Ultimate Guide Part 3: Building and Utilizing a Buyers Data Sheet

Ultimate Guide Part 3: Building and Utilizing a Buyers Data Sheet

A buyers data sheet is a tool you can use to collect the information of your prospective buyers. It is important to utilize a buyers data sheet so that you can keep all of the information in order about their qualifications and what kind of contact you have already made. This can be created in an excel sheet, or any other grid chart that you prefer.

In that grid, be sure to indicate any specifics about the buyer:


You also want to include some extra information outside of the traditional contact info. These could be things such as:

    • How you found this lead; this is good to reference when you reach out (“I saw your ad on Craigslist” or “I found your website in my online search.”)
    • Any key info that may help you engage these buyers down the road such as the type of properties they typically invest in, where they’re located/where they buy, etc.
    • Whether you’ve reached out and if so, how (i.e. via email, phone or in person) and when. For now, this will be blank.

Add all other contacts you collect through the next few steps to this grid as well. Later in the guide, we’ll go through all of the contacts you’ve pulled and leads you’ve generated and start refining your buyer list, but for now, everything goes right here.

Now that you’ve found leads and vetted them for interest and activity — that’s the calls and emails in the previous section — it’s time to finalize your buyer list.

As you make calls and send emails, some leads will pop to the top. They’ll be ready to engage, will respond to your email follow up and will be eager to send you potential investments and/or will react to deals you send their way. Then there are the others — the ones who aren’t interested in this win-win you’re proposing and will tell you that flat out. Maybe they’ll say they don’t want to be added to your list, wont add you to theirs, or will just hang up on you before you can get your elevator pitch in.

As you work through your calls and emails and start separating the YAYS from the NAYS, be sure you’re updating your buyer list.

The easiest way to keep a good running buyer list? Copy the initial list you made, and as you work through your calls and emails, delete any investors who aren’t interested or aren’t in business any longer. If you get a wrong number, head to Google to see if you can find updated contact information. A quick search will usually get you back on track.

Once you’re done, you’ll have two lists on your buyers data sheet — your original buyer prospect list in case you ever want to refer back, plus your new and improved “real” buyer list, which you’ll use for future outreach. Keep both, as you never know when you’ll want to refer back to your original prospect list.

Download our buyers data sheet template here.

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