts about the price of their property or hesitate to sell. A well-thought-out follow-up can address these concerns and boost confidence.

2. Timing of the follow-up: when to follow up with a landlord? ⏳

Timing is crucial. Following up too quickly can be perceived as pressure, while following up too late can leave the owner feeling forgotten. Ideally, it's recommended to contact an owner within 48 hours of the appraisal. This keeps you top of mind while giving the owner some time to process the information.

3 to 5 days after the estimate: The ideal time to follow up

Following up during this period demonstrates that you are responsive without being pushy. Furthermore, it allows the owner time to calmly consider your valuation and the next steps in the process.

3. How to write an effective follow-up? ✉️

Once you've determined the right time to follow up, the next step is to craft a message that will capture the owner's attention and encourage them to respond. Here are some key points to consider when writing your follow-up:

1. A personalized message

Avoid generic messages. Every property is unique, and every owner has their own expectations and concerns. Make sure your follow-up reflects your understanding of the property and the owner's specific needs.

• Example: “Hello [Owner's Name], following our meeting to appraise your property located at [address], I've taken some time to consider the best way to position your property on the market. I would be happy to discuss the next steps with you regarding this appraisal.”

2. Summarize the key points

Briefly summarize the key points of the valuation, particularly the aspects that contributed to the property's assessment. This demonstrates a good understanding of the property and the owner's expectations.

• Example: “During our visit, you mentioned [an important detail such as the recent renovation, the location, etc.]. These elements do indeed have a positive impact on the estimated value.”

3. Propose solutions

Don't just reiterate the valuation. Offer concrete solutions to move the process forward. For example, you could suggest a sales plan, a more in-depth market analysis, or strategies to improve the property's presentation.

• Example: “I suggest we discuss the sales strategy to maximize the chances of success. We could, for example, consider home staging to make your property even more attractive to buyers.”

4. Provide space for reflection

While being proactive, respect the owner's time. Encourage them to ask questions or share their concerns. A follow-up is not just an invitation to make a decision, but also an opportunity to start a dialogue.

• Example: “Please feel free to share your thoughts or questions regarding the appraisal or the sale. I am available to discuss it at your convenience.”

4. When should you follow up if the owner doesn't respond? 📞

It can happen that, despite an initial follow-up, the owner doesn't respond. In this case, it's important not to give up too quickly, but also not to appear pushy. Here are some tips for a subtle yet effective follow-up:

Don't restart too quickly

Allow a few days after your initial follow-up to give the landlord time to think. Sometimes, following up too quickly can be perceived as a lack of patience.

Vary the communication channels

If you've followed up by email, consider switching to a phone call. Sometimes, a verbal exchange is more engaging and allows you to clarify outstanding issues more directly.

• Example of a follow-up phone call: “Hello [Owner's Name], I wanted to make sure you received my message following the valuation of your property. I am of course available to discuss this further and see how we could proceed.”

Leave the door open

If the owner still doesn't seem ready to make a decision, don't force the sale. Instead, leave the door open so they can come back to you when they're ready. This helps maintain a good relationship and avoids putting them under pressure.

5. Remain patient and flexible 🤝

Patience is essential in the real estate sales process, especially if the owner has high expectations. The sales process can take time, and the real estate agent's role is to maintain consistent communication while respecting the owner's pace. Sometimes, the owner may need more time to consider their asking price or how to list their property.

Be flexible in your proposals

When you follow up, show that you are flexible and willing to adjust your approach to the owner's needs. If you sense they are hesitant about the asking price, offer a revised estimate that takes into account any factors they may have overlooked or misunderstood.

• Example: “I understand you have concerns about the initial estimate. If you wish, we can review certain criteria to adjust the estimate to reflect your new expectations.”

6. Conclusion: The follow-up, a key moment to move the sales process forward 🔑

Following up after a property valuation appointment is a crucial step in moving the sales process forward. A well-executed follow-up can transform hesitation into a successful sale. By being attentive to the homeowner's needs, offering tailored solutions, and remaining available to answer their questions, you build a relationship of trust that is essential for a successful property sale.

Remember that following up isn't just about getting an immediate response, but about building a lasting relationship with the owner. Patience, empathy, and strategy are key to successful follow-up and moving the sale forward effectively.