Rookie Realtors: How To Follow Up Without Feeling Pushy
Every realtor has heard the saying: “The fortune is in the follow-up.”
But here’s the reality: most agents aren’t losing deals because they can’t find leads, they’re losing them because they don’t have a reliable system to stay in touch.
Think about it: buyers and sellers are talking to multiple agents, scrolling through Zillow every night, and being bombarded with ads online. The only way to stand out is to consistently show up with value. And that doesn’t happen by accident, it happens with a system.
The key is to build a follow-up structure inside your CRM and fuel it with engaging content (photos, videos, tours) that keeps prospects excited about working with you.
Here’s how to do it.
1. The Core Pillars of a Strong Follow-Up System
Most agents think follow-up means sending a quick “Just checking in” text. The truth? That doesn’t move the needle. A strong follow-up plan weaves together multiple types of touchpoints so you’re seen everywhere, remembered often, and trusted more than the competition.
The four pillars of follow-up are:
Calls & Texts: Direct, personal contact that shows you’re attentive.
Emails: Automated drips, property updates, or newsletters that deliver value in their inbox.
Social Touches: Small but meaningful interactions (likes, comments, DMs) that remind them you’re part of their world.
Content: Photos, videos, and tours that make your outreach stand out and spark genuine excitement.
When these work together, your follow-up stops feeling like pestering and starts feeling like service.
2. Organize With Tags for Personalization
One of the fastest ways to kill a lead’s interest is to send them irrelevant updates. A buyer searching for a 2-bedroom condo doesn’t want weekly emails about 5-bedroom homes in the suburbs.
That’s why tags inside your CRM are non-negotiable. Tags allow you to segment your leads based on their stage, needs, and preferences so every follow-up feels personal.
Some examples of useful tags:
Buyer – Hot Lead (ready to make offers soon)
Buyer – Browsing (still exploring)
Seller – Ready Now
Past Client – Buyer
Referral Partner
With tags, you can do things like:
Send a “Buyer – Browsing” lead a Matterport tour of a property they can view casually, no pressure.
Send a “Seller – Ready Now” a prep email with before-and-after listing photos that show the power of staging.
Tags transform your follow-up from one-size-fits-all to tailored and effective.
3. Build a Streamlined Sales Pipeline
If tags are the “labels,” your sales pipeline is the map. A pipeline gives you a visual way to track where every lead is and what needs to happen next. Without it, leads get lost in sticky notes and spreadsheets.
A simple pipeline could look like this:
New Lead
Contacted
Appointment Set
Active Buyer / Active Seller
Under Contract
Closed
Here’s where it gets powerful: you can set up automations at each stage. For example:
New Lead → Send a welcome email with a property photo gallery and short video intro.
Active Buyer → Weekly emails with new listings, supported by professional photography and drone shots.
Past Client → Quarterly newsletters with “Just Sold” highlights and interactive tours.
With a pipeline, your follow-up isn’t random — it’s predictable and scalable.
4. Automate Follow-Up Campaigns
Manual follow-up is exhausting and let’s be honest, it’s why most agents give up after one or two attempts. The solution is automation: setting up campaigns that deliver consistent, valuable touches on autopilot.
Here are three types every realtor should have:
Email Drips
Designed to nurture buyers and sellers over weeks or months.
Buyer Drip: 6–8 emails sharing listings, highlight reels, and neighborhood insights.
Seller Drip: Education on prepping to sell, paired with before-and-after listing media that builds trust.
2. Text Campaigns
Short, personal touches that feel conversational.
Example: “Hi Sarah, a new home in [Neighborhood] just hit the market — here’s the tour link if you’d like to take a peek.”
3. Ongoing Nurture
Not every lead is ready now, but they’ll be ready later. Keep them engaged with:
Monthly newsletters featuring featured homes with photos and videos.
Quarterly “state of the market” videos that show you’re the expert.
Automation means your leads never slip through the cracks, even when you’re busy closing deals.
5. Showcase What’s New With Content
The mistake most agents make is filling their emails with walls of text. In today’s digital-first market, visuals are what capture attention.
Here’s how to make content your follow-up advantage:
Photos: Use sneak peeks of new listings, “Just Listed/Just Sold” campaigns, or before-and-after transformations.
Videos: Share quick highlight reels, neighborhood tours, or a 30-second “market minute.”
3D Tours: Give buyers an immersive way to experience properties without leaving their couch.
Check out this beautiful home and discover the possibilities with beautiful real estate content.
Instead of asking “Are you ready to buy yet?” your content does the talking: “Look at this amazing home you don’t want to miss.”
6. A Weekly Follow-Up Rhythm
Consistency doesn’t mean spamming, it means delivering valuable touchpoints in a steady rhythm. Here’s a simple 4-week rotation you can use:
Week 1: Call or text + share a new listing photo.
Week 2: Email with a market update video + link to a 3D tour.
Week 3: Social touch (comment/DM) + email with “Just Sold” photos.
Week 4: Short video text update about upcoming open houses.
By rotating formats, you stay fresh, relevant, and top-of-mind without being annoying.
7. A Simple Lead Journey Automation You Can Build
To bring it all together, here’s one simple automation you can start with:
Open House Capture: Every guest fills out a digital form (tablet or QR code).
Ask about property type, non-negotiables (beds, baths, pool), budget, and neighborhoods.
Tagging: Based on their answers, your CRM automatically assigns tags like:
“Buyer – 3BR / 2BA”
“Buyer – Pool”
“Budget $400–500k”
Immediate Follow-Up: They get an email thanking them for attending with a photo gallery, drone video, and Matterport tour of the property they just visited.
Next Steps:
Within days, they receive listings that match their criteria, each email loaded with professional visuals.
Anytime a new property hits the market that matches their tags, they get an automated email alert with photos, a walkthrough video, and a 3D tour.
Without professional media, these emails fall flat. But with high-quality visuals, every email feels like a mini showing — keeping your leads engaged until they’re ready to act.
How Remark Visions Fits In
Your CRM is the engine of your follow-up system. But without fuel, the engine stalls.
At Remark Visions, we provide the fuel:
Stunning listing photos
Cinematic videos
Drone shots that give properties context
Interactive floorplans and Matterport tours
So when your CRM sends an automated email or text, it doesn’t just remind clients you exist — it inspires them to act.
Follow Up With Intention
Top agents don’t win more business because they chase harder — they win because they follow up smarter.
By setting up your CRM with tags, pipelines, and automations — and powering it with professional content — you’ll build a follow-up system that keeps you top-of-mind, nurtures every lead, and turns conversations into closings.
That’s the difference between an agent clients forget and one they remember for life.