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Free Excel format

Real estate lead follow-up sheet in Excel

One row per lead: source, what the buyer wants, one caller, the last outcome and the next call date. A lead not called or a missed follow-up turns red.

Download the Excel file.xlsx · 46 KB · 14 columns · no form, no email

What the file looks like

The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.

Sheet: Leads14 columns
Lead dateNameMobileSourceLooking forBudgetCallerFirst callLast outcomeNext follow-upCalls madeSite visitDays since leadNotes
16 Oct 2026Rohit Malhotra98xxx 41207Portal3 BHK, ready to move, near the metroUp to 1.4 croreSimran0fills itselfLead came at 9 pm
11 Oct 2026Kavita Arora97xxx 20518Facebook or Instagram ad2 BHK, under construction is fineUp to 85 lakhAman11 Oct 2026Call back15 Oct 20263fills itselfWants to discuss with her husband
13 Oct 2026Neeraj Bansal99xxx 63014ReferencePlot or builder floor, east sideUp to 1.1 croreSimran13 Oct 2026Site visit fixed17 Oct 2026218 Oct 2026fills itselfConfirm the visit today, send the location pin
5 Oct 2026Ankit Jain88xxx 57190Website3 BHK, park facingUp to 1.6 croreAman5 Oct 2026Visited19 Oct 2026514 Oct 2026fills itselfLiked tower B, asked for the payment plan
27 Sept 2026Sunita Gupta96xxx 11842Walk-in2 BHK, ready to moveUp to 75 lakhSimran27 Sept 2026Booked73 Oct 2026fills itselfToken paid, papers with the builder
Example rows with invented names. On a phone, slide the sheet sideways to see every column.
  • Red row: A lead not called since an earlier day, or a follow-up date that has passed.
  • Amber row: A new lead or a follow-up due today.
  • Green row: Booked.

The columns, and what to write in each

  1. Lead date

    The day the lead came in.

  2. Name

    The buyer, as they gave it.

  3. Mobile

    The number to call.

  4. Source

    Where the lead came from. Pick from the list, so that sources can be counted.

    PortalFacebook or Instagram adWebsiteReferenceWalk-inHoarding or bannerOther
  5. Looking for

    Type, size, area, ready or under construction, in the buyer's words.

  6. Budget

    The budget the buyer said.

  7. Caller

    One name. Two callers on one lead means none.

  8. First call

    The day of the first call. Empty means not called yet.

  9. Last outcome

    What happened on the last call. Pick from the list.

    Not answeredCall backInterestedSite visit fixedVisitedNegotiatingBookedNot interestedWrong number
  10. Next follow-up

    The day of the next call. Never empty for an open lead.

  11. Calls made

    Add 1 after every call, answered or not.

  12. Site visit

    The day of the site visit, once fixed.

  13. Days since lead

    Fills itself: days since the lead came in.

  14. Notes

    What the buyer said last, in one line.

How to keep it

  1. Every new lead gets a row the moment it comes, with its source and one caller. The first call is due the same day.
  2. After every call, the caller sets the outcome from the list, adds 1 to "Calls made" and writes the next follow-up date. A lead without a next date is a lead dropped.
  3. When a site visit is fixed, write its date. The call after the visit is the one most often missed.
  4. Morning: each caller filters by their name and calls the red rows first, then the amber ones, using the scripts on the second sheet.
  5. Evening: the team leader counts red rows by caller. Leads closed as "Not interested" stay in the sheet for a later campaign.

Also in the file: call scripts

First call (the same day the lead comes)

Hello (name), this is (your name) from (firm). You asked about (what they asked for) on (source). Is this a good time for two minutes? ... Are you looking to buy for yourself, or as an investment? ... Which area works for you, and by when do you want to move? ... I will send you two options that fit on WhatsApp now. When can I call you to hear what you think?

After no answer (send on WhatsApp, then call again the next day)

Hello (name), this is (your name) from (firm). I called about the (type) you asked for in (area). When is a good time to call you? You can also reply here.

Before a site visit (the evening before)

Hello (name), a reminder of your visit to (project) tomorrow at (time). Here is the location pin. (Caller name) will meet you at the gate. Please tell me if the time changes.

After a site visit (the same evening)

Hello (name), thank you for visiting (project) today. You liked (what they liked). I am sending the payment plan and the floor plan of (unit). When can we speak tomorrow to answer your questions?

When the buyer says "call me later"

Fix the day before you end the call: "Shall I call you on (day) at (time)?" Write that date in "Next follow-up" before you dial the next lead.

Take the property lead call sheet with you

Free to use and to change. No macros, nothing to install.

Download the Excel file
The guide behind this format

Lead follow-up script for property callers

A lead follow-up script for property callers: the first call, the call after no answer, before and after a site visit, and a call sheet in Excel to keep dates.

6 min read

People also look for this as: real estate lead follow-up sheet in Excel · property lead follow-up script · telecaller script for real estate · real estate call sheet format

When the sheet stops being enough

A sheet works while one or two people keep it. When staff must update from the godown or the road, and reminders must go out by themselves, the same columns become a system. Try it in your browser, without a sign-up.

Property Lead Desk: a sample screen of the system

Property Lead Desk

Sales & Enquiries

For broker firms with 5 or more callers. Leads from portals and ads in one list, missed follow-ups sent to the owner, site visits and bookings by caller.

Try the demoFrom ₹25,000Open →
Questions
Is this property lead call sheet format free?+

Yes. The download starts at once: no form, no email and no sign-up. Use it and change it for your own business.

Does the file have macros?+

No. It is a plain .xlsx file with dropdown lists, a few formulas and colour rules. There is nothing to install and nothing to switch on.

Why do the example rows show dates around today?+

The five example rows carry dates that move with today, so a file opened next month still shows how a late row looks. Type over the examples or delete them before you start.

Which program do I need to open it?+

It was made for Microsoft Excel on a computer and checked there. Other spreadsheet programs open .xlsx files too, but we have not checked the dropdown lists and the colours in each of them.

Can I change the columns?+

Yes. Rename a column, add your own, or change the choices of a dropdown list (Data, then Data Validation). The "How to use" sheet says what each column is for.

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