S3 E4: Specific Strategies When Calling Probate

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Host: Ren Jones, Vulcan7 CEO | Co-host: Carley Hathaway (San Diego) | Guests: Bill Byrd, RE/MAX Gold (Marin County, California) and Jim Sullivan, founder of All The Leads

Episode Summary

Bill Byrd spent two years pulling probate records at the courthouse for two listings before systemizing the niche, and now works about 150 probate leads a month alongside expireds and FSBOs in the Bay Area. With All The Leads founder Jim Sullivan joining in, he breaks down the empathy-first call, the attorney relationships that feed him repeat business, and the follow-up machine that turned month five into nine listings.

What You’ll Learn

  • Empathy is the script: probate calls get four responses, and “I’m not ready, call me back” is the win; honor it, apologize for the timing, and call back in three weeks, not one.
  • It is not a cold call: probate filings happen about 90 days after a death, so there is a genuine need and the family has usually had time to think business.
  • Call fast, then drip: every new lead gets called the next day, followed by four weekly letters (services, success story, success story, “I’m here to help”) his assistant pre-dates and mails from a shoebox.
  • Work the attorneys too: he continuously mails family, divorce, and estate attorneys, offers a free broker price opinion with a specific value and date for their documents, and figures out what each attorney wants before pitching.
  • Court-appointed administrators are gold: a handful of administrator attorneys now feed him steady listings, and it all started with one deal.
  • Get every decision-maker in the room: ask who is responsible for the trust and who influences them, then require everyone at the appointment; one Daly City probate listed in under 15 minutes.
  • Sell market value, not investors: mentioning cash investors lost him deals; the pitch is maximum value through full market exposure, and the investor will always be there.
  • The long pipe pays: 150 to 200 dials and 15 to 20 real conversations a day, about two and a half focused hours a week on probate, and rentals re-contacted every six months until the owner is done being a landlord.

Tools & Technologies Discussed

  • All The Leads probate leads: the data and built-in CRM that replaced courthouse research, available integrated with Vulcan7 at alltheleads.com/vulcan7.
  • Vulcan7 power dialer: how 150 to 200 daily dials turn into 15 to 20 quality conversations.
  • Four-letter mail sequence plus brochure: the assistant-run shoebox system that keeps every estate warm after the first call.
  • Free broker price opinions: a specific value, time, and date for attorney documents, which a CMA range cannot provide.
  • Pre-listing packet with a service list: clean-out, painting, and vendor names included, but no phone numbers, so the value stays with him.