Picture an agent armed with skills, experience, and a shiny brand-new CRM system, ready to take on the world of real estate prospecting. But despite their best efforts, their pipeline remains empty.

This is all too common. Not only in the real estate industry but in sales overall.

40% of salespeople consider prospecting the most difficult part of their job. For many, prospecting is a never-ending quest for the holy grail—the elusive key to unlocking a steady stream of qualified leads.

However, with the right resources and templates at your fingertips, you can make prospecting a breeze in 2024.

Today, we share the best resources and templates to help you revamp your prospecting strategy and close more deals.

What is Real Estate Prospecting?

Real estate prospecting is the process of identifying potential clients who are interested in buying, selling, or renting. The goal of real estate prospecting is to build relationships with potential clients and establish a strong pipeline of leads. By continuously prospecting and following up on leads, real estate agents can ensure a consistent flow of new business and growth.

There are various approaches to getting leads in real estate. Ultimately, it’s up to each agent to determine the best methods for them. Proactivity is key – whether you use cold-calling or digital ads to get real estate leads.

Unfortunately, this is where most real estate agents fall short. Instead of actively seeking leads, they wait for clients to come their way.

If you want to build a robust pipeline of leads, equip yourself with the best resources and actively pursue prospects. There’s no other way.

So – let’s make 2024 the year you embrace the uncertainty and awkwardness of approaching leads. We’ll equip you with the resources and templates you need to succeed.

You bring your drive and passion for the craft. Let’s go!

12 Must-Have Resources & Tools for Prospecting in Real Estate

1. Create Real Estate Databases and Work Smarter

wooden drawer brown Source

Building a database is a crucial part of prospecting in real estate.

It can help you work smarter, not harder.

No more endless scrolling, no more haphazardly reaching out to leads. With a database, you can filter leads based on your criteria, such as location, price range, or property type. All this saves time and helps you target your efforts on the most promising real estate leads.

Your real estate database gives you access to valuable information about your prospects. Like what their pain points or preferences are. With this information, you can create personalized marketing campaigns and increase the chances of capturing their attention.

But that’s not all.

Real estate databases also offer an easy way to keep track of your interactions with leads. You can log calls, emails, and appointments, ensuring that you never miss a follow-up or miss an opportunity.

2. Use a Real Estate CRM System to Capture & Nurture Leads

Realtor connecting with leads on social media on a tablet Source

In the fast-paced world of real estate, time is of the essence. And while building a database is crucial, manually gathering leads from multiple platforms like Zillow, MLS, social media or other depositories is time-consuming and frustrating.

What if you could have a tool to do the lead fetching for you? That’s where real estate CRM systems come into play. These systems use automation to help you streamline your real estate lead generation process. This opens up more time to focus on what you do best – nurturing those leads and closing more deals!

By integrating your CRM with platforms such as Zillow, you can have all your leads automatically pulled into one central location. This saves you time and eliminates the need for manual data entry.

Plus, with all your leads in one place, you can easily manage your sales pipeline and identify which platforms are providing the most successful leads. So – if your goal is to generate leads fast, use a CRM system.

3. Use Real Estate Websites and Portals to Find Real Estate Prospects

Zillow website for Real Estate Prospecting Source

Sites like Zillow, Realtor.com, and Redfin get millions of monthly visits. Aka, access to a massive pool of potential leads. The websites allow you to showcase your listings, connect with potential clients, and get real estate leads.

They also come in handy if you want to get listings — you can find expired listings or properties owned by owners here. And these are a goldmine of leads waiting to be contacted.

But there’s more to real estate websites than just listings.

Used correctly, they also help you have an edge over competitors. Competitive advantage is all about staying up-to-speed. With these websites, you can analyze your competition, track property prices, and keep an eye on newly listed properties on the market.

4. Invest in Workflow Management Tools to Stay on Track

To Do List for Real Estate Prospecting Source

For real estate prospecting to succeed, you must also have a daily action plan. Moreover, you must follow through with it. This is where workflow management tools come into play.

Having a clear and concise to-do list is essential to keeping you motivated and on track. That’s why tools such as Asana and Trello are valuable assets to own. They keep all your tasks, reminders, and priorities in one place, making it easier to stay focused on your real estate prospecting plan.

5. Use Content Creation Tools to Scale Real Estate Content

Xara Cloud Brand Management feature Source

In the current content-driven economy, it’s no secret that content is king. And while words are powerful, visuals are the crown jewels. For real estate professionals, visually appealing content is essential to attract and engage prospects.

Firstly, visual content makes your real estate brand memorable. Incorporating eye-catching graphics into your marketing materials can help your brand stick in the minds of seller and buyer leads.

Additionally, visual content tells a more compelling story. You can engage your audience more effectively by using images, videos, and infographics. Whether you’re showcasing a property, providing tips for home buyers, or showcasing your real estate business.

However, creating visually-grabbing content is time-consuming and can be a drag for those without design experience.

That’s why you need a visual content creation tool in your arsenal.

Enter Xara Cloud – a cloud-based software with easy-to-use real estate templates and drag-and-drop design capabilities. With Xara Cloud, you can create print and digital real estate marketing materials with just a few clicks! Ready to take it for a spin? →

6. Send Real Estate Prospecting Letters to Impress

Real Estate Prospecting Letter


There are plenty of tried-and-tested methods to turn to regarding real estate prospecting. But have you considered the impact a well-crafted and personalized letter could have on your prospects?

It’s a personal touch that sets you apart and shows you care about connecting with prospective clients.

Here are a few tips to help you create a powerful and effective real estate prospecting letter:

  • Research your target audience. What are their needs and wants? What are their pain points when it comes to buying or selling a home? Knowing your audience will help you craft a letter that speaks directly to them.
  • Personalize the real estate prospecting letter. A generic, mass-produced letter is less likely to grab someone’s attention. Make sure your letter is personalized. How do you do that, you ask? By including the recipient’s name and addressing their specific needs and wants.
  • It’s also important to highlight your unique selling proposition. This could be your experience, a unique marketing strategy, or a specialized niche you serve. Showcasing what sets you apart from other real estate agents can help the recipient see the value in working with you.
  • Use a Call-to-Action. This encourages the recipient to take the next step in the process, whether it’s scheduling a viewing or asking questions. By making it easy for them to take action, you increase their likelihood of becoming a lead or client.
  • Follow-up. Finally, don’t forget to follow up! The real estate prospecting letter is the first step in building a relationship with leads. To keep your name top of mind, follow up with a phone call or email. That’s how you increase your chances of getting new real estate clients.

7. Create a Memorable Real Estate Business Card

Real Estate Business Cards from Xara Cloud Source

As technology advances, many real estate professionals have turned to digital marketing and social media to get real estate prospects.

In a world where everyone is glued to their screens, however, a business card is a breath of fresh air. It’s a simple yet effective way to network and be remembered by potential homebuyers and sellers.

Moreover, you build a tangible connection with potential clients by handing out business cards. A business card is a physical reminder of your conversation and provides a quick reference for follow-up calls and emails.

Want to make an impact with your real estate business card? Read our article for tips and tricks to create a card that will stand out from the crowd.

8. Use Brand Guidelines to Be Consistent

Xara Cloud Brand Guidelines Guide Source

Meet John – a real estate agent who’s been in the industry for 2 years. Despite doing all the right things – going to open houses, networking with other agents, cold-calling, he just can’t get a robust pipeline of real estate prospects.

There’s something he’s doing wrong. John didn’t take the power and importance of real estate branding into consideration. There is inconsistency in his real estate marketing materials. It almost looks like a different real estate firm produced each.

This makes it hard for his brand to stick in the prospect’s mind. And he’s losing a vast pool of prospects.

The moral of this story? Investing in brand consistency pays off in the long run. It helps you build a recognizable brand. Which is key to building trust and attracting prospects.

So, don’t ignore the power and importance of real estate branding – it can make a huge difference to the success of your lead generation campaigns.

9. Hand Out Brochures and Flyers to Get Prospects

Real Estate Prospecting Brochure Template from Xara Cloud Source

Real estate brochures and flyers can be highly effective tools for prospecting in real estate. These printed materials provide a tangible representation of your brand and can be used to showcase your listings and highlight your experience and expertise as a real estate agent.

It may not seem like it, but they can make a big difference in your real estate prospecting efforts.

Think about it.

When you’re at an open house, and someone hands you a brochure or flyer, what’s the first thing you do? You take a quick look. And that’s all it takes for you to decide if you’re interested in what it has to offer or not.

But here’s the thing: many real estate agents don’t personalize their marketing materials to make them stand out. And that’s a missed opportunity.

In order for your brochures and flyers to be effective, it’s important to make sure that

they’re well-designed and professional. This means incorporating your brand’s color scheme and logos, using high-quality images, and ensuring the layout is visually appealing.

Additionally, ensure that the information on your brochures and flyers is relevant and up-to-date. Include testimonials from past clients, statistics on your success rate, or a QR code that leads to your website. This is a surefire way of building trust and standing out.

Check out our real estate flyers library →

10. Send Postcards to Make a Good Impression

Real Estate Prospecting Postcards Templates from Xara Cloud Source

Regarding real estate prospecting, it can sometimes feel like you’re spinning your wheels and not getting anywhere. That’s why a tried-and-true method like real estate farming can make all the difference.

And one tool that’s key to real estate farming success? You guessed it – real estate prospecting postcards!

Postcards are a personal and tangible way to reach out to your farm area and let them know you’re thinking about them. Whether you’re wishing them a happy holiday, sending updates about the local real estate market, or piquing their interest in a property – a postcard can make all the difference in keeping you on top of mind with potential prospects.

You can also hand them out at events or in the area you specialize in. Trust me; they’re a nice touch!

11. Put Out Open House Signs to Pique Interest

Real Estate Property Source

Open house signs might just be the secret weapon in your real estate prospecting arsenal!

These signs can make a big impact on the amount of foot traffic you receive at your open houses. A bright, eye-catching open house sign will catch the attention of anyone driving around the neighborhood. It’s a subtle invitation to take a look inside.

For starters, open house signs are an affordable way to advertise listings and build brand recognition. More so, displaying your signs in the neighborhood shows that you’re a real estate agent who’s active and knowledgeable about the area.

Additionally, open house signs can be a great way to meet new prospects. If a passerby is interested in buying or selling a home, they may join the event or give you a call!

So, next time you prepare for an open house, don’t forget to include open house signs as part of your prospecting strategy! A little effort can go a long way in attracting potential clients and boosting your real estate business.

12. Invest In a Creative Collaboration Tool to Coordinate

Xara Cloud Creative Online Collaboration feature Source

When it comes to real estate prospecting tools, a creative collaboration platform is a must-have.

That is if you don’t run solo.

If you’re working with a team of agents, freelancers, marketers, or photographers – coordinating all these moving parts can be challenging. Unless you invest in a creative collaboration tool to streamline your workflow.

Like Xara Cloud.

With Xara Cloud, you can access your real estate marketing materials from anywhere and collaborate with your team in real time. No more emailing back and forth or waiting for someone to make updates. Xara Cloud makes it easy for you to work on your real estate marketing materials together in one hub.

Whether you’re working on a property brochure, a flyer for an open house, or a postcard to send to your farm area, Xara Cloud has you covered. You can create, edit, and share your real estate marketing materials all in one place.

So, if you want to take your real estate prospecting to the next level, consider adding Xara Cloud to your toolkit. Teamwork will be more efficient, and you’ll close more deals in the process.

13. Use a Brand Asset Management Platform for Real Estate Branding

Xara Cloud Brand Asset Management Platform for Real Estate Branding Source

Branding for real estate matters at every step of the customer journey. Want to stand out from your competition and be memorable to potential clients? It starts with a strong and consistent brand image.

People reach out to you when you stay on top of their minds.

And that’s your goal as a realtor, after all.

But managing brand assets and ensuring they’re being used properly can be a daunting task. That’s where a brand asset management platform comes in.

Not only does this help keep your brand consistent and recognizable, but it also makes your life easier by having all your brand assets in one place. Whether you’re looking for old files or want to brand up your content – all files are there at your fingertips.

With these platforms, you can rest easy knowing you’ll always have the latest version of your logo and color palette without any risk of using outdated or incorrect versions. Everything is stored in one central location, so you can focus on prospecting and growing your business without worrying about brand consistency.

In real estate, where competition is high, having a strong brand can give you the edge to stand out and attract more prospects.

So why wait? Empower your business with Xara’s brand asset management platform →

Real Estate Templates to Help You Rock Prospecting

Rock your next prospecting campaign with the perfect template for your emails, direct mail, or brochures. It’s all about having the right tools at your fingertips.

Take a look at our handpicked collection of real estate templates:

Email Templates for Prospecting

Email marketing is a crucial part of real estate prospecting. It’s a simple, fast, and cost-effective way to reach out to potential real estate clients. However, crafting the perfect email is not so simple.

That’s where email templates come in handy. Having a set of well-designed and thought-out templates can save you time, effort, and energy.

With the right email templates, you can quickly and easily personalize your message for each recipient. This way, you can focus on building relationships with your prospects instead of worrying about the technicalities of crafting an email.

Here are a few templates that you can use as a starting point:

Introduction Email Template

Subject: [Your Name], A Real Estate Professional Here to Help

Hi [Prospect’s Name],

My name is [Your Name], and I’m a real estate professional serving the [City/Area] area. I came across your name and thought you might benefit from my expertise and knowledge of the local real estate market.

I specialize in [Your Niche or Expertise] and have extensive experience helping homeowners like you find the perfect home or sell their property for the best possible price. Whether you’re looking to buy or sell, I’m here to answer any questions you might have and provide you with the resources and support you need to make informed decisions.

Please let me know if you’re interested in discussing your real estate needs in more detail or if there’s anything else I can do to assist you.

Best regards,

[Your Name]

Real Estate Script for Expired Listings

Subject: Let’s Get Your Expired Listing Sold!

Hey there [Prospect’s Name],

I hope you’re doing well! I noticed that your [Property Address] listing recently expired and wanted to check if you’re still looking to sell your home.

I know it can be pretty frustrating and stressful, and that’s why I wanted to see if I could lend a hand.

As a real estate pro, I’ve helped tons of homeowners sell their properties for top dollar. I know the local market inside-out and have a proven track record of success. So I’m pretty confident I can get you the results you’re after.

If you’re still interested in selling your home, how about we sit down and chat about your options? We can come up with a personalized plan to get your home sold ASAP.

Hit me up and let me know if you’re keen to take this further. I’m here to help in any way I can.

Best regards,

[Your Name]

Real Estate Email Scripts for Buyers

Subject: [Address] – Your Dream Home is Now Available!

Dear [Prospect’s Name],

I wanted to reach out and let you know about a fantastic new listing that’s just hit the market in [City/Area]. It’s a beautiful [Number of Bedrooms] bedroom, [Number of Bathrooms] bathroom home located at [Address].

This stunning property has all the features and amenities you’re looking for in your next home, including [list key features]. And the best part? It’s priced to sell at [Price].

If you’re in the market for a new home, I’d love to set up a time for you to see this property in person. You’re going to love it!

Let me know if you’re free this week, and I’ll arrange a showing that works best for you.

Best regards,

[Your Name]

Subject: Let Me Help You Find Your Dream Home

Hi [Buyer’s Name],

Are you looking for your dream home? I can help.

My name is [Your Name], and I’ve been a real estate agent in [City Name] for [Number of Years]. Nice to e-meet you!

I know that buying a home can be a stressful experience. However, as an experienced agent with in-depth knowledge of the local real estate market, I can help you navigate the buying process with ease. Whether you’re a first-time homebuyer or a savvy homebuyer, I can help!

I’d be happy to schedule a time for us to talk about your home-buying goals and preferences. After our chat, I can send you customized listings that meet your needs. And don’t worry – I won’t send you any homes that don’t match your criteria.

If you’re interested in taking the first step toward finding your dream home, just let me know!

P.S. If you’re not ready to start viewing properties yet, that’s okay. Let’s stay in touch, and I can update you with new listings as soon as they hit the market.

Best regards,

[Your Name]

Real Estate Letter Templates


Need help buying or selling your home?

Dear [Prospect’s Name],

I hope this letter finds you well. I’m [Your Name], a real estate agent serving the [City/Area] area. My passion is helping folks like you find or sell their dream home at fair market value.

I just wanted to give you a heads-up that I’m here to help with all of your real estate needs. Whether you’re looking to buy, sell, or just want to learn more about the market, I’m your go-to agent. I’ve got the inside scoop on what’s happening in the local real estate scene, and I’m always happy to share my knowledge.

I’d love to get to know you better and discuss your real estate goals. So, if you’re interested in setting up an appointment or have any questions, feel free to reach out at [Your Contact Information].

Best regards,

[Your Name]


Dear [Name],

Great to see you at the open house today. I hope you had a good time!

If you have any questions about the property or want to schedule a private showing, please buzz me. And if this property isn’t the right fit for you, don’t worry! I have access to tons of other listings that might catch your eye.

Just so you know, I’ve been a licensed realtor in this area for [X months/years], and I know all the ins and outs of the local market. I’d be more than happy to help you find the perfect place to call home.

Thanks again for checking out the open house. Hope to hear from you soon!

Best regards,

[Your Name]

Real Estate Brochure Templates

Create eye-catching and informative brochures that show that you’re the go-to agent in your area with these real estate brochure templates:

Real Estate Property Tour Template from Xara Cloud Use this template → Real Estate Lease Template from Xara Cloud Use this template →

Real Estate Newsletter Templates

Stay in touch with real estate prospects by sending them regular newsletters filled with valuable content such as local market updates, new listings, or home-buying tips and tricks.

Real Estate Commercial Newsletter Template from Xara Cloud Use this template → Real Estate Newsletter Template from Xara Cloud Use this template →

Real Estate Business Card Templates

Make your presence felt with these real estate business card templates:

Real Estate Business Card Template from Xara Cloud Use this template → Real Estate Business Card Template from Xara Cloud Use this template →


Real Estate Carousel Post Templates

Use these real estate carousel post templates to make your content stand out from the pack:

Tips for First Time Home Buyers Real Estate Prospecting Carousel Template for Social Media Use this template → House For Sale Real Estate Prospecting Carousel Template for Social Media Use this template →


Looking for real estate carousel post ideas? Check out our article!

How to Customize Templates for Effective Prospecting in Real Estate

✅Understand your target audience. To ensure a successful real estate marketing campaign, it’s essential to start by understanding your target audience. Therefore, take the time to research their age, real estate needs, location, and any other characteristics that could affect how prospects interact with your content.

✅Brand them up. Once you clearly understand your target audience, it’s important to brand your marketing and sales materials to create a consistent experience for your real estate prospects. So, use the brand style guide to ensure that all materials carry your brand identity.

✅Personalize the templates. Let’s get to the fun bit! Ensure all your content is tailored to your prospect’s needs and interests. To personalize your marketing materials, highlight the property features your prospects are interested in, address their pain points, and speak their language. By doing so, you’ll be well on your way to winning them over.

✅Measure their performance. Of course, you also need to track the performance of your materials to know what works and what doesn’t. Data-driven marketing is the way to go. To do that, use a content creation tool with analytics features.

Customize with confidence with Xara Cloud – your go-to for real estate prospecting success! Choose from a variety of real estate templates, tailor them, and easily track performance. Say goodbye to generic templates and hello to customized, data-driven real estate marketing!

Upgrade your Real Estate Prospecting Materials with Xara WestGate Real Estate Social Proof