How Do You Communicate With Your Sellers?

Real Estate Agent with America's 1st Choice RH Realty Co., Inc.

The frequency and quality of your communication with sellers is important.  We often communicate by phone calls, mailings, and periodic meetings.  All of these are important methods for keeping your seller informed as to the progress of their listing and providing them with feedback from potential buyers and buyer agents that go through their home.

 But what about internet activity?  We often tell them that over 78% of consumers today search the Internet for homes and often are more informed on the buying process. How do we communicate the level of Internet activity related to their home?

 I use a "Weekly Activity Report" to keep my sellers informed on the amount of traffic their listing has had on the Internet.  I include the following categories in my report:

  • Overall Internet Activity
  • Real Estate Shows Viewed
  • Real Estate Show Flyers Viewed
  • Realtor.Com Activity
  • MLS Agent Hits
  • MLS Public Client Hits
  • My Personal Web Site Views
  • My Personal Web Site Views as Featured
  • My Secondary Web Site Views
  • Trulia.Com views
  • Open House Activity

What you use for your tracking report will depend on what tools you are using to acquire tracking information for Internet activity.  Your web site may provide you with tracking data related to the number of views on properties you devote space.  You may also get information from other services you use such as Real Estate Shows or other media.  Some web sites will give you data for properties you post.  In addition, your MLS will give you data on the number of agent and public client hits for each listing you have.

 In summary, the types of data you have available on Internet activity will be the source for your tracking report.

 I also include information on my report related to:

  • Caravan activity and agent comments
  • Agent showings - with feedback
  • Phone calls
  • Emails
  • and more

Below is a sample of the report I put together in Microsoft Excel:


I also put my "other" information on this page related to the items listed above (other agent showings, emails, etc.)

 In addition, I build a dashboard of graphs related to each data item listed in the Excel spreadsheet above.  A dashboard is a series of small graphs that the viewer can look at to get a complete picture of activity without having to leaf through several pages of report information.


If you work rather well with Excel you can easily duplicate the above dashboard (and possibly even improve on it.)

If you would like a "template" for the Weekly Tracking Report I use please email me at  I will be more than happy to share it with you.

 I update my tracking reports each Monday morning and print them in PDF format.  I email the tracking reports to my clients in PDF format so they have them in a "view only" format.  I will group the data tab and dashboard tab in excel and then print to PDF so both reports are in one file.

I have the ability to print documents to PDF files by virtue of a program that came with my Tax Program.  You can also get a program that will permit you to print in PDF format by going to  You can download a free program from this site. I also believe that ADOBE has a platform that will permit you to print PDF files as well.

 My sellers have indicated that they like getting their "Weekly Tracking Report" and like seeing how many views their home have had on the internet.

 I have two web sites that I use.  One site is imbedded in the first site and both web sites provide me with tracking data that I can use in my weekly reports.  I also draw information from the Realtor section in also gives me tracking information.


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Show All Comments
Lisa Friedman
Alliance Realtors - Bedminster, NJ
Central New Jersey Real Estate

Jon, I update sellers every Tuesday if I don't have contact with them the following week.  Of course, when new listings come on, homes close, there are showings, etc., then there is more contact.

Aug 15, 2008 02:26 PM #1
494,722 ~ Dallas Real Estate Agent Top Team
Dallas Houses for Rent Dallas Apartment Rentals - Dallas, TX

I got to the point that if the sellers dont agree to my terms prior to my arrival then I am not interested in the listing we are sooo busy with clients we cant waste the time... or seller who knows everything agents are

S _ _ T  not willing to fight that battle.

Aug 15, 2008 02:28 PM #2
Mike Wong
Keller Williams Realty Southwest - Sugar Land, TX
Realtor: Commercial, Residential, Leasing, Invest

That is great that you do so much for your sellers. I do a weekly followup with my clients every friday. I call them and email them any specific details. I always update them so they know Im working for them. I do this for my prospects as well and they love the attention and work ethic. Ive gained many loyal clients and referrals because of it raving all about my professionalism. Keep up the great work.

Aug 15, 2008 03:17 PM #3
Cindy Marchant
Keller Williams Indy NE 317-290-7775 - Carmel, IN
"Cindy in Indy" , Realtor, Fishers Real Estate

I use a company called Tour Factory that sends my clients their web activity for their listing, one of my vitual employees!

Aug 15, 2008 03:19 PM #4
Dawn Maloney
RE/MAX Trinity Northeast Ohio Real Estate Specialist - Hudson, OH
330-990-4236 Hudson & Northeastern Ohio

Thanks for sharing Jon. You are so organized!! And I am learning a lot from you. Now if I could just put the whole package together!!

Aug 15, 2008 03:51 PM #5
Gena Riede
Riede Real Estate, Lic. 01310792 - Sacramento, CA
Real Estate Broker - Sacramento CA Real Estate (916) 417-2699

Jon, it always helps to have these items for the seller and keeping them informed each week. For so many years sellers never knew what we did and this helps to educate the public and justify commissions.

Aug 15, 2008 06:25 PM #6
Lori Mode
The Mode Real Estate Group - Elk Grove, CA
Real Estate Made Simple

Jon - this is wonderful...I have always emailed the info to my sellers from our website, and our virtual tours, but putting it all together would be great.  I will be emailing you to ask for your template.  Thank you for sharing!

Aug 15, 2008 06:37 PM #7
Norma J. Elkins
Elite Realty Group - Morristown, TN
Realtor - Elkins Home Selling Team

Thanks for sharing - I need a better way it seems like to keep up with my clients - Sometimes I do feel overwhelmed!!

Aug 16, 2008 10:51 AM #8
Mike Saunders
Lanier Partners - Athens, GA

John - great stuff, I will be emailing you for that template, thanks for sharing

Aug 16, 2008 12:36 PM #9
Lisa Ryan
Callaway Henderson Sotheby's International Realty - Montgomery, NJ
Selling Princeton,West Windsor and Montgomery Town

Jon~ you do a tremendous job for your sellers. I grab my information from various sources but don't have it consolidated as nicely as you do.

Question~ what does printing to a PDF format accomplish for you? I'm not following you on that point.

Aug 16, 2008 04:19 PM #10
Scott Hoen - Carson City, NV
COO, Hollywood Title Company 714-270-9607

looks great -- will email you separately to get a copy of the excel file -- add to your list a single property domain site that you can track statistics too.  ListingProducerallows you to create an online flyer / web site for the property and you can share the hits on the address for the property.  The property description is the key to help move up on your Google list.  Make it a profitable day!

Aug 16, 2008 05:37 PM #11
Stephanie A

You ROCK!!  Thanks for the great template too!!

Aug 27, 2008 03:41 AM #12
Chris and Maria Jeantet
Coldwell Banker C&C Properties - Redding, CA
Redding CA Real Estate Couple

wow Jon this is so in-depth, we picked up several ideas from your post! Awesome.

Aug 27, 2008 05:38 PM #13
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Jon Wnoroski

Summit County Realtor
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