How to Handle Potential Vendors (so they don't fall through the cracks)
We all know what it feels like to drop the ball when it comes to following up past appraisals and potential listing leads. It happens to everyone at some point in their career.
Here's the thing - solving this problem isn't about scripts, applying more pressure, or chasing people who aren’t ready. It’s about treating your pipeline like the asset it is, and putting a simple, repeatable structure around how you handle potential vendors week to week.
If you want more control, more consistency, and fewer “I should’ve followed that one up” moments, keep reading.
Most agents don’t have a listing problem.
They have a pipeline discipline problem.
They’re busy. They’re doing appraisals. They’re running open homes. They’re chasing buyers. But quietly, in the background, dozens of potential vendors are drifting further away every week.
- Past appraisals that never quite converted.
- Owners who said “maybe later”.
- People who liked you, trusted you, but weren’t quite ready.
That is where most real estate businesses leak income. This guide is about fixing that.
What a Potential Vendor Really Is
A potential vendor isn’t someone who said “yes”. It’s someone who raised their hand even slightly.
That includes:
- Every appraisal you didn’t win
- Every owner who said “six months” or “next year”
- Buyers who clearly have a property to sell
- Withdrawn listings
- Owners who asked for advice, pricing, or timing
If someone has had a real estate conversation with you about their property, they belong in your pipeline.
The Mistake Most Agents Make
Most agents treat follow-up as an event.
They do a good job for the first few days after the appraisal:
- A thank-you
- A call
- Maybe an email
Then life kicks back in.
Urgent buyers.
Current listings.
Admin.
The next appraisal.
Weeks pass. Months pass. And eventually, the owner lists - often with someone else. Not because that agent was better. But because they stayed present.
Your Pipeline Needs to Be Physical
Here’s the non-negotiable rule:
Not buried in your CRM.
Not “I’ll check it later”.
Not “I know who they are”.
Printed. Visible. Real.
This list is your pipeline. And your pipeline is your business.
This principle matters because it forces accountability: you can’t hide from names on a page.
The Weekly Pipeline Ritual
Once a week, sit down, ideally with a colleague, manager, or accountability partner, and go through the list together.
Ask four simple questions for every name:
- When did I last make personal contact?
- What stage are they actually at?
- What would be genuinely helpful to that owner right now?
- What is the next logical touchpoint?
That next step might be:
- A follow-up call
- An updated CMA
- A handwritten card
- Phone to tell them about a potential buyer you've been working with.
- A quick market check-in
- Send them a copy of our preparing for sale checklist.
- Send a case study of a recent campaign that achieved a great result.
- Share a relevant sale nearby
- Email an Agent Monday seller-focussed guide
You’re not trying to close them. You’re trying to stay relevant.
Call Reluctance Is the Silent Killer of Pipelines
Here’s the uncomfortable truth:
Most pipelines don’t go stale because agents don’t know what to do. They go stale because agents avoid the phone.
Call reluctance shows up strongest with potential vendors:
- “I don’t want to bother them”
- “They said they weren’t ready”
- “It’s been too long”
That internal resistance is normal - but unmanaged, it’s expensive.
The solution is taking action. You don’t need the perfect reason to call. You just need to make the call.
A simple opener is enough:
“I’ve been meaning to check in and see how things are going. Has anything changed on your end?”
That’s not pressure. That’s professionalism.
For more opening scripts and call motivation, check out this guide:
Andrew Duncan
Set a Weekly Call Target (And Keep It Modest)
Don’t aim for hero numbers you’ll avoid.
Target 5–10 pipeline calls per week.
More if you can. But never zero.
These are not cold calls.
These are warm, earned conversations.
And momentum matters. One call makes the second easier. And consistency beats lofty, unreachable targets every time.
Vary the Way You Stay in Touch
If you call too much, you’ll burn goodwill. If you never call, you’ll be forgotten. The balance matters.
Use a mix of:
- Calls
- Texts
- Emails
- Cards
- Market updates
- Useful content
The agents who win are the ones who show value without chasing.
Every touchpoint should answer one question for the owner:
“Is this agent still across the market, and still looking out for me?”
Timeframes Change Faster Than You Think
Many owners say “12 months” when they mean “I’m nervous”.
Circumstances shift:
- Job changes
- Family decisions
- Financial pressure
- Confidence returning to the market
If you’re not present when that switch flips, someone else will be.
That’s why pipeline management isn’t optional. It's critical to your business.
The Long Game Always Wins
Handling potential vendors well isn’t about pressure. It’s about trust, timing, and demonstrating proficiency.
When owners finally decide to sell, they are more likely to hire the agent who consistently kept in touch with useful information.
Keep your pipeline list close. Review it daily. Make the calls even when you don’t feel like it. Because when your pipeline is healthy, it'll lead to listings and sales in the months ahead.
Have an epic week!
Andrew Duncan
PS. For more on this topic, check out our step-by-step appraisal follow-up plan:
Andrew Duncan
And while you're here, these are some of our most popular seller-focussed content pieces. Use them to follow up your pipeline and convert more potential vendors into actual commissions.
Andrew Duncan
Andrew Duncan
Andrew Duncan
