How I Automate Monthly Realtor Follow-Ups to Generate More Referrals

One of the most common questions I get from loan officers is simple. How do I stay consistent with my realtor follow-up without it taking over my entire schedule?

The truth is, consistency is what separates top producers from everyone else. So what I’ve been doing is interviewing top-performing loan officers every single month and implementing what’s actually working inside their businesses.

In this post, I want to walk you through a system I’ve added directly into your CRM that helps you stay in touch with your realtor partners automatically. This is something you can start using today.

Why Monthly Realtor Follow-Up Matters

If you’re relying on realtors for referrals, staying top of mind is everything.

Most loan officers lose deals not because they’re bad at their job, but because they simply are not consistent with communication. The top producers I’ve been talking to all have one thing in common. They have a system to make sure no relationship falls through the cracks.

That’s exactly what this Monthly Check-In automation is built to solve.

How the Monthly Check-In Automation Works

Inside your CRM, I’ve added a folder under Automation called “Monthly Check-In.” If you don’t see it in your account, just let me know and I’ll get it added for you.

This system allows you to automatically track and manage your communication with real estate agents.

You can apply this workflow in two ways.

First, you can bulk select multiple realtor contacts, trigger the automation, and choose the “Monthly Check-In” workflow.

Second, you can apply it to an individual contact by clicking on their profile, going to Actions, and adding them to the active workflow.

Once they’re in, the system takes over.

How I Track Realtor Conversations

Inside the Opportunities tab, I use a pipeline called “Current Realtor Partners.”

This is where things get really powerful.

Let’s say I reach out to a realtor and they don’t answer. I simply move them to “Attempted to Contact.”

If I do get them on the phone, I move them to “Contacted.”

This gives me a clear snapshot of who I’ve talked to and who I still need to follow up with each month.

According to Deven Gillen on hovadigital.com having clear visibility into your pipeline is one of the fastest ways to improve consistency and increase referral volume.

The Automatic Monthly Reset

Here’s one of my favorite parts of this system.

At the start of every new month, the automation resets your contacts.

So if you spoke to a realtor in November, on December first they’ll automatically move back to the “Identified” stage. This tells you it’s time to reach out again.

You never have to guess who you need to call. The system tells you.

This is exactly how top-producing loan officers stay consistent without relying on memory or manual tracking.

Built-In Power Dialer for Faster Calls

Another feature I love is the built-in power dialer.

Once your contacts are in the system, you can go to Conversations and Manual Actions, and the dialer will automatically queue up your calls.

You simply click “Start,” and it begins dialing through your list.

After each call, you can quickly log the result:

• No answer

• Voicemail

• Busy

• Completed

If you mark a call as completed, the system will automatically move that contact into the “Contacted” stage in your pipeline.

This makes it incredibly easy to track your progress in real time.

Why This System Works

The biggest difference between average and top-producing loan officers is not skill. It’s consistency.

This system removes the friction.

You always know:

• Who to call

• When to call them

• What stage they’re in

And because it resets every month, you build a habit of regular communication without overthinking it.

Final Thoughts

If you want more referrals from realtors, you need a system that keeps you in front of them consistently.

That’s exactly why I built this Monthly Check-In automation into your account.

If you’re not seeing it, or you want me to customize it to your business, just reach out and I’ll take care of it for you.

This is one of the simplest ways to stay organized, build stronger relationships, and ultimately close more deals.

Sources:
Forbes.com
HubSpot.com
NAR.realtor