Complete Probate Outreach Playbook for Real Estate Agents

“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 markets

✅ Fast closings — pressure from debts, taxes, or deadlines

✅ You get paid at closing — no waiting for probate to finish

✅ Virtually no competition — <2% of agents specialize here

🧭 3) Step-by-Step System

Step 1: Source Probate Cases with ProbateData

• Includes: case number, PR name, mailing address, PR phone and email address, attorney info, property address
• Done-For-You: Title and ownership confirmed using CoreLogic integration
• Done-For-You: DNC (Do Not Call) phone verification against federal database

Step 2: Research & Qualify - all done for you in probatedata

Sort by:

• PR contact (mail, phone, email) - included with probatedata in most cases
• Verify title + ownership - done for you with probatedata
• Check MLS (sold or listed since probate filing date) - done for you with probatedata
• Note PR location. Both out of state and local PR’s are motivated
• • Out of state PR’s are usually more motivated
  • Local PR’s are motivated and easier to meet

Step 3: Prioritize Leads

A: Marked “Available” in probatedata - these are properties where decedent name matches name on title AND property has not been listed or sold since probate filing date → reach out now and continue with follow up

B: Marked “Unknown” in probatedata - these are properties where name of decedent does not match the name on property title. They may own other properties. Worth an outreach→ Reach out and nurture eventually.

C: Marked “N/A” in probatedata - these are properties where information is missing. Only reach out and do secondary research if you have the time and budget→ Not recommended to reach out unless you have the time and patience and budget.

Step 4: Outreach (12-Touch, 90-Day System)

Use the cadence below as a suggestion, not a requirement. Remember—these sellers are motivated, so whatever works well in your regular markets will work even better in probate. Why? Because these sellers must sell in the coming weeks and months, not years.

Sample cadence:

Here are suggestions for each touchpoint in the 12-touch, 90-day probate outreach system:

📬 Day 0: Letter 1 – Compassionate intro

Keep it sincere and respectful. Include:

• Brief condolences acknowledging their loss
• Introduction to your expertise in real estate
• Mention that you understand the challenges of managing an estate
• Offer to be a resource (no pressure to list)
• Include your contact information and a professional photo

☎️ Day 3: Call 1 – Offer help with logistics

Script points:

• "I'm checking in following my letter - is this a good time?"
• "I understand you're managing [decedent's name]'s estate - how are you holding up?"
• "I work with many personal representatives and can help coordinate local services if needed"
• "What's your biggest challenge right now with the property?"

💌 Day 7: Email 1 – Checklist & vendor list

Include:

• PDF checklist of probate property tasks

Checklist + Local Vendor Templates

• List of vetted service providers (cleanout, locksmith, landscapers)
• Brief tips on securing the property
• No-pressure offer to answer questions

📬 Day 14: Letter 2 – Case study/testimonial

Share:

• Brief story of another family you helped (anonymized)
• Specific challenges they faced and how you solved them
• Photos of before/after (if appropriate)
• Quote from the satisfied client

☎️ Day 21: Call 2 – Ask about condition/goals

Focus on:

• "Have you had a chance to visit the property recently?"
• "What's your timeline for settling the estate?"
• "Are you more focused on maximizing value or a quick, hassle-free sale?"
• Offer a no-obligation property assessment

💌 Day 28: Email 2 – Introduce vendors

Include:

• Introduction to 2-3 specific vendors (with contact info)
• Brief explanation of how each can help with the estate
• Mention any special rates they offer your clients
• Offer to make direct introductions

☎️ Day 42: Call 3 – Offer walkthrough

Approach:

• "I'm checking in - how is the probate process moving along?"
• "Would it be helpful for me to do a walkthrough to give you a current valuation?"
• "I can also identify any quick fixes that might increase value"
• "There's no obligation - just information to help your decision-making"

📬 Day 56: Letter 3 – Free valuation/net sheet

Provide:

• Estimated property value range (based on comparable sales)
• Sample net sheet showing potential proceeds
• Options for selling (as-is, with minor repairs, etc.)
• Timeline for each option

💌 Day 70: Email 3 – Market update

Share:

• Current market conditions in the property's neighborhood
• Recent comparable sales
• Trends affecting property values
• Suggestion that timing might be advantageous

💬 Day 80: Text – Friendly check-in

Keep it brief:

• "Hi [Name], just checking in on how things are progressing with [property address]. I'm available if you need any local assistance or have questions. [Your name]"

☎️ Day 90: Call 4 – Re-triage & follow-up

Approach:

• Acknowledge the 3-month mark since your initial contact
• Ask about progress with the probate process
• Determine if timeline has changed
• Offer to adjust your support based on current needs
• If appropriate, discuss next steps or move to longer-term follow-up schedule

Throughout all touchpoints, maintain a helpful, service-oriented approach rather than pushing for a listing. This aligns with the guide's emphasis on providing value first.

🧠 90% of agents stop after 4 touches — the top 10% win through consistency.

🕵️ 4) Discovery Call Questions

• What seems to be the biggest challenge right now?
• Have letters of administration been issued?
• Is anyone living in the property now?
• What matters most to you and the family now?
• Any debts, taxes, or repairs to manage first?
• Do you need trusted local vendors?

Close with:

“Would a 20-minute walkthrough help you see your options?I’ll bring a simple plan and a clean-up checklist.”

💼 5) Offer Framework: Give Options, Not Pressure

1. List As-Is → Fastest sale, no repairs
2. Light Repair + List → Higher net, short prep
3. Direct Cash Offer → Fastest close, lowest friction

⚖️ 6) Work Smoothly with Attorneys

• Keep them updated, not surprised
• CC them on milestones and offers
• Send clear, factual summaries
• After one smooth deal → ask for introductions to other PRs they manage

🧰 7) Tools for Success

• ProbateData.com → Verified PR contacts, MLS cross-checks, CoreLogic data
• CRM → Track outreach, notes, and status
• Templates → Letters, emails, call scripts
• Vendor List → Clean-out, landscaper, locksmith, estate-sale, handyman

📅 30-60-90 Day Game Plan

Days 1–7: Pick counties, pull 100 cases, set up CRM + templates

Days 8–30: Launch outreach, contact 50 PRs, book 5 walkthroughs

Days 31–60: Add automation, letters 2 & 3, build vendor network

Days 61–90: Review KPIs, gather testimonials, scale up

📊 9) Key Metrics to Track

• Cases added per week
• Letters sent / Calls made
• Contacts reached
• Appointments booked
• Listings signed
• Closings & Avg. Days to Sale

💬 10) Final Motivation

Probate real estate isn’t about chasing leads — it’s about serving families who need your help.

Every client is legally motivated to settle their property, and you can make that process smoother, faster, and more profitable for them.

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

Updated on: 17/11/2025