How To 3x Listing Transactions With a 1k Database

by Chris Drayer · April 29, 2025

Imagine you are a realtor, a few years in and you sold 4 listings last year. You want more, 3x more sellers. For now, you want to 3x that number, with 1,000 contacts in your database what should you do?

First, you already know your database is your goldmine.

If you sold 4 listings last year and want to 3x that to 12+ sales, you’ll need to activate your 1,000 contacts more effectively.

Here’s a clear, realistic plan:

1. Segment Your Database

Not all 1,000 contacts are equal. Let’s find the low hanging fruit.

Segment them: past clients, leads, friends/family, sphere of influence, cold leads.
Identify the homeowners likely to sell (use a combo of public records & social media or … Revaluate).
Prioritize the warmest 20-30% who already know, like, and trust you.

→ Goal: Know who is more likely to do business with you soon.

2. Improve Touchpoints

You likely didn’t contact most of them enough last year.

Email marketing: Send a valuable, personalized message 2x/month. (Hint: Newsletters died years ago)
Texts & calls: Create a monthly call list. (Start with 10–20 people a week.)
Social media: Friend/follow them, ENGAGE and personally (read: not automated junk) post 3-5 times per week a mix of personal + business.

PRO TIP: Dont fall into the easy trap. TRACK this in your CRM.

→ Goal: Stay top-of-mind and remind them you’re active, approachable, and good.

3. Deliver Value, Not Spam

Nobody wants “I’m never too busy for referrals” every week. Instead, send:

Local updates: Local market updates. new construction, new shops, restaurants (get specific on a new dish you tried)
Community events: Farmers markets, parties, charitable events, tournaments, invitations
Social posts that are… Social “Which house would you choose? A or B?” (two listing photos)

→ Goal: Become the trusted local expert they want to refer.

4. Ask for Business — the Right Way

At least quarterly, directly (but graciously) ask your best segment (step 1) relationships via text, phone, vm drop or pop by.

“You probably are not thinking about moving right now, but I have buyers in your area. Do you know anyone thinking about making a move?”

AND remind them:

“Inventory is low. If you hear someone talking about selling, please connect us!”

→ Goal: Create small asks that are easy for them to say yes to.

5. Automate Where Possible

Use a CRM to schedule follow-ups.
Set up automatic drip campaigns for colder leads.
It’s ok to use templates but personalize every email/text.

→ Goal: Save time while staying consistent.

Bonus: Add 200+ New Contacts This Year

Open houses
Community events
Referral partners (lenders, title reps, handymen, etc.)
Online leads (last resort: the most expensive / lowest ROI option)

Your database should grow by 10% a year to maintain momentum.

✏️ Quick Math:

1,000 contacts → 12+ sales is about a 1.2% conversion rate.
That’s very achievable if you focus on your most likely to move / top 200–300 contacts first.