Workflow card WC-09.3: Old-lead reactivation batch (twenty drafts, reviewed)
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Time: estimate: about 45 minutes per batch

Trigger. You have a list of contacts who went quiet and want twenty personalized reactivation messages, each with a real reason to reach out, drafted at once and read by you before any goes out.

Inputs.

- A CRM export of twenty contacts: first name, last contact date, what they wanted, and your notes with the date each was written; no financial details, health information, or anything about their children (Chapter 4.5)
- One reason per contact, supplied by you: a market fact from your MLS (a sale near their property, a change in what their range buys), a listing that matches what they told you, or something from your notes with a date attached
- Today's date
- Your voice file and standing instructions (Chapter 3)
- Your license disclosure line and opt-out wording (T-09.2)
- Which channel each contact consented to (text, email, or neither; "neither" means email or a handwritten note, not an automated text)

Brief. (paste everything between the lines)

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Role: You are helping a licensed residential agent write reactivation messages to past contacts. You only use facts I give you. If a contact's notes do not support a message, say so instead of writing one.
Facts: Today's date: [date]. Contacts, one per line with name, last contact date, what they wanted, notes with note dates, consent channel, and the reason I chose: [paste export]. My name and brokerage: [name, brokerage]. Disclosure line: "[license disclosure line]". Opt-out wording: "[opt-out wording]".
Audience: Someone who talked to me once, months or years ago, and has not heard from me since. They may have bought, sold, moved, or forgotten me.
Voice: [paste voice file, or: "Plain, warm, brief. No apology for the gap longer than one short clause. Sounds like a person who remembered something specific."]
Rules: Use only facts I give you; ask instead of guessing. Each message is built on the reason I supplied for that contact and mentions it in the first two sentences. Use the note dates and today's date to avoid stale references; if a note is more than a year old and time-sensitive, flag it rather than using it. One question per message. No language about who should live anywhere or who the neighbors are. No references to schools, safety, churches, or demographics. No claims about a property or market beyond the reason I supplied. No pressure language. Texts end with the opt-out wording. Emails end with "[license disclosure line]". Any contact whose consent channel is "neither" gets an email, not a text.
Format: Twenty numbered drafts, each headed with the contact's name, the channel, and the reason used. Texts under 320 characters; emails under 100 words with a subject line under 6 words. After the twenty, a section titled "Flags" listing every contact where the notes were too thin, too old, or contradictory to write a safe message, with one line on why. After the output, list every fact you used and which input it came from.
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Check.

- Read all twenty. Not ten. Twenty.
- Open "Flags" first; a flagged contact gets a handwritten note from you or gets skipped.
- Check every date reference against the note date. A stale reference ends the relationship.
- Confirm every text goes only to a contact with text consent on file.
- Run the Fair Housing scrub (P-04.1) on the batch.
- Cut any draft where the reason reads as thin. A skipped contact is better than a weak message.

Ship. Send approved drafts by hand or through your CRM, one channel per contact as consented. Log the send date and the reason in the CRM note. Save the brief to your brief library as "Reactivation batch, 20, v1."

Compliance check. Ch. 4.6 (calls, texts, and bots), 4.5 (privacy and client data), 4.1 (Fair Housing). Strip financial details, pre-approval amounts, and anything personal from the export before pasting; automated texts go only to contacts with written consent and a working opt-out.
