What to Do When You Get a Real Estate Referral: The First 24 Hours

Getting a real estate referral is like receiving a gift that's already halfway unwrapped. Someone has vouched for you, put their reputation on the line, and handed you a warm lead that's infinitely more valuable than any cold call you'll ever make. But here's the thing: that gift comes with an expiration date and if you don't act fast, you might as well let it collect dust in your inbox.

I learned this the hard way early in my career. A colleague sent me a referral for a buyer relocating to my area. I was busy with showings that day so I figured I'd reach out the next morning when I had more time to prepare. By the time I called, the buyer had already scheduled appointments with two other agents. I still got the meeting but I could tell I was fighting an uphill battle from the start. That taught me something critical: the first 24 hours after receiving a referral can make or break your chance of conversion.

Let's talk about what you need to do in those crucial first hours to turn that referral into a closed deal.

Why Speed Matters (More Than You Think)

The statistics around response time in real estate are honestly kind of shocking. Research shows that agents who respond within 5 minutes are 100 times more likely to connect with a lead compared to those who wait longer. That's not a typo, one hundred times.

Even more eye-opening: 78% of converted leads went to the agent who responded first. Not the most experienced agent, not the one with the fanciest marketing materials but the one who picked up the phone or sent that text message before everyone else did.

When you receive a referral the clock starts ticking immediately. That potential client is thinking about real estate right now. They're motivated, they're researching, and they're probably reaching out to multiple agents even if they don't admit it. Every hour you wait is an hour your competition can use to build rapport and establish themselves as the go-to agent.

The average real estate lead response time sits at around 15 hours according to recent industry data. If you can respond in under an hour, you're already ahead of most of your competition. If you can respond in under 5 minutes you're in elite territory.

Hour 1: Make Contact (Right Now)

Seriously, stop what you're doing and make contact. I don't care if you're in the middle of a showing, at lunch, or catching up on paperwork. Send something, anything, to acknowledge that you received the referral and you're excited to help.

Your first contact doesn't need to be a phone call (though that's ideal if you can swing it). A text message or email works perfectly fine as your initial touchpoint. The goal here is simple: let them know you exist, you're responsive, and you care about their business.

Here's what a great first-contact message looks like:

"Hi [Name], I just heard from [Referring Agent] that you're looking to [buy/sell] in [area]. I'm so glad they connected us! I'd love to learn more about what you're looking for and see how I can help. Do you have 10 minutes for a quick call today or tomorrow?"

Notice what this does: it references the mutual connection (building trust), shows enthusiasm, and makes a specific ask. Don't just say "let me know when you want to chat" because that puts the burden back on them. Suggest specific times or ask when works for them.

If you can make an actual phone call in that first hour even better. There's something about hearing a friendly voice that texts and emails just can't replicate. Keep it brief, upbeat and focused on scheduling a longer conversation. You're not trying to qualify the lead or pitch your services yet, you're just establishing that critical first connection.

Hours 2-4: Do Your Research

Okay, you've made contact. Now you have a little breathing room to prepare for your next conversation. This is when you need to become a mini-detective and gather as much context as possible about this referral.

Start by reaching back out to the referring agent if you haven't already. Ask them:

How do they know this person?

What's their timeline?

Are they pre-approved (for buyers) or have they listed before (for sellers)?

What's their motivation for moving?

Any red flags or special considerations you should know about?

This conversation is gold. The referring agent has context you don't have and they can give you insights that'll help you customize your approach. Plus, it shows the referring agent that you're taking this seriously which makes them more likely to send you referrals in the future.

Next, do your digital homework. Look them up on social media (nothing creepy, just basic research). Check their LinkedIn to understand their career and lifestyle. Look at their Facebook or Instagram to see if they post about hobbies, family, or interests. This isn't about stalking, it's about finding common ground and conversation starters that'll help you build rapport.

If they're a buyer, start pulling together some preliminary listings that match what you know about their criteria. If they're a seller, do a quick comparative market analysis of their neighborhood so you're armed with relevant data. You don't need a full presentation yet but having something concrete to discuss shows you're already working on their behalf.

Hours 5-8: Schedule The Real Conversation

By now you should have exchanged a message or two and ideally set up a time to talk. If you haven't gotten a response to your first outreach, follow up again. Don't be shy about this. Your second message might say something like:

"Hi [Name], following up on my earlier message. I'm putting together some information that I think you'll find really helpful for your [home search/sale]. When's a good time for us to connect this week?"

The key here is persistence without being pushy. You're not bothering them, you're demonstrating the kind of attentiveness they'll want from an agent throughout the entire transaction. If they're not responding to texts try email. If email doesn't work try calling. Mix up your approach until something sticks.

When you do get them on the phone your goal is threefold: build rapport, understand their needs, and set up an in-person meeting (or video call if they're relocating from far away).

Don't launch into your elevator pitch about how many homes you've sold or your fancy marketing plan. Instead, ask questions and listen. What prompted their move? What's their ideal timeline? What are their must-haves versus nice-to-haves? What concerns do they have about the process?

The more you listen in this conversation, the better positioned you'll be to customize your approach and the more confident they'll feel that you actually care about their specific situation.

Hours 9-16: Deliver Value

Here's where most agents drop the ball. They make initial contact, have a conversation, and then disappear until the scheduled meeting. Don't do that.

Within the first 24 hours send them something useful. This could be:

Three to five property listings that match their criteria (for buyers)

A preliminary market analysis for their neighborhood (for sellers)

A helpful article or guide about the buying/selling process

Information about the neighborhood or area they're interested in

Lender recommendations if they need financing

The specific deliverable matters less than the gesture itself. You're showing them that you're already working for them before they've even officially hired you. This builds trust and separates you from other agents who are still waiting for the "official" client relationship to begin.

I like to send a short video message during this window. It takes two minutes to record on my phone and it adds a personal touch that emails and texts can't match. I'll say something like: "Hey [Name], I was thinking about your home search and pulled together a few properties I think you'll love. I'm attaching them here and would love to hear what you think. Can't wait to show you around!"

Video feels more personal and it helps them put a face and personality to your name which accelerates the relationship-building process.

Hours 17-24: Confirm Next Steps and Stay Top of Mind

As you approach the end of that crucial first day, make sure you have crystal-clear next steps established. When's your next call or meeting? What do they need to prepare? What will you be bringing to that meeting?

Send a confirmation message that recaps everything:

"Looking forward to meeting you on [day] at [time]! I'll bring [market analysis/property listings/neighborhood information] and we can discuss your goals in detail. In the meantime, feel free to text or call if any questions come up. See you soon!"

This kind of message serves multiple purposes: it confirms the meeting, sets expectations, and reminds them you're accessible and responsive.

If you haven't heard back from them at all within the first 24 hours, don't give up. Sometimes people are busy or overwhelmed with the moving process. Send one more message acknowledging that they might be swamped and offering flexible options for connecting:

"Hi [Name], I know things can get hectic when you're planning a move. I'm here whenever you're ready to chat, no pressure. Would next week work better for a quick conversation?"

This shows understanding and patience while keeping the door open.

The Referral Follow-Up System

Here's the truth that nobody talks about: referrals aren't automatic conversions just because someone vouched for you. You still need to earn the business through your responsiveness, expertise, and personal touch.

But when referrals don't convert, it's usually not because the lead was bad. It's because the agent didn't move fast enough or didn't follow up consistently. The first 24 hours set the tone for the entire relationship and if you nail this window you've already won half the battle.

Think of it this way: the person who referred this client to you has given you a head start in a race. But if you don't start running immediately, that advantage disappears fast.

Struggling to Get Consistent Referrals?

The strategies I've outlined above work great but they only matter if you're actually receiving referrals in the first place. And let's be honest, relying on sporadic referrals from your network isn't exactly a sustainable business model.

That's where services like Referral Chime come in. Instead of waiting around hoping someone sends business your way, you can receive exclusive real estate referral leads every single month. These aren't shared leads that five other agents are chasing, they're delivered directly to you with all the context you need to make that critical first contact.

Referral Chime takes the guesswork out of lead generation. You get consistent lead flow, a CRM to manage your referrals, and AI tools to help nurture relationships without spending your entire day on follow-up. The referral fees are low which means you keep more of your commission and you can even launch your own marketing campaigns to supplement the leads you're already receiving.

The platform is built specifically for agents who understand that speed and consistency are everything in this business. You get the tools to respond fast, track every interaction, and build your brand while the leads keep coming in.

If you're tired of the feast-or-famine cycle that comes with traditional lead generation (expensive billboards, time-consuming social media, inconsistent networking results) it's worth checking out how Referral Chime can create a steady pipeline of qualified referrals.

Final Thoughts

That first 24 hours after receiving a referral is your golden opportunity. You're being handed a lead that already has a foundation of trust built in thanks to the referring agent. But trust alone won't close the deal, you need to back it up with speed, preparation, and genuine care for the client's needs.

Make contact immediately. Do your research thoroughly. Listen more than you talk. Deliver value before you're asked. Confirm next steps clearly.

Follow this playbook and you'll convert more referrals than you thought possible. More importantly, you'll build a reputation as the agent who actually follows through, which means more referrals coming your way in the future.

The clock starts now. Don't waste it.