How should a broker follow up after a site visit in India?
A step-by-step follow-up system for brokers after a site visit: timing, the three messages to send, and how to track which lead source brings real visits.
By Devesh Sarkaar · · 3 min read
Short answer: A broker should follow up within the same day, send a short written recap, and check in again after 48 hours and after one week. Track each lead by source and by outcome, so you can see which source brings real site visits and not just enquiries.
Why follow-up after a visit decides the deal
Most lost deals in site visits are not lost on the visit itself. They are lost in the quiet days after it, when the buyer forgets the details or gets a better offer elsewhere. A fixed follow-up routine keeps the project fresh and gives the buyer one clear next step.
Step 1: Message the same day
Send a short WhatsApp message on the evening of the visit. Thank the buyer, name the two or three points they liked, and ask one question. Keep it under five lines. Do not send the price list in this first message.
Step 2: Send a written recap
Within a day, send a recap with the unit type, the payment plan you discussed, and the next meeting time. Write the figures exactly as the developer's sheet shows them. If a figure is not in the sheet, do not guess; say you will confirm it.
Step 3: Check the project's RERA status before you send anything
Before you share a project's details or promote it, check that it is registered. Section 3 of the Real Estate (Regulation and Development) Act, 2016 bars a promoter from advertising or selling a project that is not registered with the regulator (Indian Kanoon, Section 3). In Maharashtra, search the project on the MahaRERA project search. Put the registration number in your recap, so the buyer can check it too.
Step 4: Follow up at 48 hours and one week
If there is no reply after 48 hours, send one short message with one new fact, such as a finance option or a new photo of the site. After one week, ask directly whether the buyer wants to go ahead, pause, or stop. A clear answer is better than a silent lead that sits in your list.
Step 5: Track every lead to a visit
Use one list or CRM with these columns: source, date, first reply time, next follow-up, site visit booked, site visit done, outcome. After a month you will know which source brings visits, not only enquiries.
Step 6: Review the list every week
Each week, move the cold leads to a slower follow-up and spend your time on the warm ones. Drop leads that ask to stop. Keep the notes on what each buyer wants, because that is what makes the next call useful.
Where Gharleads fits
Gharleads is an Indore-based team that only works in real estate. Its services include buyer and tenant leads, owner leads from listing links, a WhatsApp AI chatbot, an AI calling agent and a CRM. It is one option among several, and we do not publish result numbers here. See the services page for what each service does, and ask for a demo before you decide.
Frequently asked questions
How soon after a site visit should a broker follow up?
The same day, with a short message. Then send a written recap within a day and check in again after 48 hours.
Should a broker share a project that is not RERA registered?
No. Check the project on the state RERA website first. Under Section 3 of the 2016 Act, promotion of an unregistered project is not allowed.
What is the best way to track site-visit leads?
One list with the source, the dates, the visit status and the outcome. Review it every week, and measure by site visits and closings, not by enquiries. Written by Devesh Sarkaar, founder of Gharleads, Aivesh Academy and Propvance IT Solutions. General information, not legal or financial advice. Verify RERA registration before you buy or promote a project.
Written by Devesh Sarkaar, founder of Gharleads, Aivesh Academy and Propvance IT Solutions. General information, not legal or financial advice.