Question 1

Complete Probate Outreach Playbook for Real Estate Agents

Accepted Answer

“While most agents compete for the 5% of homeowners who might sell this year, probate agents quietly dominate the 67% who must sell.”

⚡ 0) The Big Picture: Why Probate Real Estate Matters

Probate = Inventory + Motivation + Certainty Probate is the court-supervised process of settling a deceased person’s estate. It almost always involves selling real estate — the estate’s biggest asset. Key facts:

⏱️ Typical timeline: 9–18 months (so properties must sell fast)

💸 Probate costs: 3–7% of estate value, driving PRs to liquidate

👵 Aging population: 14% of Americans 65+ — trillions in estate assets coming to market

📈 Only 33% of Americans have an estate plan → 67% of properties go through probate 💰 The Great Wealth Transfer: $84.4 trillion will change hands by 2045,and $72 trillion of that includes property sales.Probate listings = next decade’s listing gold rush.

👥 1) Who’s Involved

Decedent: Person who passed away
Estate: All assets + debts
PR (Personal Representative): Executor/Administrator → Your main contact
Attorney: Handles legal filings, potential referral partner
Heirs/Beneficiaries: Recipients of estate assets

PRs are often 50–70-year-old adult managing estates.They are overwhelmed and time-poor, looking for a trustworthy expert.

🚀 2) Why Agents Should Care

✅ Motivated sellers — PRs must sell, not want to ✅ Reliable inventory — new filings every week, even in slow

Question 2

How to use probatedata support

Accepted Answer

You have several options when it comes to support:

Use this forum and look up help articles
Chat with our chatbot in the lower right hand corner
Email us at support@probatedata.com
Need some onboarding or 1on1? Book time here with Michelle : https://calendly.com/michelle-mti-probatedata/30min

Question 3

How to Find out of state PR’s

Accepted Answer

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How to Find Out-of-State Personal Representatives (PRs) in Probate Data

Start a General Search

Log in to your account and click on New Search.
Select the state (e.g., California), the county (e.g., Los Angeles), and a filing date range (e.g., July 1 to July 31).
Run the search to gather all filed cases for that period.

Filter for Out-of-State PRs

Click Modify Filters and navigate to the Petitioner Filters section.
Locate the "Petitioner States to Exclude" field and type "CA" (or the abbreviation of your state) to exclude petitioners from your state.
Run the search again to display cases where the PR resides out of state.

Narrow Results to Available Properties

Click Modify Filters again and select the Market Insights section.
Filter by "Available" properties, which ensures the property title matches the deceased and hasn’t been listed or sold on the MLS.
Run the search to refine the list further.

Review Results

The search results will display cases where the PR is managing a property in your market but resides in another state.
Example: A PR in Hackensack, New Jersey, managing a property in West Hollywood, California.
Click on case hyperlinks to view detailed information, including PR location and property details.

Summary: Target out-of-state PRs as prospective leads by filtering for petitioners who reside outside your

Question 4

How to approach historical prospecting

Accepted Answer

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How to Perform Historical Prospecting in Probate Data

Understand the Value of Historical Prospecting

Historical prospecting focuses on older cases (e.g., 12–14 months old) to identify properties still available for sale.
Probate Data tracks MLS activity weekly, so you can pinpoint properties where the deceased’s name matches the title and the property has not been sold or listed.

Set Up a Historical Search

Start a New Search from the dashboard.
Select your state (e.g., California) and county (e.g., Los Angeles County).
For the date range, choose a specific month from the previous year (e.g., June 2022).
Avoid extending the date range into the current year to keep the search focused on older cases.

Refine Your Results

Run the search and review the results.
To narrow down, click Modify Filters and apply criteria:
Market Insights: Filter for “Available” properties (title matches the deceased, and the property is not listed or sold).
Petitioner Filters: Select cases with phone numbers and email addresses.

Analyze the Results

Review the refined list to find potential opportunities.
Example: Out of 343 initial cases, filtering for available properties with contact info might yield 96 cases.
Expect that around 60–70% of these cases are actionable leads, while the remainder might have been retained by families or resolved differently

Question 5

How to use filters when searching for leads

Accepted Answer

How to Modify Filters with Probate Data in Market Insight

This guide walks you through the process of modifying filters to narrow down probate data searches, based on the video above. Follow these steps to refine your searches, customize views, and save them for ongoing alerts.

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Step 1: Start a New Search

Navigate to the "New Search" option in the platform.
Select your state (e.g., California).
Choose the county (e.g., Los Angeles County).
Set a start date, such as two months ahead (e.g., July), and leave the end date blank to include ongoing results.
Click "Search" to generate initial results (e.g., approximately 783 cases).

Step 2: Modify Filters to Narrow Your Search

Click "Modify Filters" to access the filter options.
Status Filters: Select "Available" to focus on properties that are currently available. Review the descriptions provided for each status option to choose the best fit.
Case Information Filters: Add details like case number, administrator/executor status (yes/no), or authority type to refine based on case specifics.
Decedent Filters: Input zip codes or surrounding cities related to the property to target specific locations.
Prospect Filters (Lawyer Filters): Use these for attorney-related searches, such as zip codes or referred lawyers.
Petitioner Filters: Narrow down to petitioners with contact information: This helps ensure

Question 6

How To Use ProbateData Lead Cleanup GPT (Chatgpt) - UPDATE

Accepted Answer

UPDATE - Dec 2025

You can now use this simple tool to convert probatedata files to csv files that are more compatible with your CRM, dialing and mail merge needs.

Link to tool: https://pdcleanup.netlify.app/

Quick video walkthrough

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You cab still use the chatgpt tool below if you like. The new one is faster and better, though

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LINK to ChatGPT Tool: CLICK HERE

How to Use the ProbateData Lead Cleanup GPT: Step-by-Step Guide

Upload the Original CSV File

Open the tool and tap the upload button.
Select the CSV file from ProbateData (sent via email or downloaded from ProbateData).
Attach and upload the file.

Analyze and Process the Data

The GPT will analyze the file. If it reports missing columns, let it rescan the file.
Once the necessary columns are found, it will start processing.

Data Cleanup

The GPT splits full names (e.g., lawyer’s name and petitioner name) into first and last name columns.
It corrects capitalization across all columns.

Download and Review the Processed File

Download the updated CSV file.
Verify the changes (e.g., first and last name columns for lawyers and petitioners).

Save and Use the File

Save the processed file to your computer.
Use it for ta

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