How to Track Property Leads and Site Visits in Nepal

A buyer who calls about a plot on Monday and hears nothing until Friday has usually spoken to three other brokers by then. Tracking leads is mostly about one habit: every enquiry gets a record and a next date. Here is a routine that works whether you use a notebook or a system.

Step 1: capture the lead the moment it arrives

Enquiries arrive from phone calls, Facebook messages, WhatsApp, walk-ins and referrals. Whatever the source, record the same few things straight away: name, phone number, what they want to buy or rent, budget range, preferred area and where they heard about you. The source field matters later, because it tells you whether your Facebook spending or your referral network produces real buyers.

Step 2: qualify in two questions

Before spending a Saturday driving someone around, ask two things. Is the budget realistic for the area? Is the money ready, or does the buyer still need to sell something or arrange a loan? Mark the lead as hot, warm or cold. This is not about judging people. It protects your time and your agents' petrol.

Step 3: match against stock

Search your listings by area, type and price band and shortlist two or three, not ten. Sending a long list tells the buyer you did not listen. Good software lets you filter by land area in ropani or kattha, road width and status so the shortlist takes a minute.

Step 4: schedule the site visit properly

A visit is an appointment with three people: buyer, agent and often the owner. Record the date, time, meeting point and which properties will be seen. Send the buyer a WhatsApp message with a map pin the evening before. Confirm with the owner so nobody arrives at a locked gate. In the monsoon, add a backup date because roads to some plots become difficult.

Step 5: log feedback straight after

Within the hour, note what the buyer said. Too small, too far from the main road, price too high, liked the view but wants the owner to come down. This single note is the most valuable thing in your records because it tells you what to do next, and it lets a colleague continue the conversation if you are unavailable.

Step 6: set the next follow-up date every time

A lead without a next date is a lead you have decided to forget. Use these rough gaps as a starting point.

• Hot lead after a visit: next day.
• Warm lead waiting on family or finance: three to five days.
• Cold lead with no clear timeline: monthly.
• Past buyer: a short message around Dashain or Tihar, and a note when a similar property is listed.

Dealing with the price conversation

Almost every Nepali property negotiation turns on price, and the gap between the owner's ask and the buyer's offer is where brokers earn their commission. Record both numbers on the deal with the date, not just the final one. When an owner says last month that he would accept a certain figure, you can show the note. When a buyer comes back after a month, you know where the conversation stopped and avoid restarting from zero. Keep each revision as a line in the history rather than overwriting the old figure.

Be careful with the words used in notes. Records can be read by colleagues and later by owners if there is a dispute. Write facts, such as buyer offered a figure, owner wants to consult family, and avoid opinions about people.

Running the weekly review

Once a week, spend thirty minutes as a team going through three lists: leads overdue for contact, visits scheduled for the coming days and deals waiting on a document or payment. Assign a clear owner and date to each stuck item. Agencies that hold this short meeting every Sunday find that most of the work of managing a pipeline is simply looking at it regularly. A system makes those three lists appear in seconds instead of requiring a search through phones.

What the system adds to this routine

Task	Notebook	Lead system
See who is overdue today	Read every page	One filtered list
Hand over a lead to a colleague	Forward a photo of a page	Reassign with full history
Know which source works	Guess	Report by source
Match buyer to new stock	Memory	Saved search criteria

Handling the Nepali buyer who is abroad

A large share of property enquiries in Nepal come from family members working overseas who are buying on behalf of parents or planning a return. These buyers cannot visit on Saturday. They want photos, a short video, the exact location pin, the road width and a clear price. Record them as a separate lead type, note the time zone that suits a call and the relative in Nepal who will do the physical visit. Replace the site visit with a video walk-through task and log the outcome in the same way. These leads often take longer but tend to be serious, so a patient monthly follow-up pays off.

Common reasons leads go cold

• The first reply took more than a day.
• The shortlist was too long or did not match the budget.
• The agent did not mention an obvious drawback, and the buyer found it alone.
• Nobody checked in after the visit.
• The lead was passed to another agent without the history, so the buyer had to repeat everything.

Each of these is fixed by the same habit: a complete record and a visible next date. When a lead changes hands, the new agent should be able to read the whole story in thirty seconds.

Keep it light

If entering a lead takes longer than the phone call, agents will stop. Keep the form short and let the rest be added later. WebsNP configures the fields to your own process in our real estate software, and for sending reminders in bulk you may also want bulk SMS and WhatsApp software.

To try the routine with your own enquiries, message WebsNP on WhatsApp at +977 9846280400 and ask for a demo.

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