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Sourcing IKIT quality properties

Sourcing IKIT quality properties

Learn effective strategies for sourcing on-market and off-market properties, building agent relationships, and conducting due diligence.

Last updated on March 25, 2025

 
 
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At InvestorKit, we don’t just browse listings – we have a proven system. Our 21-point due diligence process ensures every property we recommend meets strict criteria for growth and resilience.

We combine data-driven research with insights from our trusted real estate agent connections. These relationships often uncover off-market deals and local knowledge, giving our clients an edge.

It’s all about filtering thousands of options to find the best – properties that fit our clients’ goals and stand out for long-term potential.

 
 
 

Sourcing Properties

What’s the first step in purchasing a property? Finding one of course! Now there’s a couple of different ways you can do this. First up we have, Off Market properties which you source primarily through real estate agents but can come from sellers directly or other relationships develop. Second is properties that are on-market and this can vary from private treaty sales to auctions. Let’s explore all these different options and how this works at InvestorKit!

Off Market Properties

Sourcing off market properties is a massive part of the PAA role. It’s hard to present a property to a client without having one! The main one this is achieved is through building deep, long lasting relationships with real estate agents. A list of agents will be allocated to you within your buying region to help you source great properties and build amazing relationships.

 
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What is an Off Market?

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Where do I find off markets?

 
 
 

Sourcing Properties

  • Knows all the different types of properties we source
  • Can demonstrate how and where to locate properties
  • Can explain who sources which types of properties
 

On Market Properties

Purchasing on-market properties is a key aspect of the PAA role, serving as a secondary client offering. Success in this area requires a strategic approach, leveraging strong relationships with real estate agents to stay updated on listings and market trends. Property Acquisition Specialists (PAS) will source these properties within your buying region, enabling you to secure high-quality assets while building professional connections that drive collaboration and success.

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What is an on market?

🧾

Where do I find on-market properties?

 

Welcome to your agent list in Attio

Keeping an accurate database of real estate agents is key to finding off-market properties. It helps you quickly connect with the right agents, track interactions, and build strong relationships. By staying organised and up-to-date, you can access exclusive opportunities and deliver great results for your clients.

 
 

Here’s the steps to how to do it:

☑️
Step 1: Setting Up Your Agent List as a Favourite
  1. Navigate to the bottom menu and click on "Agent List" on the bottom left.
  1. Once the All Agents Dashboard loads, locate your personalised list in the dropdown menu.
  1. Click on the three dots next to your name.
  1. Select "Add to Favourites".
      • This will save your Agent List to the left-hand menu for easy access.
  1. Confirm the Agent List now appears on the left-hand menu permanently.
☑️
Step 2: Customising the Agent List Format
  1. Open your Agent List by selecting it from the favourites menu on the left.
  1. Adjust the columns:
      • Drag and drop columns to reorder them as needed.
  1. Key columns to display:
      • Name of the agent.
      • Agency and job title (update missing titles as you go).
      • Region (specific suburbs or councils) and city (e.g., Melbourne).
      • Phone numbers, postcode, relationship status (cold, warm, or hot), email address, and connect notes.
      • Last contact date: When you last reached out.
      • Connect Notes: Summary of your recent call.
      • Domain profile: Verify the agent’s details, sales, and active listings.
      • AI-powered fields: Note that AI tries to automate some details but may require manual corrections.
 
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Step 3: Maintaining the Relationship Manager’s Agent List
  1. Each acquisitions team member only sees the agents assigned to them as the relationship manager.
  1. To view your assigned agents:
      • Check the "Relationship Manager" column.
      • You list will be filtered to only display agents assigned to you.
☑️
Step 4: Logging and Tracking Agent Interactions
  1. When you speak to an agent:
      • Update Connect Notes with details of the call.
      • Record the Last Contact Date.
      • Adjust the relationship status (cold → warm → hot) as needed.
  1. Keep track of deals completed with each agent in the "Deals Completed" column.
      • This helps identify high-value relationships.
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Step 5: Filtering the Agent List
  1. Click the "+" button to add a filter.
  1. Choose the criteria for filtering:
      • Agency Name: Type the agency name (e.g., "Ray White") and select Contains for broader results.
      • Empty Fields: Identify missing data.
  1. Apply the filter by clicking "Save changes" or discard it by selecting "Discard".
☑️
Step 6: Updating and Refining Agent Data
  1. Regularly update missing or incomplete fields:
      • Suburbs, job titles, and additional agent details.
  1. Record and refine relationship status:
      2. ❄️

      Cold Agents

      • Never spoken to them, no introduction done yet or very minimal contact.
      ☀️

      Warm Agents

      • Haven’t purchased from them yet, maybe missed out on a few deals however you have good communication and they have provided some off markets.
      🔥

      Hot Agents

      • Agents we've bought from before
  1. Add new agents and ensure their details are filled in completely.
☑️
Step 7: Best Practices for Using the Agent List
  1. Consistent Updates:
      • Always log connect notes and contact dates after reaching out to agents.
  1. Maximise Filtering:
      • Use filters to quickly find agents in specific regions or with particular criteria.
  1. Utilise AI Features:
      • Check AI-powered fields for automated updates, but verify their accuracy.
  1. Track Relationships:
      • Monitor deal history to prioritise high-value agents.
  1. Keep It Organised:
      • Ensure all columns are relevant and up-to-date for easy navigation.
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Final Tips
  • Review and refine your Agent List regularly as it’s an essential tool for maintaining strong relationships and sourcing properties.
  • Reach out to your team lead if you encounter issues or have questions about the functionality.
 
 

Competency Checklist

  • Can locate their individual agent list and save as a favourite in Attio
  • Understand all the information in the agent list format and what each data set means
  • Can filter the agent list to increase efficiency
  • Knows what data to update and how to update it as you contact agents.
 
 

Preparing to call an agent

Having background information before going into the call will allow you to build quick creditability and rapport with agents. Once this is established they will feel more confident in opening up to you about opportunities that come their way.

 
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Define your goal for the call before making it.

What’s some examples?
  • Introduce myself and InvestorKit to Cold Agent.
  • Source an off market property
  • Follow up that property they told me that would have ready today
  • Make an offer
  • Closing a deal
  • Discuss the current deals I have on-going
  • Thank them for recent business
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Research the agent to learn about them.

Learning about who agents are and how they operate

In the video below Arjun our founder covers getting the hang of managing campaigns, building strong connections with agents, and how to navigate negotiations like a pro, ensuring the best results for your clients.

 

Here’s the steps to determine what type of agent you’re dealing with:

Step 1: Importance of Campaign Management

  • Understand the risks of adjusting reports to fit campaign narratives (e.g., using campaigns to justify inflated or incorrect valuations).
  • Stay objective and rely on comparable sales data, not campaign pricing.

Step 2: Understanding Agent Tendencies

  • Identify the tendencies of specific agents to determine if they over- or under-list properties.
  • Use tools like CoreLogic and recent sales data to analyse agent strategies.
  • Recognise patterns to better predict outcomes and avoid missteps in negotiations.

Step 3: Analysing Agent Sales Data

Gather Data:

  • Use CoreLogic or similar tools.
  • Search for recent sales within a specific area (last 3 months, for example).
  • Filter results by agents.

Evaluate Trends:

  • Look at listed prices versus sold prices.
  • Determine if the agent consistently over- or under-lists properties.
  • Take note of any anomalies and adjust expectations accordingly.

Step 4: Comparing Agent Strategies

Fair Pricing Agents:

  • Agents who stick to realistic price ranges based on market trends.
  • Example: An agent listing properties between $650k–$700k and closing deals within that range.
  • Strategy: Build rapport and approach negotiations confidently.

Underlisting Agents:

  • Agents who list properties below market value to attract larger crowds and create bidding wars.
  • Example: Properties listed at $600k–$650k but selling for $700k+.
  • Strategy: Adjust expectations to account for higher final prices and tailor negotiation tactics.

Step 5: Establishing Campaign Timelines

  1. Learn the Campaign Flow:
      • Observe the agent's campaign process (e.g., open homes on weekends, offers collected on Monday/Tuesday, and final decisions by Wednesday).
  1. Confirm Campaign Deadlines:
      • Ask agents directly about timelines for offers and decisions.
      • Example: "Am I right in saying offers close Tuesday and decisions are made Wednesday?"
  1. Plan Client Communication:
      • Inform clients about campaign timelines to set clear expectations.
      • Example: “The agent is closing offers by Wednesday, so we may only have one opportunity to submit a bid.”

Step 6: Negotiation Tactics

Tailor Your Approach:

  • Use agent tendencies to shape your opening offer.
  • For fair-pricing agents: Start with comparable sales data and engage in straightforward discussions.
  • For underlisting agents: Factor in their strategy and prepare to negotiate for a higher price.

Control the Conversation:

  • Avoid asking open-ended questions like, “Where do you think this will land?”
  • Instead, guide the discussion by presenting data and asking specific questions.
  • Example: “Based on similar sales at $720k, do you think my client should consider a higher offer to stay competitive?”

Stay Firm:

  • Keep discussions focused on your budget and range to avoid being manipulated into overbidding.

Step 7: Building Relationships with Agents

Leverage Past Deals:

  • Reference successful past transactions with the agent to build trust.
  • Example: “We’ve worked well together before, so I know you’ll keep me updated.”

Foster Ongoing Communication:

  • Be proactive about follow-ups, especially near campaign deadlines.
  • Example: “Can I give you a call on Wednesday morning to check in on the status of offers?”

Step 8: Efficient Time Management

Plan Your Workflow:

  • Prioritise active campaigns based on their timelines and criticality.

Set Client Expectations:

  • Clearly communicate the negotiation process and any best-and-final approaches.
  • Example: “We might only get one shot at this, so I’ll update you after speaking with the agent.”

Step 9: Application of Insights

Predict Agent Behaviour:

  • Use historical data to anticipate agent strategies and adjust accordingly.

Prepare for Negotiations:

  • Enter discussions with confidence, backed by data and an understanding of the agent’s tactics.

Avoid Missteps:

  • Use insights to ensure you don’t overpay or make unrealistic assumptions in negotiations.
 

Competency Checklist

  • Can explain why having information ahead of a call is an advantage
  • Knows what information you would gather before making a call?
  • Can demonstrate where to get the relevant information
  • Can demonstrate how to use the information effectively in communication
 
 

Who is InvestorKit and why should agents work with us?

InvestorKit was founded in 2017 by Arjun Paliwal, with the mission to help clients “Invest with confidence, outperform the market, and build a high-performing property portfolio.”

 

And that’s exactly what we’ve done. Purchasing all around the country making property transactions not only great for our clients but agents too. With built systems, processes and knowledge of how a deal works, what are the key things to focus on to execute quick, efficient and smooth transactions. Check out some further information to will be useful in conversations below:

 
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Our Awards and achievements

🥇 Buyers Agency of the year - REB award 2023 & 2024 (In the running for 3peat) 🇦🇺 Winner - Top 10 - Best workplace in Australia for Small Business 🏢 InvestorKit Team - 40+ Staff 🏘️ 2000+ properties purchased nationally. 🤝🏻 1000+ clients used our service to purchase.

👑

Our Founder

Arjun Paliwal

  • Over $1B+ in property transactions
  • Winner of the Rising Star Award by REB (2020)
  • Four-time finalist for Sydney Young Entrepreneur of the Year by Business News Australia
  • Named one of Australia’s Top 50 Small Business Leaders by Inside Small Business in 2022
  • Since 2018, led a team of 40+ to help investors purchase over 1,400 properties nationwide
👬

Our Team

A powerhouse of expertise, passion, and innovation:

🔬 Research: Delivering data-driven insights to uncover lucrative opportunities

👔 Sales: Building relationships and driving exceptional client outcomes

🧠 Strategy: Crafting tailored plans for successful investments

🏠 Acquisitions: Sourcing and securing the best properties Australia-wide

🎁 Client Success: Ensuring a seamless and rewarding client journey

💡 Marketing: Showcasing our services and connecting with future clients

🎓 Leadership: Inspiring innovation and excellence at every level

 

Competency Checklist

  • Knows all of InvestorKit’s and Arjun’s accolades and accomplishments
  • Knows the different divisions in InvestorKit and what each one does for the customer and staff
 

What information do I need from the agent?

Knowing what information you need to make a decision on a property and if we have a client suitable is crucial. Let’s get into what that information is and some examples of scripts, questions and dialogues to assist you.

 
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Due Diligence basic requirements

Finding out the information about the property to see if this passes our basic DD checks before pursuing further.

 

Why do I need to know this?

If a property doesn’t pass out checks, there is no point continuing down the process as we don’t want to be a sub-par asset.

 

Here’s some great questions to ask:

  • What’s the address?
  • What’s the bed, bath, car and land size for this one?
  • Has there been other renovations or improvements to the property?
🏝️
Seller Motivation

Why is the seller selling?

 

Why do I need to know this?

Determining a seller’s motivation will indicate to you if there is a chance you are wasting your time or if this person is serious and ready to move forward.

 

Here’s some great questions to ask:

  • What happens when people are considering selling but they’re not 100% ready? ‘’Is your client ready to sell today?’’
  • What’s the most important thing to your seller as part of this sale?
  • Have your seller’s purchased elsewhere?
  • Is the property rented or owner occupied?
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Buyer Interest

What is the level of enquiry, offers, people who have or will attend the property?

 

Why do I need to know this?

This will help you craft your offers and negotiations to ensure you are getting the best possible price for our client.

 

Here’s some great questions to ask:

  • Am I having the first look at this one?
  • Is there anything I should be aware to position my client correctly?
  • What would you say is the best features of this property?
✔️
Terms

All negotiation parts of the transactions besides price, i.e settlement, deposit, clauses.

 

Here’s some great questions to ask:

  • Are my terms the right fight for the seller?
  • What would give be a better chance, what would the seller prefer, what terms would get the deal done?
  • If I offered you X terms would that help us secure this today?
🤝🏻
Negotiation Process

What is the process and timeline of how buyers will be submitting offers and the seller accepting a final offer.

 

Here’s some great questions to ask:

  • If I agree to pay this price, is it going to be shopped around to get buyer interest or can you guarantee me a deal here and now?
  • How will you run the offer process?
  • Will you disclose all the offers?
  • Will you make it best and final offers or play ping pong back and forth?
  • When will you close the offer process, what is the hard deadline for other offers?
  • When will you present offers?
  • When will your client counter sign?
💰
Buy Price

What is the price that the seller will accept and sign a contract today.

 

Here’s some great questions to ask:

  • What buys it today?
  • What’s the highest offer you’ve rejected?
💁🏻‍♂️
Final Tips

If you have a property that’s been really recently renovated, constructed or had improvements.

 

Here’s some great questions to ask:

  • How long has the property been vacant for while the renovations were being completed?
  • Was there someone living in the property after it was renovated?
  • Could you please provide a copy of the OC (Occupancy certificate for new builds)
  • Could you please provide waterproofing certificate? (for any bathroom renovation)
  • Could you please provide the DA? (Development Approval)
 

Competency Checklist

  • Understands what information to request from an agent in a call
  • Can demonstrate why the above information is important to collect
  • Can demonstrate why it is important to get the above information on the first call
  • Can share scrips and dialogues for each question to gather information
 

Building Rapport

What am I gonna say?

The words that we say matter and can make all the difference. When trying to connect with someone and gain their trust, it’s important to make sure you have your reason for calling, your elevator pitch and how it will be a benefit to them ready to go.

 

Am I saying the same thing to everyone?

Great question! No, every agent you talk to or maybe haven’t spoken to yet will require different types and frequency of communication. We’ll go through what these different types of agents are, phone scripts, sms templates and email templates for each type of person and situation below:

 
❄️
Cold Agents

Never spoken to them, no introduction done yet or very minimal contact.

 

Phone Script 1:

Hi [Agent Name], this is [Your Name] from InvestorKit, a national buyers agency. How are you going today?

 

I’m working with a few investors who are keen to purchase in your area, and I wanted to check if you have any properties coming to market soon or ones that aren’t advertised yet?

Our clients have a budget of up to $[Budget] and are looking for:

• [Area(s) of Interest]

• 3+ bedrooms

• Rentable condition

• No pools, away from train tracks, and flood risks

Do you have anything in the works that might be a good fit?

 

Phone Script 2:

“Hi, I’m [Your Name] from [Company Name]. I work with clients looking in the $X–$Y price range. Do you have any properties coming up soon that might fit?”

 

Value Add – Property Management Incentive:

‘As you know, the market is incredibly competitive right now. If you can share VIP or off-market opportunities with me, I can guarantee property management will go straight back to you or your team upon a successful purchase. It’s our way of adding value to our partnerships.’

 

Staying Connected:

‘What’s the best way to keep in touch with you—SMS, call, or email? I’d love to stay connected and potentially purchase multiple properties through you.’

 

If They Request a Follow-Up:

‘Happy to send you that email! While I’ve got you, are there any addresses or properties you’d recommend I note down now?’

 

Closing:

‘Thanks so much for your time, [Agent Name]. I’ll follow up with the details, and I look forward to working with you soon. Have a great day!’

☀️
Warm Agents

Haven’t purchased from them yet, maybe missed out on a few deals however you have good communication and they have provided some off markets.

 

Phone Script 1:

‘Hey (agent name) how's it going? (Name) Calling from InvestorKit Buyers Agency.

We’ve just onboarded a few more investors and a couple of them are keen on purchasing a property in areas that you list quite a few.

 

Just thought I’d reach out to ask if you’ve got any properties in the works / coming to market soon but not advertised just yet that I could take a look at?

 

To refresh your memory, we’re looking for something (input property criteria), some suburbs that we’re keen on are (input suburbs).’

 

Phone Script 2:

“Hi [Agent’s Name], I understand you’ve been super busy in this market. I appreciate your time and your work on [Property]. How’s the campaign been going so far?”

 

SMS

Hi (Xxx) Just a friendly check-in from my end, we’ve got a few investors on our books that we’re searching for. Would you have any properties coming to market soon I could get a sneak peek / early heads up on that haven’t been advertised online just yet?

 

Email

Template 1:

To: Agent
Subject
Hi xxx, Hope you’re well!   We've recently onboarded a few more investors who are interested in purchasing their next property in xxx. Just thought I'd check in to ask if you may have any new listings (or tenanted off market) in your books which may suit?   We’re looking for ( 3 bedrooms or more, no pools, away from busy roads, 375 sqm land size, rentable condition properties)   Pricing: anywhere from Mid 6's to low 8's range    Thanks!
 
 

H

🔥
Hot Agents

Agents we've bought from before

 

Phone script 1:

Hi (agent name) Hope you’re well! (Name) here from InvestorKit Buyers Agency.

Just a friendly check-in from my end, we got a few investors on our books that we’re searching for. Would you have any properties coming to market soon I could get a sneak peek / early heads up on?

 

Phone Script 2:

Hey [Agent’s Name], just checking in to see how your week is going and if there’s anything new on the horizon?

 

Phone Script 3:

Hey [Agent Name], I know the team recently did a deal on Warsaw Street. Just letting you know I’ll be reaching out from time to time to see if we could do another one together?

 

SMS

Hi (Xxx) Just a friendly check-in from my end, we’ve got a few investors on our books that we’re searching for. Would you have any properties coming to market soon I could get a sneak peek / early heads up on that haven’t been advertised online just yet?

 

Email

Example 1

To: Agent
Subject
Hi xxx,   Hope your week is going well so far!   Just a friendly check-in from my side, we recently purchased *Insert Address* from you on behalf of one of our investors and we would love to buy more if we can!   Would you have any properties coming up that we could get a sneak peek / heads up on?  
 
 
💁🏻‍♂️
Additional Tips:
  • Avoid using the term "off-market" when speaking with agents, especially with ‘warm’ or ‘cold’ contacts, as they generally don’t like it.
  • Maintain weekly contact with agents, particularly ‘hot’ agents, to nurture relationships and stay updated on any off-market opportunities.
  • Exclude properties from your off-market list if they are confirmed to go online as part of a regular campaign; the online team will handle those listings once live.
  • Build agent confidence to give you early access before properties go online. This may require multiple follow-ups, requests for sooner access, videos, or buy prices.
  • Push to bring forward dates for access or information. The closer the agent is to listing online, the less likely the property will remain off-market or pre-market.
  • Communicate assertively with agents—show conviction, follow up consistently, and maintain high communication frequency. Agents want the property sold, so don't hesitate to engage persistently, which is different from how you would approach client communication.
  • Don’t accept the first property offered only, always acknowledge the offer and then see if they have any more.
 

Competency Checklist

 
 

Putting it into action - Building rapport

Now that you know what to say, let’s focus on how to say it. Framing and questions are crucial to building strong connections and finding out why someone does or doesn’t do something. Check out below to get some helpful frameworks and hints from our Head of Growth James!

 
 

The Ford Principle

🎓
Step 1: Understanding the Ford Principle
  • What is it?
    • A structured framework to build rapport and strong connections by asking genuine questions.
    • Focuses on four areas of conversation:
      • F: Friends or Family
      • O: Occupation
      • R: Recreation or Relaxation
      • D: Dreams or Desires
  • Why use it?
    • Helps establish trust and a meaningful connection.
    • Encourages the other person to open up, making them feel heard and valued.
💬
Step 2: Using the Ford Principle
  1. Start with F (Friends or Family):
      • Example question: "Who did you come here with?"
      • Discuss their relationships and connections.
      • Build familiarity by identifying mutual connections or shared experiences.
  1. Transition to O (Occupation):
      • Example question: "What do you do for work?"
      • Dig deeper into their role by asking follow-ups:
        • "How did you get into that line of work?"
        • "What’s a typical day like for you?"
      • Show genuine interest and share relatable anecdotes.
  1. Move to R (Recreation or Relaxation):
      • Acknowledge the challenges of their work to transition smoothly:
        • "That sounds busy—what do you do to unwind?"
        • "When was the last time you took a holiday?"
      • Explore their hobbies, leisure activities, or favourite ways to relax.
  1. Conclude with D (Dreams or Desires):
      • Transition by asking about future goals:
        • "What’s next for you in your career or life?"
        • "Do you have something you’re working towards that excites you?"
      • Identify aspirations and encourage them to share their long-term plans.
👂🏻
Step 3: Adapting the Sequence
  • Adjust the order based on the situation:
    • At a business meeting: Start with Occupation, move to Recreation, then explore Friends/Family, and end with Dreams/Desires.
    • At a social event: Begin with Friends/Family, transition to Recreation, then to Occupation, and finish with Dreams/Desires.
    • While on holiday: Lead with Recreation, transition to Occupation, then Friends/Family, and finally Dreams/Desires.
📝
Step 4: Testing Rapport
  • Gauge if you’ve established strong rapport by observing the person’s openness:
    • If they share personal aspirations or future goals, it indicates trust and connection.
☑️
Step 5: Leveraging Rapport
  • Use insights from the conversation to maintain the relationship:
    • Mention previous topics in future interactions.
      • Example: "How’s flu season going for you as a pharmacist?"
    • Encourage their goals:
      • Example: "I can totally see you opening that gym someday—when do you plan to start?"
🏌🏻‍♀️
Step 6: Practicing the Ford Principle
  • Apply the framework in various settings:
    • Social Events: Parties, weddings, graduations.
    • Everyday Encounters: At shops, pubs, or even traffic lights.
    • Professional Interactions: Meetings, networking events, or calls with clients and agents.
💡
Key Tips for Effective Use
  • Be genuinely curious and actively listen.
  • Tailor your approach based on the person’s response and comfort level.
  • Use the framework to build trust, strengthen relationships, and enhance communication.
 

How to build and maintain great agent relationships

Being able to source off-market properties at the end of the day really comes down to your ability to build and maintain great relationships with real estate agents. We’re going to go through how to conduct a meaningful field trips to meet agents and get to know them on a deeper level and our WhatsApp strategy to help you have frequent and quick communication.

 

How to conduct meaningful field trips:

💁🏻‍♂️

Preparation:

  • Identify key agents/agencies based on activity or recommendations.
  • Schedule meetings and introductions via email or calls.
  • Phone Script: “Hi [Agent’s Name], we’ll be in [Location] next week and would love to meet over coffee to discuss opportunities.”

During the Field Trip:

  • Focus on:
    • Building rapport by letting agents share their experiences.
    • Offer consistent follow-ups based on agent preferences.
    • Note personal details (e.g., hobbies, preferences) to personalise future interactions.
    • Provide value: Position yourself as a solution for their challenging or private sales.
    • Gathering local knowledge about good/bad areas and due diligence considerations.
  • Phone Script: “What do you like or dislike about working with buyer’s agents? We want to make this process as smooth as possible.”

Post-Visit Follow-Up:

  • Send a follow-up email thanking them and outlining potential opportunities.
  • Phone Script: “Thanks for meeting us! Here are the criteria we’re looking for in the region…”
 

Final Tips for relationship building:

📱

Social Media Engagement:

  • Follow them on social media (LinkedIn, FB, IG)
  • Like, comment, and engage with agents’ posts to stay top of mind.
Tip: Schedule a few minutes weekly to engage with their social media content.
 

Showing Appreciation:

  • Send small gifts, handwritten notes, or organise a coffee meeting after a successful deal.

Using WhatsApp for Effective Communication with Agents and Vendors

Using WhatsApp is a fantastic way to stay connected with agents and vendors, making it easier to find those off-market and pre-market opportunities. By setting up and managing WhatsApp groups the right way, you can keep communication flowing smoothly and get great results. Let me walk you through how to set up, manage, and nurture these groups to make the most out of them!

 
 

Using WhatsApp for Effective Communication with Agents and Vendors

🛠️
Step 1: Setting Up a WhatsApp Group

Create a New Group:

  • Open WhatsApp and click on “New Group.”
  • Add the relevant participants, such as agents and team members.

Name the Group:

  • Choose a title that identifies the group purpose, e.g., “Bayside Properties - Investigate” or “McKean - Investigate.”

Add a Group Photo:

  • Upload a professional and relevant image to represent the group (e.g., a logo or area-specific photo).
💬
Step 2: Sending the Initial Messages

Introduction Message:

  • Example:
    • “Hey [Names], feel free to share any addresses and videos here.”
    • Mention that the next message will include key buying regions and guidelines for easy reference.

Provide Key Information:

  • Share the regions you’re interested in and any price or property criteria.
  • Example: “Here’s a quick summary of the areas we’re focusing on and the type of properties we’re seeking: [Insert details].”

Explain the Purpose:

  • Clarify that the group is for efficient communication about off-market and pre-market opportunities.
🪴
Step 3: Follow-Up and Nurturing the Group

Regular Friendly Check-Ins:

  • After a few days, send a simple follow-up message to engage the group.
  • Example: “Hey [Names], just checking in to see if you have any properties coming up that we could take a look at.”

Respond Promptly:

  • If agents share property details, acknowledge quickly and follow up with specific questions or feedback.
  • Example: “Thanks for sharing, [Name]! Can you provide more details on [property specifics]?”

Keep the Group Active:

  • Periodically remind participants of the group’s purpose and re-share the buying criteria if necessary.
🤝🏻
Step 4: Examples of Successful WhatsApp Group Use

Example 1: Bayside Properties Group

  • Created a group with agents and team members.
  • Shared introductory messages with key buying criteria and regions.
  • Frequent back-and-forth communication resulted in multiple off-market purchases.

Example 2: McKean Group

  • Set up a group with agents in Bendigo.
  • Sent initial guidelines and buying criteria.
  • Conducted a friendly check-in after a couple of days, which led to agents responding with property details and photos.
🥇
Step 5: Best Practices for WhatsApp Communication

Be Professional Yet Friendly:

  • Use a conversational tone while maintaining professionalism.

Leverage Template Messages:

  • Save time by preparing introductory and follow-up message templates.

Encourage Active Participation:

  • Remind agents to share potential properties regularly and keep the group purpose clear.

Stay Consistent:

  • Regularly follow up to nurture the relationship and keep momentum.
 

The importance of practice

As the old saying goes practice makes perfect, but what it really does is makes you feel prepared and confident for any situation as it’s predictable. We run weekly team training covering all different aspects of your role, check out the training about off market deal sourcing below:

 
👉

Video Training - Watch below

 

How to get the most out of role playing:

📞

Simulate Real-Life Scenarios:

  • Assign roles (agent and caller) and specify the relationship stage (cold, warm, hot).
  • Practice addressing challenges, such as agents being dismissive or providing limited information.
  • Practice tailoring communication to the agent’s demeanour.
🪜

Execute all the steps pre, during and post call:

  • What’s the goal of the call?
  • Who am I calling?
  • What am I going to say?
  • Have I got Attio open ready to take notes?
  • Use scripts as a guide
  • Incorporate the FORD principle
  • Use mirroring to adapt to the agent’s tone and energy.
  • Ask questions to assist you capture the information you need.
  • Confirm the preferred communication method
  • Complete post call actions i.e sms, email
 

Due Diligence - Getting into the details

🌊 Looking up flood maps

One of the most important checks when buying the right investment properties in Australia is flooding. Flooding can have an impact on insurance, repairs and replacement of different items of the property which sometimes are minor costs but have the potential to damage a whole property.

 

How do we minimise the risk this from happening to our clients? Check out the flood tutorials below which are located on the Buying Markets tab on Attio 👇🏻

New South Wales
Far North Queensland
South East Queensland
Brisbane City Council
City Of Logan

Tutorial video:

Moreton Bay

Tutorial video 1:

 

Tutorial Video 2:

Redland / Capalaba
Ipswich
Oakey

Tutorial video:

 
Toowoomba

Tutorial video:

 
South Australia
Victoria
Bendigo
Melbourne
Mildura
Wodonga
Western Australia
 

Due Diligence Bot

Now you know what checks we have to find the best assets in the market for our clients, but what tools do we use and how do we use them? Welcome to the Due Diligence Bot.

 

DD at a glance

For on-market properties the online Acquisitions Team (PAS) will complete the DD Bot and these properties will be uploaded automatically to Attio. It is the responsibility of the PAA to double check the DD Report of any property completed by the online team. Property Acquisition Analyst’s will need to complete the due diligence bot for any off-market properties they have sourced themselves.

The Due Diligence Process starts once an off market property address has been received from your Agent contact. The purpose of this process is to check if the property passes our various checks and is suitable to be presented to our clients as a potential purchase.

Website: https://bot.investorkit.app/#/
 

How to Upload an On-Market Property to the Due Diligence Bot (DDBot)

 

Step by step guide

Step 1: Prepare the Property for Upload
  1. Identify the property you need to check (e.g., "4 Pembro Crescent").
  1. Perform initial due diligence checks:
      • Use council resources to confirm the property passes required checks.
      • Use RP Data to verify additional information about the property.
      • Use Microburbs to check housing commission.
      • Use Google Maps to capture relevant DD checks.
  1. Capture necessary screenshots:
      • Ensure screenshots include:
        • The pin.
        • The address.
        • Nearby suburbs.
      • Keep the screenshots zoomed in enough to clearly display relevant details.
      • Take separate screenshots for housing checks and flooding checks.
Step 2: Access the DDBot
  1. Open your web browser and navigate to: https://bot.investorkit.app/#/
  1. Log in using your email address:
      • Enter your email and press Enter.
Step 3: Upload Property Information
  1. Copy the property address from your records and paste it into the DDBot.
  1. Select the property from the suggested autocomplete options.
      • If a duplicate property is flagged:
        • Confirm if it’s the same property or a different one.
        • For duplicates, choose to update the due diligence report as needed.
Step 4: Answer Due Diligence Questions
  1. Follow the prompts provided by the bot to answer specific due diligence questions:
      • Example questions:
        • Is the property near a creek?
        • Is it under 20% away from housing commission?
        • Is it away from a cemetery?
        • Does it have income-swimming pools?
    1. For each question, upload the required screenshot (e.g., flooding checks, housing commission checks).
Step 5: Add Additional Comments (Optional)
  1. When prompted, you can add extra comments if needed.
      • If no additional comments are required, click No.
Step 6: Review and Finalise the Report
  1. Double-check your uploaded screenshots and information to ensure accuracy.
  1. Click Create Property Report to finalize the process.
Step 7: Update the Property Details
  1. Once the report is created, go to the Attio and check that the property is uploaded under "Properties."
  1. Update the following details for the property:
      • Property listing URL.
      • Price.
      • Handle any pricing information adjustments.
Final Step: Confirm Completion
  • Review all uploaded data and reports to ensure everything is correctly added.
  • The property is now fully processed within the DDBot.
 

How to Upload an Off-Market Property to the Due Diligence Bot (DDBot)

Step by step guide

Step 1: Prepare the Required Tabs

Before starting, open the following tabs in your browser:

  1. Property Information Tab:
      • Ensure you have the property address ready for upload.
  1. Microburbs Tab:
      • This tab will show public housing percentages.
      • Take a screenshot of the relevant public housing map for upload.
  1. Flood Mapping Tool Tab:
      • For properties in South Australia, use the SAPPA flood mapping tool.
      • Take a screenshot of the flood map for upload.
  1. Google Maps Tab:
      • Use this to analyze the property for proximity to main roads, highways, creeks, and other relevant features.
Step 2: Start the Due Diligence Process
  1. Go to the DDBot platform: https://bot.investorkit.app/#/
  1. Enter your email address to begin.
Step 3: Enter Property Details
  1. Input the property address (e.g., "19 Miles Place, Huntfield Heights").
  1. The bot will check if the property is already in the system:
      • If the property is new, a new record will be created.
      • If the property already exists, confirm whether to update or create a new report.
Step 4: Analyze and Verify Property Details
  1. Use the open tabs (Microburbs, Flood Mapping Tool, Google Maps) to confirm the following:
      • Public housing percentages.
      • Flood risk.
      • Proximity to main roads, creeks, or other features.
  1. Confirm that the property passes the due diligence checks:
      • If the property fails any checks, stop the process.
      • If it passes all checks, proceed to the next step.
Step 5: Answer the Due Diligence Questions
  1. Follow the bot’s prompts and answer each question with Yes or No based on your analysis.
  1. Upload the required screenshots when prompted:
      • Flood map screenshot.
      • Public housing map screenshot.
Step 6: Review and Finalize
  1. Once all questions are answered, the bot will generate a summary of your inputs.
  1. Review the summary to ensure all boxes are correctly ticked.
  1. If needed, add any additional comments in the final section.
Step 7: Create the Property Report
  1. Click the Create Property Report button.
  1. The bot will upload the property to Attio.
Step 8: Update the Property in Attio
  1. Open the Attio platform and go to the Properties tab.
  1. Locate the property under Live Properties (it should appear at the bottom of the list).
  1. Update the property details:
      • Change the status (e.g., On Market or Off Market).
      • Add agent details and listing price.
      • Include comments if applicable (e.g., "Owner-occupied" or "Tenanted").
Step 9: Categorize the Property
  1. Place the property in the appropriate category:
      • Properties Delayed: If further information is required.
      • Report and Present: If the property is ready to present.
Final Step: Confirm Completion
  • Double-check all updates in Attio.
  • If needed, consult with team members for further clarification or next steps.

What does a Finished Due Diligence Report Look Like?

After completing the Due Diligence Bot for a property, you would’ve seen our Due Diligence Report that is automatically generated in Attio for that property. How cool is that!

Link: https://properties.investorkit.app/#/view-report/657db052-d676-475b-aa1f-53c6e81ba27c

Have a look at a completed Due Diligence Report here:

 

Let’s get into the details:

With an understanding of what our checks are, how we capture them in the DD Bot and the DD Report that we share with clients, you’re probably thinking to yourself.. How do I do some of these checks and is there anymore you haven’t mentioned so far?

You’d be right in asking those questions, check out the below:

🔢
Minimum Bedroom Dimensions
🧱
Retaining Walls
📍
Property Location Checks
🌊
Heavy Flood Risk
🚧
Road Street Checks
⛳
Land Size & Block Shape
🛠️
Garage Conversions
🏘️
Microburbs RP Owner Name Check
🛣️
200m away from Highways
⚡
Electrical Hazards
🔥
Bushfire Risk
🌊
Flooding Close Calls
 
❓

Grey Area - Due Diligence

Any properties with any part of the DD criteria that falls under the ‘Grey” area can now be passed at the discretion of the Property Acquisition Analyst.

The Property Acquisition Analyst MUST do the following in such an example:

  • Complete the DD Bot and add in the additional comments about the Grey Area item and explain their rationale for approving.
  • Share the DD report with a client when presenting the property.
  • Explain and disclose this on the phone call
 
What’s some examples?
  • Speak to local PM’s or sales agent for on the ground information.
  • Remember to priortise garage direction over facade direction.
  • Bedroom sizes if extremely close like 2.9mx3 can be used if comps support this for 3 bedrooms only.
  • DHA or government leases - 99% of the time would be a fail - raise with Steve.
  • Facade and frontyard presentation of 5 houses left and right of subject property are neat clean

      • Examples: Lawns out of control, garbage, junkyard, graffiti

 

How to source videos, photos and what to check?

Review any video walkthrough or online photos/video and scan for if there is anything missing, damaged, broken and if all areas of the property are recorded and the quality of the video/photos are sufficient.

 

Nick breaks down how to analyse a Video Walkthrough and what to look out for:

 

Here’s the list of things to watch out for below:

📷
Video Content List:
  • Street view
  • Front yard including Facade
  • All bedrooms
  • All Studies
  • All Bathrooms
  • All Kitchens
  • All living areas
  • All garages
  • All storage spaces
  • All laundry’s
  • All side yards
  • All backyards
  • All balcony’s
  • All pergola’s
  • Any other dwellings on the property (sheds, granny flats)
🩺
Internal Items:
  • Mould
  • Blinds
  • Ceiling fans
  • Air Conditioning
  • Exhaust fans
  • Lights
  • Door Handles
  • Ceiling Fans
  • Windows
  • Cooktop
  • Oven
  • Dishwasher
  • Sinks
  • Shower
  • Bathroom
  • Toilet
  • Microwave
  • Small rooms
  • Holes
  • Stains
  • Water damage
  • Paint
  • Rust
  • Flooring
👓
External items:
  • Retaining walls
  • Shed
  • Shelters
  • Carports
  • Fencing
  • Lawns
  • Gardens
  • Driveways
  • Footpath’s
  • Facade
  • Roof
  • Gutters
  • Letterbox
  • Scan the street for anything that could be a detractor at the front of the closest 5 properties on the left and right i.e messy/unkept lawns, damaged properties, graffitti
 

Video Walkthrough Checklist.

PAA NAME
Checklist Item
Provided and Sufficient?
Video Content
Front yard including Facade
Video Content
All bedrooms
Video Content
All Studies
Video Content
All Bathrooms
Video Content
All Kitchens
Video Content
All living areas
Video Content
All garages
Video Content
All storage spaces
Video Content
All laundry’s
Video Content
All side yards
Video Content
All backyards
Video Content
All balcony’s
Video Content
All pergola’s
Internal Items
Mould
Internal Items
Blinds
Internal Items
Ceiling fans
Internal Items
Air Conditioning
Internal Items
Exhaust fans
Internal Items
Lights
Internal Items
Door Handles
Internal Items
Ceiling Fans
Internal Items
Windows
Internal Items
Cooktop
Internal Items
Oven
Internal Items
Dishwasher
Internal Items
Sinks
Internal Items
Shower
Internal Items
Bathroom
Internal Items
Toilet
Internal Items
Microwave
Internal Items
Small rooms
Internal Items
Holes
Internal Items
Stains
Internal Items
Water damage
External Items
Paint
External Items
Rust
External Items
Flooring
External Items
Retaining walls
External Items
Shed
External Items
Shelters
External Items
Carports
External Items
Fencing
External Items
Lawns
External Items
Gardens
External Items
Driveways
External Items
Footpath’s
External Items
Facade
External Items
Roof
External Items
Gutters
External Items
Letterbox
External Items
5 houses left and right check.
 

Open Home Video

There’s no better way to get a idea of interest in a property then an Open Home. When most people are interested in a property they have a look at it. It’s a great method to gain information that will assist with negotiations. So what should you look at for and take note of?

 

What to check out the front?

 

What’s the inside look like?

 

Check out the backyard:

 
⛳

Here’s some ideas below:

  • What is the vibe of the attendees?
  • How many people are there?
  • Depending on both of the above you can use this too your advantage.

For example: If there is a lot of people - show the client there is high interest (create the excitement)

 

What if I have new information that changes my mind on price?

That’s great! Sounds like you got some more information which is going to make your pricing as accurate as possible. Exactly why we do all the different checks we do.

 
📝
Here’s the steps to take to update your pricing:
  • Update your CMA/Rent reports in the range or quality once we have a better picture of the property through videos - find the red flags of the property, attention to detail.
  • Catch things the client may see in the videos and address them early.
What’s an example?

You have noticed a cracked window, the fencing is damaged or maybe there is additional ceiling fans you didn’t know about?

 
🎓

Look at you go! Now that you know how to source properties and complete due diligence, now we have to allocate this property to the correct client, let’s go! link

 

Learning Competency Checklist

1. Understanding Off-Market Properties

  • Competency: Demonstrate a clear understanding of what off-market properties are, including their advantages for sellers, agents, buyers’ agents, and buyers, as well as where to source them.
    • Pass Criteria:
      • The candidate clearly explains the concept of off-market properties and the benefits for each party.
      • The candidate identifies primary and secondary sources for off-market opportunities.
    • Fail Criteria:
      • The candidate is unable to define off-market properties or explain their advantages.
      • The candidate does not recognize the various sourcing channels for off-market properties.

2. Understanding On-Market Properties

  • Competency: Demonstrate a clear understanding of on-market properties, including their benefits for all parties involved and the sources where they can be found.
    • Pass Criteria:
      • The candidate accurately describes on-market properties and their advantages.
      • The candidate identifies primary and secondary sources for on-market properties.
    • Fail Criteria:
      • The candidate cannot differentiate on-market properties from off-market ones.
      • The candidate fails to list the correct sources for on-market listings.

3. Sourcing Strategies and Property Types

  • Competency: Understand and articulate the different types of properties that can be sourced and the strategies used to locate them.
    • Pass Criteria:
      • The candidate explains the various property types and outlines sourcing methods.
      • The candidate describes the roles involved in sourcing different types of properties.
    • Fail Criteria:
      • The candidate is unable to distinguish between property types or their sourcing strategies.
      • The candidate does not understand who is responsible for sourcing each type.

4. Agent List and Database Management in Attio

  • Competency: Demonstrate proficiency in setting up, customizing, and maintaining an accurate agent database in Attio.
    • Pass Criteria:
      • The candidate describes the steps to locate, save, and customize the agent list.
      • The candidate explains how to update and filter agent data efficiently.
    • Fail Criteria:
      • The candidate cannot explain how to access or maintain the agent list.
      • The candidate fails to demonstrate proper updating or filtering practices.

5. Preparing for Agent Calls

  • Competency: Understand the importance of gathering background information on agents before making a call and preparing appropriate scripts.
    • Pass Criteria:
      • The candidate outlines the steps required to research an agent and prepare for a call.
      • The candidate identifies key information needed to build credibility during the call.
    • Fail Criteria:
      • The candidate does not recognize the need for pre-call research.
      • The candidate is unable to list the information necessary to prepare for effective agent communication.

6. Building Rapport and Effective Communication

  • Competency: Demonstrate the ability to build rapport with agents by tailoring communication approaches based on their relationship status (cold, warm, hot) and utilizing effective scripts.
    • Pass Criteria:
      • The candidate differentiates communication strategies for cold, warm, and hot agents.
      • The candidate outlines the key elements of building rapport and maintaining effective communication.
    • Fail Criteria:
      • The candidate does not adjust communication based on the agent’s relationship status.
      • The candidate fails to articulate techniques for building and maintaining rapport.

7. Utilizing WhatsApp and Other Communication Tools

  • Competency: Understand and apply best practices for using WhatsApp groups and other tools to maintain regular and effective communication with agents.
    • Pass Criteria:
      • The candidate explains how to set up and manage WhatsApp groups for agent communication.
      • The candidate identifies strategies to nurture ongoing communication through these channels.
    • Fail Criteria:
      • The candidate is unable to outline the setup or management process for WhatsApp groups.
      • The candidate does not demonstrate an understanding of how to keep communication consistent and effective.

8. Due Diligence Process and DDBot Usage

  • Competency: Demonstrate proficiency in the due diligence process by using the Due Diligence Bot (DDBot) for both on-market and off-market properties.
    • Pass Criteria:
      • The candidate describes the step-by-step process to upload property details and answer due diligence questions using the DDBot.
      • The candidate explains how to review and finalize due diligence reports.
    • Fail Criteria:
      • The candidate is unable to outline the process of using the DDBot.
      • The candidate fails to demonstrate the necessary steps to complete and review due diligence reports.

9. Evaluating Property Visuals and Data

  • Competency: Understand the key elements to review in property videos, photos, and walkthroughs to ensure comprehensive evaluation.
    • Pass Criteria:
      • The candidate identifies the critical visual and data elements to be checked during a property walkthrough.
      • The candidate explains how to assess internal and external aspects of a property.
    • Fail Criteria:
      • The candidate does not list important elements or overlooks key evaluation areas.
      • The candidate fails to recognize the significance of detailed property assessment.

10. Updating Pricing and Negotiation Adjustments

  • Competency: Demonstrate an understanding of how to update property pricing and adjust negotiation strategies based on new information from due diligence or visual assessments.
    • Pass Criteria:
      • The candidate explains the process for updating pricing and reports when new information arises.
      • The candidate outlines how to incorporate additional data into negotiation tactics.
    • Fail Criteria:
      • The candidate is unable to describe the process for updating pricing.
      • The candidate fails to connect new information with negotiation adjustments.

11. Articulating the Value of Sourcing Properties

  • Competency: Understand and communicate the overall value proposition of sourcing properties, including its benefits for all parties involved and its impact on client outcomes.
    • Pass Criteria:
      • The candidate explains the strategic importance of sourcing properties effectively.
      • The candidate articulates the benefits to sellers, agents, buyers’ agents, and buyers.
    • Fail Criteria:
      • The candidate cannot explain why sourcing properties is critical.
      • The candidate fails to recognize the benefits for the various stakeholders.
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