Verify and Organize Contact Data – A Detailed Guide

After obtaining contact data through skip tracing, the next critical step is to verify the accuracy of the information and organize it for easy management. This process ensures that you're working with clean, verified leads that are ready for outreach. Below is a detailed breakdown of each step, including examples of how to effectively verify and organize your leads.

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🔹 Step 1: Cross-Check Emails and Phone Numbers

Verifying the contact information is crucial to ensure that your outreach efforts are not wasted on incorrect or inactive data. The following tools and methods can help:

1.1 Verify Emails

Emails can often be the easiest and fastest way to contact a lead, but they must be valid and deliverable. Use email verification tools to clean your list and avoid bounce-backs. Some of the most popular tools include:

• Hunter.io: Checks email validity in real-time and gives you a confidence score based on the deliverability of the email.

• NeverBounce: Detects invalid, disposable, or risky email addresses to prevent sending emails that could harm your sender reputation.

Example Email Verification Process Using Hunter.io:

1. Upload your email list to Hunter.io.

2. Hunter will run an instant verification and display results as follows:

   • Valid: Deliverable and safe to use.

   • Risky: Likely invalid, use with caution.

   • Invalid: Do not use this email.

   Result:

   • Email [e-mail] – Valid

   • Email [e-mail] – Invalid

3. Remove invalid emails from your outreach list.

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1.2 Verify Phone Numbers

Phone numbers, particularly mobile numbers, are often more reliable than emails for quick and direct contact. To verify phone numbers, you can use specialized services or platforms like:

• TrueCaller: Provides detailed information about the number and its owner.

• ZoomInfo: Uses proprietary data to validate phone numbers and business information.

• Whitepages Pro: Offers phone number verification services based on public records and proprietary algorithms.

Example Phone Number Verification Process Using TrueCaller:

1. Search the phone number in TrueCaller.

2. If the number is in their database, TrueCaller will display the name, location, and carrier information.

3. Cross-check the lead: If the name and location match your lead's profile, the number is likely valid.

   Result:

   • Phone Number [phone] – Verified and matched to John Smith in Dallas, TX.

4. Remove any numbers not recognized or matched to your lead.

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🔹 Step 2: Organize Data in a CRM Tool

Once you have verified your contact information, it’s time to organize and centralize your leads for easy management. A CRM (Customer Relationship Management) tool is essential for tracking, segmenting, and nurturing your leads. Some popular CRM tools for real estate professionals include:

• HubSpot: Free CRM with a user-friendly interface, customizable dashboards, and easy segmentation.

• Pipedrive: Great for managing sales pipelines, tracking interactions, and scheduling follow-ups.

• REsimpli: Designed specifically for real estate investors, it helps with managing contacts, properties, and deals.

Example CRM Setup Using HubSpot:

1. Create a new account or log in to HubSpot.

2. Import your leads (CSV or Excel) into the CRM.

3. Organize leads into different custom fields such as:

   • Name

   • Phone Number

   • Email

   • Lead Source (e.g., Skip Trace, Referrals)

   • Lead Type (Investor, Realtor, Wholesaler, Broker)

4. Create custom views or filters to group your leads into categories.

   Example categories:

   • Investors: Leads interested in rental properties or fix-and-flip deals.

   • Realtors: Real estate agents who can provide client referrals.

   • Wholesalers: Individuals or companies who specialize in finding off-market properties.

   • Brokers: Real estate brokers who can connect with high-end clients.

Result:

• Investor Leads: 50 entries, all interested in rental properties.

• Realtor Leads: 30 entries, all active agents in Dallas, TX.

• Wholesaler Leads: 25 entries, focusing on distressed properties.

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🔹 Step 3: Segment Leads into Categories

Now that all your verified leads are in the CRM, the next step is to segment them into relevant categories based on their needs and characteristics. This will allow for targeted communication and tailored follow-ups. Segmenting your leads into these categories will enable you to personalize outreach, enhance conversions, and track progress more efficiently.

3.1 Define Lead Categories

1. Investors: Individuals or companies seeking rental properties, fix-and-flip opportunities, or long-term investments.

   • Criteria: Interested in purchasing multiple properties, working with funding, or attending real estate events.

   • Example Leads:

     • John Smith, Dallas, TX – Interested in acquiring rental properties for long-term investment.

     • Lisa Brown, Miami, FL – Looking for fix-and-flip deals.

2. Realtors: Licensed professionals who can refer clients to your business or partner in real estate transactions.

   • Criteria: Actively working in the real estate market, specializes in residential, commercial, or luxury properties.

   • Example Leads:

     • Mark James, Los Angeles, CA – Licensed realtor focusing on high-end residential properties.

     • Sarah Taylor, Miami, FL – Specializes in investment properties for out-of-state buyers.

3. Wholesalers: Those who deal with off-market deals and can partner on properties before they hit the MLS.

   • Criteria: Deals with distressed properties, probate, or foreclosure leads.

   • Example Leads:

     • James Miller, Phoenix, AZ – Focuses on distressed properties and works with cash buyers.

     • Emma Rodriguez, Houston, TX – Specializes in pre-foreclosure deals.

4. Brokers: Individuals who can help connect clients to deals or provide referrals for high-ticket transactions.

   • Criteria: Specializes in commercial real estate, large deals, or networks with high-net-worth individuals.

   • Example Leads:

     • David Green, New York, NY – Works as a commercial real estate broker for luxury properties.

     • Michelle Clark, Chicago, IL – Focuses on multi-family housing units and investment properties.

3.2 Implement Automated Follow-Ups for Each Category

Using your CRM tool, you can set up automated email sequences, task reminders, and follow-up dates based on the lead category.

For Investors:

1. Email sequence: Send investment opportunities based on their interests (e.g., rental properties or fix-and-flip projects).

2. Task reminder: Schedule a follow-up call in 7 days to discuss potential investments.

For Realtors:

1. Referral email: Offer to partner on deals or ask for referrals.

2. Task reminder: Set a reminder to follow up after 10 days to discuss potential collaboration.

For Wholesalers:

1. Partnership email: Discuss joint ventures and access to off-market properties.

2. Task reminder: Send a follow-up after 14 days with available off-market deals.

For Brokers:

1. Referral email: Propose collaboration on high-value transactions or projects.

2. Task reminder: Set a reminder to touch base within 30 days for potential partnerships.

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🔹 Step 4: Regularly Update and Maintain Data

Data degrades over time, and contacts may change jobs, move to new addresses, or change phone numbers. Make it a practice to regularly update your CRM with fresh contact data and remove any inactive leads.

Best Practices for Data Maintenance:

• Schedule a monthly data cleanup: Verify that contact info is still accurate.

• Use integrations: Link your CRM to platforms like LinkedIn or Facebook to keep contact info updated automatically.

• Engage with contacts regularly: Keep your relationships active with periodic follow-ups to ensure contact details remain current.