Generating repeat business is the lifeblood of any successful real estate agent. But with busy schedules, endless transactions, and new leads to chase, maintaining relationships with past clients often falls by the wayside. That’s where a Virtual Assistant (VA) can be a game-changer.
In this FAQ-style guide, we’ll break down exactly how VAs help agents nurture past clients, boost referrals, and create a steady stream of repeat business—without the agent lifting a finger.
1. Why is follow-up crucial for generating repeat business?
Real estate is built on relationships. Studies show that:
- 70% of home sellers use the same agent they worked with before—if they stay in touch.
- Referrals from past clients account for 25-40% of an agent’s business.
- 90% of buyers would refer their agent—but only 23% actually do unless prompted.
A consistent follow-up system keeps you top of mind so clients return when they’re ready to buy or sell again—and send friends your way.
2. How can a VA help with client follow-up?
A skilled VA takes over the repetitive but critical tasks that keep relationships warm, including:
✅ Personalized check-ins (birthdays, anniversaries, holidays)
✅ Market updates (neighborhood reports, home value estimates)
✅ Referral requests (automated but personal asks for reviews and referrals)
✅ CRM management (tracking past clients, segmenting lists, scheduling touches)
✅ Content distribution (sending newsletters, blog posts, or market insights)
This ensures no client slips through the cracks—without the agent spending hours on admin.
3. What’s the best follow-up schedule for past clients?
A structured yet natural touchpoint system works best. Here’s a proven timeline:
| Time After Closing | Follow-Up Action |
|---|---|
| 1-3 Days | Send a handwritten thank-you note + small gift (e.g., branded closing gift). |
| 1 Month | Email a “How’s the new home?” check-in + offer a free home warranty reminder. |
| 3 Months | Share a local market update + invite to a client appreciation event. |
| 6 Months | Send a home value report + ask if they know anyone looking to buy/sell. |
| Every 6-12 Months | Regular check-ins (holiday cards, annual market reviews). |
A VA can automate reminders while keeping messages personal.
4. What tools can a VA use to automate follow-ups?
VAs leverage tech to make follow-up seamless:
- CRM Systems (Follow Up Boss, LionDesk, HubSpot) – Track client interactions and schedule touches.
- Email Automation (Mailchimp, Constant Contact) – Send drip campaigns without manual work.
- Text & Call Tools (Mojo Dialer, BombBomb) – Personalize outreach at scale.
- Gifting Services (Postable, Sendoso) – Automate thank-you notes and gifts.
The key? Systematizing follow-ups so they happen consistently.
5. How can a VA help with referral generation?
Most clients want to refer their agent—they just forget. A VA ensures referrals happen by:
📞 Asking at the right time (e.g., after a positive review or happy closing).
📧 Making it easy (sending pre-written referral requests with one-click replies).
🎁 Incentivizing (offering referral bonuses or small gifts).
📱 Following up (if they don’t respond, a VA gently nudges them later).
This turns happy clients into a referral machine.
6. What’s the ROI of hiring a VA for follow-up?
Agents who delegate follow-up to a VA see:
✔ 20-30% more repeat business (clients come back when ready to move again).
✔ 15-25% increase in referrals (past clients actually send leads).
✔ 5-10 hours saved weekly (no more manual check-ins).
✔ Higher client satisfaction (they feel valued, not forgotten).
For a small investment (500−500−1,500/month for a VA), the payoff is massive.
7. How do I train a VA to handle follow-ups effectively?
A great VA needs:
🔹 Clear guidelines (brand voice, preferred messaging, CRM setup).
🔹 Access to templates (pre-written emails, scripts, and workflows).
🔹 Regular check-ins (review what’s working and adjust).
🔹 CRM training (how to log interactions and track leads).
Start with a 30-day trial period to refine the process.
Final Thoughts
Repeat business doesn’t happen by accident—it happens by consistent, thoughtful follow-up. A VA handles this for you, ensuring no client is forgotten and every happy past client becomes a future lead.
The best part? You stay focused on new deals while your VA keeps the pipeline full.
