Sphere Re-engagement Campaign

Your database is full of people who haven’t heard from you in months (or years). Every one of them is a potential transaction or referral. This workflow generates personalized re-engagement messages that don’t feel like spam, so you can revive cold contacts without the awkward “just checking in” energy.

Step 1: Segment Your Cold Contacts

Open Follow Up Boss and filter for contacts you haven’t communicated with in 90+ days. Break them into three groups: past clients (you’ve done a deal together), referral sources (agents, lenders, other professionals), and leads who never converted (signed up but never bought/sold). Each group needs a different message. Export each segment so you can reference names and any notes you have.

Step 2: Generate Re-engagement Messages

Open ChatGPT and create templates for each segment:

You are a real estate agent re-engaging contacts who haven't heard from you in a while. Generate personalized email templates for three segments.

My market: [CITY/AREA]
Current market conditions: [1-2 SENTENCE SUMMARY - e.g., "inventory up 12%, median price flat, rates at 6.8%"]
One interesting local development: [e.g., "new Costco breaking ground on the south end", "school district just got rated top 10 in the state"]

SEGMENT 1 - Past Clients:
Write an email that:
- References the fact that you worked together (leave [PROPERTY ADDRESS] as a placeholder)
- Shares what their home's value likely looks like today
- Offers a complimentary home valuation update
- Under 120 words, warm and genuine

SEGMENT 2 - Referral Sources:
Write an email that:
- Reconnects professionally without asking for anything immediately
- Shares a useful market insight they could pass to their own clients
- Subtly reminds them you're active and accepting referrals
- Under 100 words

SEGMENT 3 - Unconverted Leads:
Write an email that:
- Acknowledges the gap without being awkward ("no guilt trip")
- Provides genuine value (a market update, a tip, or a resource)
- Offers to help if their situation has changed
- Under 100 words, zero pressure

Step 3: Personalize Each Message

This step is non-negotiable. Go through each contact and add one personal detail: the property you sold them, the neighborhood they were interested in, or something from your CRM notes. Mass emails get deleted. An email that says “How’s the kitchen reno at 42 Oak St going?” gets replied to. Spend 30 seconds per contact — it’s worth it.

Step 4: Set Up the Campaign in Follow Up Boss

Create three Action Plans in Follow Up Boss, one per segment. Each plan should include: the initial re-engagement email (from Step 2), a follow-up 5 days later if no reply (shorter, different angle), and a final touch 10 days after that (text message instead of email). Assign the appropriate contacts to each Action Plan.

Step 5: Track Results and Build the Habit

After 2 weeks, review your open rates, reply rates, and any conversations generated. Move anyone who responds into an active pipeline. For contacts who don’t engage after all 3 touches, tag them as “needs phone call” and set a reminder. Repeat this campaign quarterly so no contact goes cold for more than 90 days.

Pro tip: The highest-ROI message in this campaign is to past clients offering a home value update. It’s genuinely useful, non-salesy, and often triggers “actually, we’ve been thinking about selling” conversations. Run this specific outreach monthly, not just quarterly.