Cold-Call Scripts for Probate Listings: 7 Proven Steps for a Smartphone Workflow That Actually Works
Let's just say it. Ugh. Probate calls.
Your phone feels like it weighs about 50 pounds. You're staring at a name on a list, knowing that person is probably having one of the worst months of their life. And your job... is to interrupt their grief to ask about a house.
It feels... gross.
We’re business owners. We’re growth-minded. We’re independent operators. We’re supposed to be tough. But this part of the job? It can make you feel like a vulture. You're not a vulture. You're a professional who provides a genuinely valuable service during a confusing, complex, and emotionally draining time. The problem isn't your intention; it's your script.
The "just checking in" or "are you planning to sell?" approach is a one-way ticket to getting hung up on, feeling terrible about yourself, and, worst of all, failing to help the one person who actually needs you.
I'm throwing out the old playbook. Forget the hard-sell. Forget the assumptions. We're going to build a new workflow, one designed for your smartphone, built on empathy, and focused on one thing: getting past the gatekeeper (and your own "ick" factor) by genuinely offering to help. This is the operator's guide to doing it right.
Why Your Current Probate Script is Failing (And Feels Awful)
If you're reading this, you've probably tried a script you found on some "top producer" forum. It likely went something like this:
"Hi, am I speaking with [Executor's Name]? My condolences for your loss. I know this is a difficult time, but I'm a local real estate specialist, and I'm calling about the property at 123 Main Street. Have you given any thought to selling?"
Let's break down why this is a dumpster fire.
- The "But": "My condolences, but..." The word "but" completely negates the condolences. It translates to: "I am legally required to say I'm sorry so I can get to the part where I make money."
- The Assumption: It assumes they want to sell. What if they want to rent it? What if a family member is moving in? You've already pigeonholed them.
- The Timing: "Have you given any thought..." Of course they haven't! They're busy ordering flowers, probating a will, and finding a black suit that still fits. Selling the house is item #50 on a 100-item list.
- The "Gatekeeper" Problem: This script is built for the executor. What happens when their sister, brother-in-law, or a grieving spouse picks up? It's an instant dead end. "Uh, he's busy," click.
This script fails because it is 100% agent-centric. It screams, "I want your listing." The new model, the one that works, screams, "I have resources you might need." Big difference.
The Mindset Shift: From "Agent" to "Resource Navigator"
Before you change a single word of your script, you have to change your entire objective. Your new objective is not to get a listing.
I repeat: Your goal is not the listing.
Your new goal is to be remembered as the one helpful, professional, and empathetic person who called during this chaos. That's it. Because when it is time to sell (in 3 weeks or 3 months), who will they call? The 10 vultures who asked about the house? Or the one "resource navigator" who offered a list of trusted estate sale companies, probate attorneys, and donation pickup services?
The "gatekeeper"—the family member who isn't the executor—is no longer an obstacle. They are your ally. They are also overwhelmed. If you can help them by providing a resource that makes their life easier, they will hand-deliver you to the decision-maker with a glowing recommendation. "Hey, you should talk to this person, they were actually really helpful."
This is E-E-A-T (Experience, Expertise, Authoritativeness, Trustworthiness) in its purest form. You aren't claiming to be a trustworthy expert; you are acting like one.
Part 1: The "Smartphone Workflow" Setup (Before You Dial)
You're an operator on the move. You don't have time to be chained to a desk with a complex CRM. This workflow is built for the device in your pocket.
Step 1: Get Your "Mobile Office" Right
- Dialer: Don't use your personal cell number. Use a service like Google Voice or a similar VoIP app. It gives you a separate, professional number you can use for calls and texts. It also makes it easier to track.
- "Mini-CRM": You don't need Salesforce. You need a simple note-taking app that syncs. This could be Google Keep, Apple Notes, or a dedicated simple CRM app. Create a new note for each lead. That's it.
- The "Value Packet" Link: This is your secret weapon. Before you make a single call, have a simple, single-page website (a Carrd or Linktree is fine) or a Google Drive folder. This link should contain your "Helpful Probate Packet" (more on that later). Have this link ready to copy/paste.
Step 2: The 3-Minute Pre-Call Research
Don't just dial. Pull up the address on Google Maps (get a feel for the property) and do a quick search for the decedent's name. Why? Not to be creepy, but to find an obituary if possible. The obit often lists the correct family members and can give you a sense of timing. It also confirms you're not calling about someone who is very much alive (a common and embarrassing list-provider error).
Step 3: The Legal & Ethical Disclaimer (Read This)
A Quick But Critical Note
I am a blog writer and business strategist, not an attorney. This is not legal advice. Probate laws vary wildly by state and county. Furthermore, you MUST scrub all your numbers against the National Do Not Call Registry. Calling someone on the DNC list, especially for solicitation, can result in massive fines. This guide assumes you are a licensed professional operating in full compliance with all local, state, and federal laws. When in doubt, consult your broker and your lawyer. Do not be reckless.
Part 2: The Cold-Call Scripts for Probate Listings That Actually Work
Okay, you've done the prep. You're in the "navigator" mindset. Your phone is ready. Here are the scripts. Notice how they are all questions and offers, not statements and asks.
Script 1: The "Gatekeeper" (Non-Executor Family Member)
This is the most likely person you'll get. They're protective, tired, and suspicious. Your job is to disarm them and be helpful.
You: "Hi, my name is [Your Name]. I'm a local [Your Role, e.g., "property resource specialist"] in the area. I was hoping to speak with [Executor's Name], but I'm not sure if I have the right number. Is this a good person to talk to about the estate?"
Them: "He's not available. What is this regarding?" (This is the test.)
You: "I understand completely. This is a bit of a sensitive call, and I apologize for the intrusion. My company provides a free resource guide for families navigating the probate process—it's just a checklist of local contacts for things like estate sales, donation pickups, and property cleanouts. I was hoping to send it to the right person. Would that be helpful at all?"
Why this works:
- You identified yourself, but as a "resource specialist," not a "sales agent."
- You gave them an easy out ("not sure if I have the right number").
- You offered a "free resource guide," not a "free market analysis."
- You gave them the power to decide if it's "helpful."
They will either take the link, or they'll say, "Oh, you need to talk to Bob. Let me get you his number." Win-win.
Script 2: The Personal Representative / Executor (The Decision-Maker)
You got the main person. The tone is the same: empathy, clarity, service.
You: "Hi, am I speaking with [Executor's Name]?
Them: "Yes... who is this?"
You: "Hi [Executor's Name], my name is [Your Name]. I'm a local property specialist, and I know I'm calling out of the blue. I'm calling regarding the property at [123 Main Street]. I'm sure you're getting a dozen of these calls, and I apologize for that.
My reason for calling is simple: I've created a free checklist for families managing an estate property. It has contacts for local donation services, estate sale companies, and property maintenance folks. Most people find it helpful for getting organized.
Would you be open to me texting you the link? No strings, I promise."
Why this works:
- You acknowledged the elephant in the room: "I'm sure you're getting a dozen of these calls." This shows self-awareness and aligns you with them against the "vultures."
- Again, the offer is a "checklist," not a "CMA."
- The ask is low-friction: "Would you be open to me texting you the link?" It's a tiny "yes" that is easy to give.
Script 3: The Voicemail Script
Don't hang up. A good voicemail proves you're a professional. Keep it short, helpful, and do not mention the death or "probate."
"Hi, this is [Your Name] with [Your Company]. This message is for [Executor's Name] regarding the property at [123 Main Street]. I have some simple resource information that might be helpful for managing the property. My number is [Your Number], but I'll also follow up with a text if that's easier. Thank you."
It's simple, professional, and non-threatening. They know exactly why you're calling, but you've framed it as "resource information," not a sales pitch.
Part 3: The Follow-Up Smartphone Workflow (After the Call)
The call is just step one. The "smartphone workflow" shines in the follow-up.
The "Immediate" Text (The 10-Second Follow-Up)
Whether you spoke to them or left a voicemail, send a text immediately after. Why? People screen calls, but they read texts.
If you spoke to them: "Hi [Name], [Your Name] here. As promised, here's that free probate resource guide: [Your Link]. Hope it helps, and please don't hesitate to reach out if you need anything at all. No pressure."
If you left a voicemail: "Hi [Name], [Your Name] here. Just left you a quick voicemail. I have a resource guide for families managing an estate property that you might find helpful. Here's the link: [Your Link]. Let me know if you have any questions."
This is your entire workflow. Call > Voicemail > Text with Link. Or Call > Conversation > Text with Link. It's fast, efficient, and all on your phone.
The "Snail Mail" Packet (The Real Gold)
This is optional but powerful. For leads who were receptive, send a physical packet. Why? It's tangible. It has E-E-A-T. It sits on the kitchen counter.
What's in the packet:
- A printed, nicely-branded version of your resource guide.
- A hand-written note (on a blank "thinking of you" card, NOT branded letterhead). "Hi [Name], it was kind of you to take my call. Here is the resource packet I mentioned. Wishing you and your family the best during this difficult time. - [Your Name]"
- What's NOT in it: A CMA. A "list with me" flyer. Your business card stapled to a magnet.
Your CRM/Note-Taking Workflow (The 30-Second Update)
Open your note-taking app. Find the lead's note. Add one line:
"Nov 9: Left VM. Sent text w/ link. Seemed like an old VM greeting."
Done. Set a reminder in your phone's calendar for 2 weeks from now. "Follow up w/ [Name]." Move to the next call.
Common Mistakes: 5 Ways to Guarantee They Hang Up
Avoid these landmines at all costs. These are the hallmarks of the "vulture" agent.
- "Sorry for your loss, BUT..." As we covered, the "but" is a killer. Just say, "I know this is a difficult time." Full stop.
- Asking "When are you selling?" This is the most selfish question you can ask. It translates to "When do I get paid?" A better question, if you must ask, is "What are the family's plans for the property?"
- Lying or Obfuscating. "Hi, I'm a... uh... family friend." "I'm calling about an important matter." Just be honest. You're a property specialist. They will respect the honesty, even if they're not interested.
- Having No "Off-Ramp." Your entire script is built on the "off-ramp," which is your resource guide. If your only offer is a "free home valuation," you have no way to pivot. They say "no," and the call is over.
- Talking Too Much. This is a time for listening. Ask your opening question, then be quiet. Let them talk. They might be angry, sad, or just tired. Let them set the tone.
Infographic: The Probate Call Empathy Workflow
Here’s a simple, Blogger-friendly flow chart of the entire process. This is your new playbook.
The Probate Call Empathy Workflow
From "Cold Call" to "Trusted Resource"
- Google Voice / VoIP App
- Simple Note App (Google Keep, etc.)
- "Value Packet" Link (Google Drive, etc.)
Check Maps, find obit, confirm executor name.
"My goal is to help, not to sell."
Use Gatekeeper Script. Focus on offering the resource packet for "the right person."
Use Executor Script. Acknowledge the calls, offer the low-friction link.
Send text with link (promised or from VM). Log call in notes. Set 2-week reminder.
You were helpful, professional, and efficient. You built trust.
Trusted Resources for Ethical Estate Professionals
Building E-E-A-T means citing your sources and continuing your education. Don't just rely on a blog post (even this one!). Go to the source.
National Association of REALTORS®
Start with the Code of Ethics. It's your guiding star for all difficult conversations, including probate.
Read the Code of EthicsNolo.com (Probate & Estates)
Nolo is one of the most respected online resources for plain-English legal information. Understand the process your clients are going through.
Browse Probate ProcessFindLaw (Estate Planning)
Another excellent legal resource. Their articles on the duties of an executor can give you immense insight into the stress your contacts are under.
Explore Estate LawAdvanced Insight: The "Warm" Probate Call Strategy
Cold calling is a grind. It's effective if done right, but it's tough. The real long-term play for operators who want to build a sustainable business in this niche is the "warm" call.
This means you aren't calling the family at all. You are calling the probate attorneys.
Think about it. Who is the first person the family hires? The attorney. Who does that attorney always need on speed dial? A reliable, professional, and empathetic real estate agent who can handle the property side, liquidating assets, and managing cleanouts.
Your new workflow: Identify the top 5-10 probate and estate planning attorneys in your area. Call their office. You're not calling a grieving family; you're calling a professional colleague. Your script is B2B: "Hi, my name is [Your Name], I'm a local property specialist, and I've built my business around assisting families in probate. I've developed a comprehensive resource packet and a network of vendors (cleaners, sales, etc.) to make the property side of the estate seamless. I know you're busy, but I'd love to drop off my packet for your review. If you ever have a client who just needs 'boots on the ground' for the property, I'd be honored to be a resource."
One good relationship with a probate attorney is worth a thousand cold calls. You're no longer the vulture; you're a pre-vetted part of the solution. This is the ultimate E-E-A-T play.
Frequently Asked Questions (FAQ)
1. What is the best time of day to make probate calls?
Many experts say late-morning (10 AM - 12 PM) or mid-afternoon (2 PM - 4 PM). Avoid early mornings, lunchtime, and dinner hours. Honestly, the "best" time is the time you'll actually do it, but be respectful of normal human hours.
2. How soon is "too soon" to call a probate lead?
This is the ethical dilemma. Some data providers send leads within days. Many successful agents wait 2-4 weeks after the filing. This gives the family a little breathing room. Calling too soon puts you in the "vulture" category. Calling later puts you in the "helpful" category.
3. What if they get angry and yell at me?
It will happen. Do not take it personally. They aren't mad at you; they're mad at the situation, their grief, and the 10 other callers before you. Have a simple, humble reply: "I understand completely, and I sincerely apologize for the intrusion. I will take you off my list immediately. I wish you and your family the best." Then hang up and do take them off your list.
4. Is it legal to call probate leads?
Generally, yes, as it's often public record. However, this is subject to all DNC (Do Not Call) list regulations. As mentioned in our disclaimer, you MUST scrub your lists against the DNC. Violating this is not a business-building activity; it's a fine-generating one. (See our disclaimer).
5. What should be in my "Probate Resource Guide"?
This is your key value-add. It should be a 1-2 page PDF or simple webpage. Include:
- A simple "Probate Property Checklist."
- Phone numbers for local utility companies (to transfer/stop service).
- Names of 1-2 trusted estate sale companies.
- Names of 1-2 trusted junk removal / property cleanout services.
- Names of 1-2 local donation pickups (Goodwill, Salvation Army, etc.).
- A brief, no-pressure note: "If you have questions about the home's value or repairs, I'm here to help."
6. Why not just offer a Free CMA (Comparative Market Analysis)?
Because that's a sales pitch. It's about you and the listing. A "resource guide" is about them and their problems. You can't solve their junk-removal problem with a CMA. Solve their immediate, tangible problems first to earn the right to solve their long-term, high-value problem (selling the house).
7. How do I get past a lawyer or answering service?
Treat them with the same respect. Use the Gatekeeper script. "Hi, my name is [Your Name]. I have a resource guide for the executor of the [Family Name] estate. Can you tell me the best way to get this to them? Is there an email I can send it to?" They will be shocked that you're offering something instead of asking for something.
Final Thoughts: Stop Selling, Start Serving
Let's go back to that 50-pound phone. It's still a tough call to make. I'm not going to pretend this workflow makes it "fun." But it should make it meaningful.
You are an SMB owner. You're an independent creator. Your business thrives when you solve problems. The families on your list are drowning in problems. They are facing a bureaucratic, emotional, and logistical nightmare.
When you shift your mindset from "How do I get this listing?" to "How do I solve one of their 100 problems today?", everything changes. The "ick" factor fades. Your voice has more confidence. Your empathy is genuine.
You stop being a cold-caller and become a trusted operator. Stop selling. Start serving. The rest will follow.
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