Portfolio review time is always exciting! It's a great opportunity to catch up with clients about their lives while sharing updates on their portfolio performance. If there's potential for portfolio expansion, we can explore and guide them through their next strategic investment move.
Table of Contents
What is a portfolio review?
While we built an initial plan in the portfolio strategy session, the reality is that people's lives change. They may experience circumstantial changes, such as welcoming a wonderful new child, or perhaps they've decided they're tired of Sydney's expensive lifestyle and want to move to a nice regional town!
That's why we build a plan that provides direction while remaining flexible enough to adapt to life's changes.
A portfolio review lets us reflect with the client on the past year's progress too.
During this session, we analyse the numbers and make any necessary adjustments to their initial plan.
The purpose of a portfolio review session
A portfolio review session is a valuable opportunity to catch up with clients and discover if they're ready to expand their portfolio.
However, it serves several other important purposes, including:
Reinforcing clients' property purchase decisions with data-driven insights about their properties and markets
Celebrating their properties' positive performance against portfolio assumptions made
Strengthening relationships by catching up on their personal achievements
Sharing fresh market insights and the latest research
Offering relevant referrals and support services
Requesting family and friend referrals from them
These small wins are stepping stones that bring you closer to securing another property purchase with your client!
When do we conduct reviews?
Reviews should be conducted every 12 months at a minimum.
12-Month Review
Review with estimate valuations, discussions on buying the next property and assisting the client with taking the next step towards their goals.
Duration: Around 30 - 40 mins
During these calls, you will:
- Build rapport by catching up on recent life events and changes
- Review their goals and identify any shifts in priorities
- Present the property valuation results and celebrate their growth
- Share market growth updates and discuss future potential
- Help update their financial details and property data in Gameplans
- Adjust their plan based on any new circumstances
- Assess their progress toward goals
- Present insights on current investment markets and how they align with their strategy
- Consider purchasing vehicles in SMSF where applicable too
- Outline next steps—either planning their next purchase or booking the next 12-month review.
How to set up a Portfolio Review, and have the client attend.
The most important time to start preparing for the portfolio review is immediately after your client has settled on their property and it is tenanted. This is when your client is at their most motivated and in the honeymoon phase (also a great time to get a testimonial from them too!)
Below is an overview of the ideal approach to take to not only set them up for the review, but provide tremendous value, maintain momentum and get micro-commitments along the way.
We call it UPSelling, and it’s all about providing moments to the client that are Unexpected, that are Personal, and make them feel Special
An example of UPSelling
The day the property is tenanted you give your client a ring, you tell them that you have been thinking of them and are really glad to see that the property has settled. During the call, you might say;
‘Hey, by the way, since you went unconditional, we’ve continued to see some strong data out of this location and we are absolutely stoked to get you into this market before the herd. You really made the right call on this property, and it was such a pleasure going through the process with you - I’ve got a little something on its way in the post, keep an eye out…”
A call to say we’re seeing some strong data is ‘unexpected’, and the acknowledgement of working with them was ‘personal’, and the fact that you are sending them a hamper makes them feel ‘special’
Client Outreach Guide: Tailored Portfolio Check-In
Purpose
This style of outreach is designed to spark meaningful conversations with clients outside of scheduled reviews. It is most effective when:
- You’ve seen relevant market data that connects to their portfolio.
- Their buffer, borrowing, or savings may now allow for a new move.
- You want to position yourself as the strategist always “thinking of them” and their next step.
Core Structure
1. Open with a thoughtful message
- Keep it light, personal, and genuine.
- Examples:
- “Hey, one more thing I thought of for you after looking at the data…”
- “Hope you’ve both been well, I was reviewing your portfolio and thought of this…”
- “Saw some trends coming up in the market and immediately thought of you…”
2. Tie directly to their portfolio
- Reference their actual assets and locations.
- Show how they’re positioned, then point to the gap or opportunity.
- Example: “You’ve got WA, SA, QLD, and your home in NSW. By adding Victoria, you’d balance the portfolio and pick up on new growth trends.”
3. Anchor on readiness criteria
Frame it as a quick checklist so the client can self-assess:
- Borrowing Capacity: “You have borrowing capacity in the $X–$Y range”
- Deposit/Costs: “Covered through equity release or savings.”
- Buffer: “Rainy day money appropriate for the number of properties they hold.”
- Savings: “Rough monthly savings, even if not perfect.”
4. Provide an alternative pathway
- If they can’t tick the above, show another way forward (eg. superannuation, structures, or introducing finance partners).
- Example: “If you’ve got $200k+ in super between you, there’s another way to move forward without impacting lifestyle or borrowing.”
5. Call to Action
- Keep it soft and curious.
- Examples:
- “Would you like to chat about this?”
- “If one of these isn’t ticking, let me know and I’ll guide you through options.”
- “Happy to explain this in a quick catch-up.”
Tailoring Guidelines
- Market Data: Always connect your outreach to something fresh and relevant (e.g., recovery in a state, rental pressure, infrastructure, affordability shifts).
- Portfolio Positioning: List what they already own, then explain how the new idea strengthens their overall mix.
- Buffer: Calibrate based on how many investments + home they hold. The more assets, the stronger the buffer expectation.
- Savings: Reference a realistic monthly savings band that suits their household.
- Borrowing: Provide a range that is both achievable and tied to the current opportunity.
👉 Shortcut Formula:
[Opening line] + [Portfolio context] + [Readiness checklist] + [Alternative pathway if needed] + [Soft CTA] + [Positive reinforcement]
Example Message (adaptable template)
“Hey [Name], one more thing I thought of for you after looking at the latest data.
We’re seeing strong recovery trends in [market/region] right now, and your portfolio is really well positioned to take advantage.
- [List their existing assets briefly]
- By diversifying into [target state/market], you’d balance things further and capture new growth.
How to know if you’re ready:
- Borrowing capacity for around $[range].
- Deposit and costs covered (equity or savings).
- Buffer of $[range] given your portfolio size.
- Ability to save about $[range] each month.
If one of these isn’t there, let me know and I’ll guide you through the options. Another pathway is [super/joint strategy/other].
Would you like to chat about this?
By the way, your [assets] are performing incredibly well!”
Call Script to book in a portfolio review:
- Introduction - Assume familiarity and project confidence
- Open confidently and assume they know who you are.
- Example: “Hey [Client Name], it’s [Your Name] here from InvestorKit – how are you going?”
- Discuss something about them personally (Family, Occupation, Recreation, etc.)
- If unsure or first contact after a while: “I’m the strategist now looking after your portfolio since you worked with [Previous Strategist Name].”
- Lead with value - Portfolio & Market Insight
- Show you’ve done your homework and speak directly to their portfolio
- Example: “I was thinking of you as I reviewed your portfolio against the latest market data. Based on what I’m seeing in [insert specifics, e.g. ‘your QLD asset’ or ‘the Bundaberg region’], I actually think you’re in a stronger position than you might realise.”
- “I’ve had a few ideas come up that I’d love to run by you, is now a good time for a quick chat?”
- Discovery - Clarify and confirm goals
- “Last time you connected with us, your goal was [X]. Is that still the case?”
- If no goal is captured: “I know you have purchased [Property or Market] and it’s done really well, but I’m actually missing what your long-term goal is. Can I quickly check on that?”
- Continue discovery:
- “How are you feeling about how things are tracking so far?”
- “Do you have a sense of how you’re tracking towards that goal?”
- Note: Don’t rush, let them talk. Use what they share to tailor the rest of your call.
- Overview - Paint the full picture
- Summarise their situation
- Portfolio is sitting at X
- Markets they’re exposed to
- What we’re seeing in terms of the data
- What this means for their portfolio, consider the pillars of constraint and how they shift
- What this means for their next step
- Example: “Based on what I'm seeing, with your portfolio in QLD and WA, we've had some really strong equity growth that we might be able to tap into. There’s a couple of opportunities worth unpacking, especially if you’re still aiming to [insert goal].”
- Pitch the review - Frame as the strategic move
- Exactly how your properties are performing and the equity you’ve built
- What’s shifted in the markets you’re exposed to, and where new opportunities are heating up
- Tactical moves that could shave years off your journey to [insert their stated goal]
“That’s why I want to book in your Portfolio Review, this isn’t admin, it’s about giving you a clear picture on:
- Social proof and close
- “A lot of our clients are surprised when we do this, they walk away with strategic tweaks they’ve never thought of, or ready for a move sooner than expected.”
- “Think of it like pulling out the map mid-road trip, making sure you’re still on the fastest route, and seeing if a shortcut just opened up.”
- “I’d love to take you through what I’m seeing, I’ve got a few slots on X date and Y date, which one works better?”
If they’re open to rescheduling → Great, let me pull up my calendar now and we’ll find a time.
If they say now isn’t the right time → Get curious, see discovery questions below
Call Script to follow up on a cancellation/no show in a portfolio review:
Hi [First Name], it’s [Strategist’s Name] from InvestorKit.
I’m just calling for our Portfolio Review session, so I wanted to check in and see if everything was okay.
I was looking forward to catching up and walking you through the latest valuation of your properties, as well as some market insights I think could really help your portfolio. Timing is key with investing, so I’d love to find a time that suits you.
Would you like me to send over some alternative slots, or is now just not the right time? No pressure, I just wanted to touch base and see where you’re at.
[Pause for response]
If they’re open to rescheduling → Great, let me pull up my calendar now and we’ll find a time.
If they say now isn’t the right time → Get curious, see discovery questions
Discovery questions to explore when a client isn’t interested
Discovery Questions
(For when a client says now isn’t the right time.)
1. Clarify Their Intent (C) – Understand why they canceled/not interested and where their mindset is right now.
- So I understand that when we built out your plan, your goal was X. What happened?
- I completely understand that now might not be the right time. Just so I can best help, is this more about timing, finances, or something that’s shifted in terms of market confidence or priorities?
- When we first set up the session, what were you hoping to get out of it? Has anything shifted since then?
2. Label Their Blocker (L) – Identify what’s stopping them from moving forward.
- Lead in: Can I share what I’m picking up?
- You might be wondering if this session is even worth it right now
- I’m sensing you’ve got a few competing priorities at the moment
- Sounds like there’s hesitation because of how the market’s moving right now.
3. Overview Their Situation (O) – Get a clear picture of their current position.
- Just so I understand where you’re at, what does your current property strategy look like in your own words?
- Have your investment goals changed since we last spoke?
- How are you currently feeling about your portfolio’s performance? Are you happy with how things are tracking, or are there areas you’d like more clarity on?
4. Sell a Solution to Their Problem (S) – Position the Portfolio Review as a way to address their concerns.
- One of the reasons we do these sessions is to ensure you have full clarity on where your portfolio sits and what’s possible next. Even if you’re not planning to buy right away, knowing your updated valuation and market options now can put you in the best position when the timing is right. Would that be helpful?
- If your concern is [e.g. market uncertainty, financing, etc.], we can use this session to work through exactly where you stand and discuss different options. Does that sound like something you’d be open to?
- Think of it like a health check, no pressure to act, just clear insight into your position and options.
5. Explain Away Any Objections (E) – Address hesitations and reframe their thinking.
- A lot of investors hesitate when markets are shifting, but historically, those who stay engaged and informed tend to make the best long-term moves. Even if you’re not looking to act immediately, having clarity now can save you time and effort later.
- Would it help if we kept it super light, just 15-30 minutes to go over your current position and options?
6. Reinforce Their Decision (R) – If they are adamant about no - Keep the door open and offer an alternative way to engage:
- Would it be helpful if I sent you a short video update instead? I can run through your portfolio valuation and some thoughts that could work for you whenever you’re ready.
- I completely get that now might not be the right time, let’s hold off until our next review, but I’ll continue share relevant market insights.
- No pressure at all, I’m here when you need me, and when the time is right, we’ll make sure you’re in the best position to move forward.
If they say yes
- Great, let’s lock in a time that works best for you. I’ve got availability on [Day/Time] or [Day/Time], which works better?
- Sounds good. I’ll send you the invite now, and if there’s anything specific you’d like me to focus on, like financing, market insights, or a particular property, just let me know so I can prepare accordingly.
Automated nurture sequences
These automated nurture sequences are initiated when a client has not attended a portfolio review within 12-14 months of their property settlement or from their last portfolio review. This sequence will re-engage the client, provide value-driven insights, and encourage them to book a portfolio review to ensure their investment remains aligned with their financial goals.
Process Overview:
- Trigger: Client has not attended a portfolio review within 12-14 months post-settlement. Either no shows or cancels review, or doesn’t respond at all.
- Automated Workflow: Initiates a series of emails, SMS reminders, and follow-up calls encouraging the client to book a review.
- Exit criteria: If the client books a review, the sequence stops. If not, they continue receiving value-driven content with nudges to engage.
Sequence overview:
- Review follow up: Ensuring clients who haven’t scheduled their review after 12 months are prompted to do so.
- Reminder: Keeping clients engaged and reducing no-shows by reminding them ahead of time of their upcoming booking.
- No show: Following up to reschedule with clients who booked in for their review, but don’t attend.
- Cancellation: Following up to reschedule with clients who booked in for their review, but cancelled their appointment.
- Ghost: Following up to encourage clients to book in, who are not responding. This is a bit more sales-y to hook them in.
Watch this video to learn how the sequences work, and how to follow the steps required for each unique sequence.
📅 Review Follow Up Sequence
Review follow up: Ensuring clients who haven’t scheduled their review are prompted to do so.
Entry criteria: This is triggered by the strategist changing the ‘Status - Strategist’ field moving to ‘Review Follow Up’
Exit criteria: Manual update to ‘Status - Strategist’ field on Attio or client books a strategy review
Day | Description | Template to Use (Word-for-Word) | Manual Action? | Automation Required? | Automation Note |
Day 0 (5 minute delay) | Email Reminder 1 | Subject: Let’s Get Ready for Your Annual Portfolio Review
Body: Hi [Client’s Name],
It’s been a little while since we last caught up, and we’re coming up to your annual portfolio review. These are important so we can reflect, see the progress we’ve made, and plan our next step. No pressure to make any big moves—this is all about making sure your portfolio is working for you. And the best part? It only takes about an hour.
Here’s what we’ll go through:
• A simple breakdown of where your portfolio stands—its current value, equity position, and cash flow.
• A look at how your markets are performing, based on our latest insights.
• Any questions you have and what options might be on the table for your next steps.
If there’s anything specific you’d like me to go over, just let me know—I’ll make sure we cover it.
Here’s my link to book in: <Calendly Link>
Looking forward to seeing you there! | Yes | Yes | Workflow to be run by strategist changing the ‘Status - Strategist’ field to the ‘Review follow up’ status |
Day 14 | Email Reminder 2 | Subject: Your Portfolio Review is Just Around the Corner
Body: Hi [Client’s Name],
I’ve gone through your portfolio and pulled together the latest valuation estimates on your properties. Looking forward to catching up soon and sharing an update on where things stand for your portfolio, and other interesting markets!
If there’s anything specific you’d like me to cover, or if you have any questions ahead of our chat, just let me know—I’m happy to help.
You can book in a time that works for you here: <Booking Link>
Looking forward to connecting! | No | Yes | |
SMS Reminder | Hi [Client’s Name], just a quick reminder about our Annual Portfolio Review. Please check your email for the details to book your review. If you have any questions you’d like me to prepare for, just let me know. Looking forward to our chat! | No | Yes | ||
Day 21 | Email Reminder 3 | Subject: 45 minutes to help your portfolio make six figures
Body: Hey [First Name],
Your portfolio is one of your biggest wealth-building tools, and just like anything valuable, it needs a little attention to keep performing at its best.
Spending a short 45 minutes once a year to make sure it’s optimised could be the difference between missed opportunities and unlocking six-figure returns.
In our strategy review, we’ll cover:
• Unlocking equity – Are there untapped opportunities in your portfolio?
• Optimising cash flow – Is your finance structure working for you or against you?
• Market & asset review – What’s ahead for your properties and their markets?
• Your next move – Whether it’s growth, restructuring, or consolidation, we’ll map out a plan.
The most successful investors don’t just buy and hold—they actively refine their strategy.
If you’re keen to check in and make sure your portfolio is on the right path, let’s lock in a time: [Booking Link]
Looking forward to catching up! | No | Yes | |
SMS Reminder | Hi [Client’s Name], I’ve just sent you an email on why it’s important to have our annual review. Looking forward to catching up soon! | No | Yes | ||
Day 28 | Phone Call #1 | Voicemail (if no answer): "Hey [First Name], it’s [Strategist Name] from InvestorKit. Just tried reaching out for your Portfolio Review. Let me know when you’re free to chat!" | Yes | Yes | Automated task to be created to complete calls |
Phone Call #2 (no voicemail) | Do not leave a voicemail—just a missed call notification to prompt a callback. | Yes | No | ||
SMS Follow-Up (Immediately after second call) | "Hey [First Name], just reaching out for our annual Portfolio Review. Let me know when you’re free to chat!” | Yes | No | ||
Day 33 | Follow-Up Call (if no response on Day 0) | Voicemail (if no answer): "Hey [First Name], we just missed you again. Let me know when you can have a quick chat!"
Follow-Up SMS: "Hey [First Name], wanted to connect for your portfolio review.. Let me know when you can have a quick chat!" | Yes | Yes | Automated task set for strategist to call |
Day 34 | No response | ‘Status - Strategist’ field moves to ‘Not responding’ to trigger Ghost Sequence | No | Yes |
Process overview
1. Immediate Action (Day 0) – Manual Update by Strategist
Strategist to run workflow or use ‘Review follow up’ Status to trigger email and SMS flow
Follow the Booking in flow, which requires calls and SMS on day 28 only
2. Automated Action (Day 29) – Status Update
Automation triggers a status change in Attio, moving the ‘Status - Strategist’ field from ‘Review Follow Up’ to ‘Not Responding’
Client is transitioned into the ghost sequence
⏰ Reminder Sequence
Reminder: Keeping clients engaged and reducing no-shows by reminding them ahead of time.
Entry criteria: This is triggered when the client books in a review, and has the event upcoming
Exit criteria: Client reschedule/cancels their review
Day | Description | Template to Use (Word-for-Word) | Manual Action? | Automation Required? | Automation Note |
1 Month before their portfolio review | Email Reminder 1 | Subject: Let’s Get Ready for Your Portfolio Review
Body: Hi [Client’s Name],
It’s been a little while since we last caught up, and we’re coming up to your portfolio review. These are important so we can reflect, see the progress we’ve made, and plan our next step. No pressure to make any big moves—this is all about making sure your portfolio is working for you. And the best part? It only takes about an hour.
Here’s what we’ll go through:
• A simple breakdown of where your portfolio stands—its current value, equity position, and cash flow.
• A look at how your markets are performing, based on our latest insights.
• Any questions you have and what options might be on the table for your next steps.
If there’s anything specific you’d like me to go over, just let me know—I’ll make sure we cover it.
Looking forward to connecting! | No | Yes | Automated to detect booking date from Calendly and send out 1 month before. |
10 Days before their portfolio review | Email Reminder 1 | Subject: Your Portfolio Review is Just Around the Corner
Body: Hi [Client’s Name],
I’ve been going through your portfolio and have pulled together some valuation estimates on your properties. Looking forward to catching up soon and sharing a full update with you, along with the latest market insights.
To make sure we have the most accurate picture of your portfolio, could you do me a quick favour before our chat? When you have a moment, please log into https://www.gameplans.com.au and:
1. Add/update all properties to your portfolio with all the loan details, rental income and bills
2. Update the 'Money Management' details in the Scoreboard section
If there’s anything specific you’d like me to cover in our meeting, just let me know—I’ll make sure we go through it.
Looking forward to catching up! | No | Yes | Automated to detect booking date from Calendly and send out 10 days before. |
72 Hours Out | SMS Reminder | Hi [Client’s Name], just a quick reminder about our Portfolio Review in a few days. Please check your calendar for the Google Meet link. If you have any questions you’d like me to prepare for, just let me know. Looking forward to our chat! | No | Yes | Automated to detect booking date from Calendly and send out 72 hours before. |
On the day | Portfolio Review Outcome | Action: If client doesn’t attend, move ‘Status - Strategist’ field to ‘No show’ or ‘Cancellation’ to trigger sequence | Yes | No | No |
Process overview
1. Immediate Action (Day 0) – Manual Update by Strategist
Strategist to update client status in Attio by moving the ‘Status - Strategist’ field from ‘Awaiting Review’ to ‘No Show’ or ‘Cancellation’
- Strategist to then follow the new process flow
😶🌫️ No Show Sequence
No show: Following up to reschedule with clients who booked in for their review, but don’t attend.
Entry criteria: This is triggered by the strategist changing the ‘Status - Strategist’ field moving to ‘Review No Show’
Exit criteria: Manual update to ‘Status - Strategist’ field on Attio or when the client rebooks their strategy review session
Day | Description | Template to Use (Word-for-Word) | Manual Action? | Automation Required? | Automation Note |
Day 0 (Immediately After No-Show) | Phone Call #1 (Within 10 minutes of call start time) | Voicemail (if no answer): "Hey [First Name], it’s [Strategist Name] from InvestorKit. Just tried reaching out for your Portfolio Review. Let me know if there’s a better time—happy to reschedule whenever suits you. Talk soon!" | Yes | No | |
Phone Call #2 (no voicemail) | Do not leave a voicemail—just a missed call notification to prompt a callback. | Yes | No | ||
SMS Follow-Up (Immediately after second call) | "Hey [First Name], we have our meeting now, do you have any issues joining? Let me know if you’d like to reschedule or if there’s a better time to chat! Here’s the link to rebook: [Reschedule Link]" | Yes | No | ||
Follow-Up Email | Subject: "Missed your review? Let’s reconnect"
Body: Hey [First Name],
We had your Portfolio Review session booked today, but it looks like you couldn’t make it. That’s all good—things come up.
These reviews are all about making sure your portfolio is on track and your next steps are clear. If you’re still keen, you can reschedule your session here: [Reschedule Link].
Looking forward to catching up soon!
[Strategist’s Name] | No | Yes | Strategist to move client from 'Awaiting Review' to 'Review No Show' on Attio. Trigger for automations.
Automated email sent (Sent 8pm on the day) | |
Day 1 | Follow-Up Call (if no response on Day 0) | Voicemail (if no answer): "Hey [First Name], we just missed you again. Let me know if you’d like to reschedule!" Follow-Up SMS: "Hey [First Name], we just missed you again. Let me know if you’d like to reschedule!" | Yes | Yes | Automated task set for this strategist to call |
Day 2 | Second Follow-Up Call (if no response) | Do not leave a voicemail—just a missed call notification. | Yes | Yes | Automated task set for this strategist to call |
Day 3 | Email #2 – Why Now Is the Time to Check In | Subject: "Why your review matters now more than ever"
Body: Hey [First Name],
It’s easy to let portfolio reviews slide, but the right decisions made today can have a big impact down the line.
In your review, we’ll cover:
• How much equity you’ve built and how to leverage it.
• Your financial position for the next purchase.
• Key insights into how your properties are performing.
If you’re still keen, let’s lock in another time: [Reschedule Link]
Looking forward to catching up!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 5 | Email #3 – The Value of a Strategy Review | Subject: "More options than just buying another property"
Body: Hey [First Name],
A strategy review isn’t just about buying your next property—it’s about exploring all the options to make your portfolio work harder for you.
In your review, we can look at:
• Unlocking equity for other investments or cash buffers.
• Revisiting finance structures to improve cash flow.
• Exploring commercial options if that aligns with your goals.
• Adjusting your strategy based on current market conditions.
The real value of these reviews is the clarity and direction they provide—whether it’s to buy, hold, or adjust.
If you’re open to exploring your options, let’s chat: [Reschedule Link]
Looking forward to it!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 8 | Email #4 – The Reason You Reached Out | Subject: "The Reason You Reached Out – Let’s Make It Count"
Body: Hey [First Name],
You reached out to InvestorKit for a reason. Property investing isn’t easy, and if you’re like most of our clients, you’re probably facing one (or more) of these challenges:
• Time Poor – You’re busy, and researching the right market, property, and strategy takes hours you don’t have.
• Analysis Paralysis – Too much information, conflicting opinions, and uncertainty are keeping you stuck.
• Opportunity Cost – Every month spent waiting is a month you’re not building wealth.
• Fear of Making a Mistake – A wrong move could cost you thousands.
If you’re still considering your next steps, let’s book in a time to chat: [Reschedule Link]
Looking forward to catching up!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 10 | Final Follow-Up Call Attempt | Voicemail (if no answer): "Hey [First Name], it’s [Strategist Name] from InvestorKit. Just touching base about your Portfolio Review. No rush if now isn’t the right time—just let me know if you’d like to reschedule!" | Yes | Yes | Automated task set for this strategist to call |
Day 14 | "Pause" SMS | "Hey [First Name], we haven’t been able to connect for your portfolio review, so we’ll pause this for now. No worries at all—we’ll keep you in the loop with updates and will touch base every now and then to see how things are going. If you’re ready to pick things back up, you can rebook anytime here: [Reschedule Link]. Looking forward to chatting whenever you’re ready! Cheers, [Your Name] InvestorKit Team" | No | Yes | Automated text sent (Sent 8pm on the day) |
Day 30+ | Move to Ghost Sequence | N/A: Move to Ghost Sequence | No | Yes | Client stage moves from 'Review No Show' to 'Not Responding' on Attio to trigger Ghost Sequence |
Process overview
1. Immediate Action (Day 0) – Manual Update by Strategist
Strategist to update client status in Attio by moving the ‘Status - Strategist’ field from ‘Awaiting Review’ to ‘Review No Show’
Follow the No Show Sequence table above, which includes email, SMS automation, and manual follow-ups through calls and check-ins
2. Automated Action (Day 30) – Status Update
Automation triggers a status change in Attio, moving the ‘Status - Strategist’ field from ‘Review No Show’ to ‘Not Responding’
Client is transitioned into the ghost sequence
❌ Cancellation Sequence
Cancellation: Following up to reschedule with clients who booked in for their review, but cancelled their appointment.
Entry criteria: This is triggered by the strategist changing the ‘Status - Strategist’ field moving to ‘Cancelled Review’ or portfolio review is cancelled
Exit criteria: Manual update to ‘Status - Strategist’ field on Attio or when the client rebooks their strategy review session
Day | Description | Template to Use (Word-for-Word) | Manual Action from Strategist? | Automation Required? | Automation Note |
Day 0 | Immediate Follow-Up Email (Soft Reconnect) | Subject: "Let’s find a better time"
Body: Hey [First Name],
We noticed you had to cancel your strategy session—no worries at all, we get that things come up.
When you’re ready, we’d love to reconnect to go through your portfolio and next steps. You can rebook a time that suits you best here: [Reschedule Link]
Looking forward to catching up soon!
[Strategist’s Name] | No | Yes | Strategist to move client from 'Awaiting Review' to 'Cancelled Review' on Attio. Trigger for automations.Automated email sent |
Day 1 | Soft Follow-Up Email | Subject: "Let’s reschedule your strategy session"
Body: Hey [First Name],
Just wanted to check in quickly—did you want to reschedule your strategy session?
These sessions are all about making sure your portfolio is on track and that you’re making the most of every opportunity.
If you’re still keen, you can reschedule your session here: [Reschedule Link]
Looking forward to catching up soon!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 3 | Value-Focused Email | Subject: "Why your strategy session matters"
Body: Hey [First Name],
We know life gets busy, but your strategy session isn’t just a check-in—it’s about making sure your portfolio is on track and that you’re making the most of every opportunity.
In your review, we’ll cover:
• How much equity you’ve built and how to leverage it.
• If you’re getting the best rents and rates possible.
• Simple adjustments that could boost your portfolio’s performance.
If you’re still keen, you can rebook a time here: [Reschedule Link]
Looking forward to catching up!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 5 | Exploring All Your Options Email | Subject: "More options than just buying another property"
Body: Hey [First Name],
A strategy session isn’t just about buying your next property—it’s about exploring all your options to make sure your portfolio is working as hard as it can.
In your review, we can look at:
• Unlocking equity for cash buffers or other investments.
• Revisiting finance structures to improve cash flow.
• Exploring commercial options if that fits your goals.
• Adjusting your strategy based on current market conditions.
The real value of these reviews is the clarity they provide—whether it’s to buy, hold, or adjust.
If you’re open to exploring your options, let’s chat: [Reschedule Link]
Looking forward to it!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 8 | Reminder Email – Why You Reached Out | Subject: "The reason you reached out—let’s make it count"
Body: Hey [First Name],
You reached out to InvestorKit for a reason. Property investing isn’t easy, and if you’re like most of our clients, you’re probably facing one (or more) of these challenges:
• Not sure how to leverage your equity effectively
• Unsure if your properties are performing at their best
• Wondering if it’s the right time to make your next move
If any of these sound familiar, a quick chat could help clarify your next steps.
Here’s the link to rebook your session: [Reschedule Link]
Looking forward to catching up!
[Strategist’s Name] | No | Yes | Automated email sent |
Day 10 | Follow-Up Call Attempt | Voicemail (if no answer): "Hey [First Name], it’s [Strategist’s Name] from InvestorKit. Just wanted to follow up on your strategy session. No rush if now isn’t the right time—just let me know if you’d like to reschedule!" | Yes | Yes | Automated task set for this strategist to call |
Day 14 | "Pause" SMS | "Hey [First Name], we haven’t been able to connect for your strategy session, so we’ll pause this for now. No worries at all—we’ll keep you in the loop with updates and will touch base every now and then to see how things are going. If you’re ready to pick things back up, you can rebook anytime here: [Reschedule Link] Looking forward to chatting whenever you’re ready! Cheers, [Your Name] InvestorKit Team" | No | Yes | Automated text sent |
Day 30+ | Move to Ghost Sequence | N/A: Move to Ghost Sequence | No | Yes | Client stage moves from 'Cancelled Review' to 'Not Responding' on Attio to trigger Ghost Sequence |
Process overview
1. Immediate Action (Day 0) – Manual Update by Strategist
Strategist to update client status in Attio by moving the ‘Status - Strategist’ field from ‘Awaiting Review’ to ‘Cancelled Review’
Follow the Cancellation Sequence table above, which includes email, SMS automation, and manual follow-ups through calls and check-ins
2. Automated Action (Day 30) – Status Update
Automation triggers a status change in Attio, moving the ‘Status - Strategist’ field from ‘Cancelled Review’ to ‘Not Responding’
Client is transitioned into the ghost sequence
👻 Ghost Sequence
Ghost: Following up to encourage clients to book in, who are not responding. This is a bit more sales-y to hook them in.
Entry criteria: This is triggered by the strategist or an automation changing the ‘Status - Strategist’ field moving to ‘Not Responding’
Exit criteria: Manual update to ‘Status - Strategist’ field on Attio or rebooked strategy review (not possible on Ortto), Attio to change to Awaiting Review status
Day | Description | Template to Use (Word-for-Word) | Manual Action from Strategist? | Automation Required? | Automation Note |
Month 1 (Day 60 of No show or Cancellation flow - 5 minute time delay) | Email #1 – The Real Cost of Waiting | Subject: "It’s Been Over a Year—Is Your Next Move on Track?"
Body: Hey [First Name],
It’s been over a year since your last property purchase, and now is the time to check in on where you stand.
Many investors hold off on their next move because they believe they’re not ready:
• They assume they can’t get lending but haven’t actually checked or sought another opinion.
• They don’t know how to use equity to create cash buffers that allow them to reinvest and safeguard themselves.
• They think they can’t afford it cash flow-wise, but they haven’t actually revisited their budget.
• They feel their end goal is too far away—so what difference does delaying now really make?
But here’s the reality—delaying your next property pushes back each key milestone, ultimately setting your end goal further out of reach.
Revisiting your strategy now can help you understand:
🔹 What equity you’ve built and how you can use it
🔹 What options you have to move forward
🔹 What steps you need to take to be in a position to invest again
🔹 How this fits into your long-term investment plan
Our most successful investors don’t wait—they push themselves to invest or actively work toward getting into a position to do so.
If it’s time to reassess your position and ensure you’re on track, let’s book a time to go through it together.
[Book your strategy session now](Insert Link) | No | Yes | Automations from Cancellation, No show and Follow-Up sequence will move ‘Status - Strategist’ field to to 'Not Responding' on Attio. Trigger for automations.Automated email sent. |
Month 2 | Email #2 – Finance: Solving the Lending & Cash Flow Roadblock | Subject: "Is Your Portfolio Performing at Its Best?"
Body: Hey [First Name],
Just checking in—have you had a chance to think about your next move?
When was the last time you looked into:
• Are you getting the right rents for your properties?
• Is your property management team doing everything they should?
• Are you on the best interest rates available?
• What quick wins could boost your rental income?
These are the kinds of things we cover in a strategy review session. It’s a chance to make sure your portfolio is on track and that you’re not leaving money on the table.
If you’re ready to get some clarity, let’s lock in a quick catch-up: [Reschedule Link]
Looking forward to it. | No | Yes | Automated email sent |
Month 3 | Email #3 – Client Case Study (Social Proof & FOMO) | Subject: "How This Couple Turned Equity into Long-Term Wealth"
Body: Hey [First Name],
When Oliver and Sarah bought their second investment property with us, they were eager to continue growing their portfolio. But when it came time for the third, they hesitated.
They had strong equity but were worried—what if something unexpected happened? What if their repayments became unmanageable? Was it too risky to move forward?
Instead of waiting, we connected them with an investment-savvy broker who structured a plan that gave them both security and growth.
💡 The solution? They withdrew more equity than they needed, covering their repayments for two years while ensuring they could keep investing without financial strain.
💰 The result? Their third investment property saw strong growth, and the extra equity they withdrew was offset by its capital gains. Instead of staying stagnant, they kept compounding their wealth.
This is how smart investors build momentum—not just by buying property, but by ensuring they have the buffers in place to keep going.
If you’re in a similar position, wondering whether now is the right time, let’s run the numbers and see what’s possible for you:
[Book a strategy session](Insert Link) | No | Yes | Automated email sent |
Month 4 | Email #4 – Revisiting Your Strategy (Without Pressure to Buy) | Subject: "A Strategy Check-In – Even If You’re Not Ready to Buy"
Body: Hey [First Name],
Revisiting your strategy doesn’t mean you have to buy again right now. It’s about making sure you’re set up for when you do want to take your next step—whatever that looks like.
Take Lorna, for example. She didn’t reinvest right away. Instead, she accessed equity to shift careers, giving her financial flexibility while keeping her portfolio strong.
Or James and Nicole, who were on a single income. Instead of holding off, they withdrew equity to start a small business—creating another stream of income they can now reinvest in the future.
A yearly portfolio health check is important. It’s a time to step back and ask:
✅ What equity do I have?
✅ What options does this give me?
✅ Do I need to adjust my plan?
✅ When should I make my next move?
It’s not just about buying—it’s about making sure your portfolio is working for you. Let’s book in a time to go through your options:
[Book a strategy session](Insert Link) | No | Yes | Automated email sent |
Month 5 | Email #5 – Pattern Break (Short & Direct) | Subject: "Over 600 Investors Review Their Strategy with Us Each Year—Should You?"
Body: Hey [First Name],
Every year, over 600 of our clients book a follow-up strategy session to make sure their portfolio is performing at its best.
These sessions aren’t just a check-in—they’re about uncovering new opportunities, ensuring your investments are on track, and finding ways to maximise your returns.
If you’re too busy now, chances are you’ll be too busy later. Don’t let “too busy” be the reason you don’t hit your portfolio goals.
If it’s been a while since your last review, let’s lock in a time to chat: [Reschedule Link]
Looking forward to catching up.
[Strategist’s Name] | No | Yes | Automated email sent |
Month 6 | Email #6 – The Power of Repeat Investing | Subject: "Your Portfolio Could Be Doing More—Here’s How"
Body: Hey [First Name],
It’s easy to focus on the costs of holding your portfolio—but what about the gains you’re not seeing?
A follow-up strategy session isn’t just about reviewing what you’ve spent—it’s about highlighting the growth you’ve achieved and figuring out how to unlock even more.
On average, our repeat clients see significantly higher returns by making strategic moves based on compounding growth and market timing.
If you’re curious about what your portfolio could be doing for you, let’s set up a time to chat: [Reschedule Link]
Looking forward to catching up. | No | Yes | Automated email sent |
Month 7 | Email #7 – Reverse Psychology Approach | Subject: "Why You Shouldn’t Rebook a Strategy Session"
Body: Hey [First Name],
We get it, booking a strategy session might seem unnecessary. After all, why bother if you’ve got everything figured out, right?
Here are a few reasons why you might not need a strategy session:
• You’ve hit your goals: Congratulations! You can kick your feet up now.
• You don’t want to buy more investment properties. You know exactly when and what you’ll buy next—no need to explore new opportunities or markets.
• Your rental returns are perfect as they are. No need to check if your properties could generate more income.
• Your property manager is definitely on top of things. No point in exploring if there’s a better fit or if they’re maximising your returns.
• Your interest rates are unbeatable. No reason to look into potential savings or refinancing options.
• You’re clear on how to leverage your equity. No need to see if it could be working harder for you or creating buffers to protect your cash flow.
• Your budget is set in stone. No need to revisit or adjust for rising costs or new opportunities.
And of course, there’s no point if you have already reviewed the growth your properties have seen and figured out how to unlock that equity for your next strategic move.
So if all of the above is true, then maybe a strategy session isn’t for you.
But if you’re curious about any of these points—or just want to make sure your portfolio is actually working as hard as it could—let’s book a time to chat: [Reschedule Link]
Looking forward to catching up (only if you want to, of course). | No | Yes | Automated email sent |
Month 7 | Final SMS Follow-Up (After 7 Months of Emails) | Hey [First Name], I’ve been keeping an eye on the markets, and I’d love to share some updates that could be relevant to you. No pressure, but if you’d like a quick video update on where your portfolio stands and the next steps I’d recommend, let me know. | No | Yes | Automated text sent |
Process overview
1. Typical Flow – Automated Progression from No Show or Cancelled Review
Clients in the ‘No Show’ or ‘Cancelled Review’ status automatically transition into the ‘Not Responding’ category after 30 days
The Ghost sequence begins, targeting re-engagement over the next seven months
2. Booking in Flow – If No Review Was Pre-Booked
Automation triggers a status change in Attio, moving the ‘Status - Strategist’ field from ‘Review Follow Up’ to ‘Not Responding’
The Ghost sequence begins, targeting re-engagement over the next seven months
3. Final Follow-Up Call (Month 7) - After final ghost message sent
Final attempt SMS to reach out to them
Preparing for a Portfolio Planning Review
- Review client Gameplans and the strategy and numbers you planned out
- Review client notes on Attio - ‘Context’ fields
- Run PropTrack AVM on Attio
- Go to agreement for the property
- Click Run Workflow button on the top right
- Select the ‘PropTrack: Get AVM’ workflow
- This will update the valuation amount section on the side panel
- If the property isn’t purchased with us, you can go to realestate.com.au, https://rpp.corelogic.com.au/ or propertyvalue.com to use those estimates
Portfolio Planning Review Script
The below scripts serve as guidance on how to run your strategy sessions and how we want to guide the conversation.
There are two versions of this - the full version and the checklist.
The full version is ideal for getting started, as it helps you learn how to phrase key topics and understand conversation flow. When you're new to running these sessions, having exact phrasing examples makes it easier to get comfortable with the discussion structure.
As you gain experience, you'll move beyond needing the line-by-line guide. That's when the checklist script becomes most useful. We don't want you to sound robotic by repeating identical phrases—instead, cover the key topics while letting your authentic personality come through during client calls.
Full portfolio review script - link
Checklist portfolio review script - link
Requesting referrals
Many of these review sessions will yield great results to share with clients who are happy with their progress. This presents an excellent opportunity to request either a testimonial to share their success story, or if they're not comfortable with that, to ask if they know anyone who might benefit from our services.
See below for guidance on how to make these requests:
Testimonial request (Very happy client or multiple purchases with us)
I want to take a moment to say how fantastic your progress has been so far. Congratulations on having the courage and vision to invest in not just one, but [X] properties! Did you know that this achievement places you among the top [X]% of investors? Well done!
Your journey and success are so inspiring, and we think they can really motivate others who are just starting out. That's why we’d love to hear from you. Would you be up for sharing a testimonial about your experience with us? You don’t have to at all, no pressure.
<Await response?>
Your feedback is super important for our growth and helps inspire future investors. Your story could be just what someone else needs to take their first step.
To make it easy, our team will send you a few questions via "VideoAsk," a platform where you can record and send your responses. It’s really simple to use, and your testimonial might be featured on our website, sent to clients, or included in our marketing materials.
So I’ll do an introduction to Tom from marketing, he runs this and let them know you’re keen!
Referral request (Good experience)
A lot of our clients are referred by others who have had a great experience with us. Would you happen to have one person who you think would benefit from our services? We also provide a $500 gift card for you if you refer someone who successfully signs up, as we really appreciate your advocacy.
Selling frameworks for Portfolio Review Sessions
Review their goal and how can achieve it
Start by visualising their goal and showing how following the plan will help them achieve it. Then demonstrate what results they can expect if they don't take action.
You can also use labelling techniques by identifying the type of person they are and explaining how taking action aligns with their character. e.g. I know you’re an ambitious and caring person trying to achieve a strong portfolio to support your family, so it definitely makes sense that you’re pushing forward to grow this as soon as possible!
The four pillars of constraint
- Capital - Does the client have sufficient cash or equity to make the purchase?
- Borrowing - Can the client borrow the money from our capacity estimates?
- Buffer - Does the client have a sufficient amount of buffer they’re comfortable with? (Typically $15-25k per property, but can flex depending on their risk tolerance)
- Cashflow - Is the client saving enough to manage the cash flow required with this next investment?
If all the above are true, then they are in a comfortable position to execute a purchase according to their plan and we need to guide them to recognise this.
Overcoming blockers
Some clients will not be ready for another purchase, and that's perfectly fine.
However, we must be thorough in our assessment—many clients believe they cannot purchase when they actually can, which can be a hidden wealth killer.
The following steps ensure you explore all options with clients:
Opportunity cost - Show them what happens if they take no action, compared to purchasing an asset within 12 months. Calculate the potential impact of compound growth and how getting into multiple properties sooner could help them reach their goals faster.
Define a timeline - Understand what's blocking their progress and when they can continue their investment journey. Break down the specific blocker and identify exactly what needs to change before their next purchase. This creates clear accountability for the next review.
Acknowledge trade-offs - Start by being transparent about potential challenges, then present the balanced perspective. For example: "Yes, the $1,000 monthly cash flow commitment will slow down your savings growth. If you believe this expense would force you to sell within a year, we shouldn't proceed. However, if you can comfortably manage this with your excess cash flow, consider that with 5% market growth, you'd be paying $25,000 more for the same property if you wait 12 months."
Know our value
The Value Equation
Value = Desired outcome x Perceived likelihood of success / Time Delay x Effort & Sacrifice
What are their desired outcomes?
- High-performing properties - research team
- Clarity and confidence in their decision - research team
- Long-term relationship to help them build a portfolio - strategy team
What is their perceived likelihood of success?
- The results they achieved personally
- The hundreds of successful stories and reviews we have
How do we save them time?
- How our investments have fast-tracked other clients to their goals much faster - historical results
- How we purchase much faster than your everyday investor trying themselves
How do we save them effort so they don’t have to sacrifice on their life?
- Ease of purchasing with our process - acquisition team
Send a summary
This is important as clients walk away and then start to think about the discussion. Sending a summary solidifies the discussion and the points you made for them to continue to think about. We have a template you can use below in the ‘Sending repeat agreements’ header.
When a client might need a referral to a partner
Sometimes clients may be in a bit of a situation where they claim they can’t get lending due to their circumstances.
This is where it’s worth us exploring this, as a lot of the time there are amazing workarounds that a broker can use, so long as they’re experienced and up-to-date with lending policy.
What are some examples of when to refer to a broker?
- When a client is between jobs and they say that their broker can’t get them lending
- When a client has limited cash and no buffer, but hasn’t gone valuation shopping
- When a business owner has no income, but hasn’t explored low doc loans
- When a client says they are maxed out on borrowing, but your numbers show they have a bit of capacity left
- When they have just started a new job and their broker says they need to wait a while
Tips and tricks for Portfolio Review Sessions
Define success for them
Not every client attending a review session wants to make another purchase. Understanding what success means to them individually is crucial. By asking "What do you want to get out of this call?" you can:
- Label the situation
- Identify their concerns
- Define success for them and sell the dream outcome
Have conviction!
Remember that we are the best equipped to help our clients. Let them know we're not here to rush their decision—this process is entirely for their benefit, not ours.
You can wrap up the conversation with the below:
- The next steps are I’ll send the agreement for you to authorise
- Our new client price is 22k, but for you there’s a discounted rate of 15k which is our current rate. As you can see by charging new clients higher amounts, we’re able to keep the pricing for existing clients >25% lower
- Payable in two parts, 7.5k retainer, 7.5k unconditional
- Once that’s done we’ll onboard you and then for the first month or so we won’t have any updates given the pipeline of clients
- As you know while I could buy you something much quicker, we have a very focused brief that we want to focus on for you that is similar to other briefs
- So by the time we do that for other clients, we want to do that for you
Direct, confident, clear next steps, no questioning for their approval or feeling 50/50 about it.
Pay attention to your tonality
Upward tonality
In discovery we want to be curious, getting to know more about them and asking questions to uncover what has changed in their situation, in discovery, getting to know them, asking questions
Downward tonality
When advising and mapping out portfolios, making a point and recommendations
Sending repeat agreements!
Watch this video where Ankit takes us through how to create agreements on Attio!
Update for repeat agreements (individual product):
Step-by-Step Process for Sending Agreements
- Create an Agreement - Navigate to the client profile or sales pipeline in Attio. In the Agreements & Briefs section, click Add Agreement, then Create New Agreement.
- Fill Out Agreement Details - Select the Product/Service. Add the client’s address, supporting contact, or entity information (e.g., ABN for SMSFs). If necessary, override default pricing using the Custom Pricing option.
- Confirm & Send - Once details are completed, click Create Agreement. Automation will handle the rest, including generating and sending the agreement via PandaDoc.
- Access the Agreement Link - A link to the agreement will appear in the client’s Attio profile under the Agreement URL field. Use this link for follow-ups if needed.
- Tracking Status - Signed agreements automatically move to the Agreement Signed column. A PDF copy of the signed agreement is saved in this Google Drive folder and linked in Attio under Agreement PDF.
Handling Issues or Cancellations
- Clients not proceeding - Change the status to Lost/Declined in Attio.
- Mistake - Mark the agreement as Cancelled/Refunded
- Non-Payment - Use the Non-Payment Workflow in Attio to notify clients automatically.
Post-Signature Process
- Payments are verified and marked in Attio.
- The client receives an email to onboard onto the portal, and you will be cc’ed in.
- The agreement status changes to Onboarding, transitioning the client to the next phase.
- Create the brief and move it to searching!
Emails to Clients
Initial Agreement Email: Automatically sent via PandaDoc upon agreement creation.
Follow-Up Emails: Tailored to the client name, using automation to include relevant payment and agreement details.
Non-payment workflows trigger specific reminder emails as needed.
Follow-up summary template:
You can use Attio email templates to send a follow up email to summarise your conversation with them and move them towards signing. Attio will have the updated email template which you can use, but there’s an example below.
Steps to send from Attio email template
- Go to client profile
- Click ‘Compose email’ button on Attio
- Click pick a template
- Select the template
Email template example:
Hi [Client Name],
It was great catching up with you and going over your situation.
Your portfolio has shown great progress and results so far, and this next step is about continuing that momentum and positioning you to build on what you have already achieved.
As we discussed, the next purchase is important to [insert purpose of next purchase, for example strengthen cash flow, balance exposure, accelerate portfolio growth, diversify into a different market].
Based on the modelling, you are in a position to purchase another property at around $[insert amount] in your [personal/trust/SMSF] name.
It typically takes 3 to 5 months to source the right property, especially at this price point, as we work through detailed due diligence and internal checks to ensure the asset meets your brief and long term strategy. Listings typically drop at this time of year, so by getting started now, we will be ready to act quickly when quality opportunities arise.
The agreement requires your signature and a 50% retainer of the discounted repeat fee. Once complete, we can kick off the search immediately while your broker finalises the finance.
Exciting times ahead. This next move will bring you another step closer to [insert client’s specific goal, for example $X passive income per year, $X net equity, retiring by age X, replacing one income].
Post-Review Process – What to Do After a Strategy Review
⚠️ IMPORTANT: The below is an overview and guidance, for the specific steps, please refer to the Portfolio Strategy Review Checklist
Below is a structured breakdown of the steps depending on the review outcome.
If No New Agreement Is Being Sent
Calendar:
- Book in their next annual review via Calendly (12 months from now).
- This creates accountability and reinforces a long-term partnership, even if no immediate action is required.
Attio:
- Update all ‘Context’ fields with insights from the session. Leverage Attio’s call insights to reflect any key updates on income, goals, mindset, or constraints.
- Create follow-up tasks to track any outstanding points or mid-year touchpoints (e.g. refinance discussions, SMSF prep, trust timing).
- Add nurture tasks if they’re in a slower phase, this ensures we stay front-of-mind without pushing unnecessarily.
If a New Agreement Is Being Sent (Repeat Purchase)
Agreement:
- Send the new agreement promptly via Attio and the instructions in above sections
- Include a short personalised summary of their situation and how this next purchase improves their financial trajectory. This gives the agreement context and urgency.
Attio:
- Update all ‘Context’ and ‘Brief’ fields based on the updated discussion. Use call insights to fill in changes to strategy, constraints, target outcomes or preferences.
- Add reminder tasks for yourself to follow up on the client signing and payment.
- Add nurture tasks if required (e.g. if this isn’t their final purchase and further action is likely in 6–12 months).
Once the Agreement Is Signed & Paid
Once an agreement is signed and paid, you will be cced in an email sent to the client that they have been onboarded to their new workspace.
Actions:
Attio:
- Fully update the ‘Brief’ fields, be detailed and specific. Capture requirements over preferences, so the search team has clear non-negotiables.
- Set ‘Brief Priority’ to ‘Low’ unless there’s a defined ‘Urgent’ reason that you have raised with your team lead
- Update ‘Agreement Status’ to ‘Searching’, unless the client has asked to pause.
- If paused, add a clear explanation in the ‘Pause Notes’ field.
- Enter the ‘Search Start Date’ if the search has commenced.
- Add any further internal tasks you need (e.g. valuation follow-up, trust entity checks).
IKIT Portal:
- Send the kickoff portal message (Attio insights message) to the client.
- Personalise with extra details like:
- Broker or accountant referral acknowledgement
- Pre-approval confirmation
- Additional support messages to reinforce excitement and trust
- Discussion of their strategy and brief
- Mark off all relevant onboarding tasks in the portal to maintain workflow hygiene.
This flow ensures every review, whether it results in action or simply maintains the relationship is fully closed out with strong notes, proactive next steps, and a seamless handoff to operations or the search team.
Pricing Objections
There will be instances where you look to repeat for a client but they were previously on a lower fee rate when they initially signed on. It’s important to address their concerns around pricing and ensure they know all the value they are receiving, but also understand why the pricing has changed.
It’s always best to go through this on a call or a Loom. Sending a message usually does not work well in convincing a client for these issues.
General structure:
- Start with their portfolio, where they are so far and the progress we have made
- Acknowledging their fee concern
- Stating the fees for new clients and how we keep our repeat fees substantially lower
- Covering what has changed since their last purchase in our business
- The weight of these big decisions and getting it right, we want to be so confident rather than the others who cut corners and take risks of making a mistake
- Social proof example of client who has made many more purchases with us and paying the same fees
- Wrap up that they are paying for a different and improved service, a team and business that is always improving to make sure we get better experiences and results for every client
- Stating that we increase our fees when we provide more value, and this is important for Arj
Below are key improvements to mention from their last purchase:
Strategy
- A dedicated strategy team that are constantly improving and pushing the boundaries of what is possible for our investors
- We are constantly engaging with the best brokers and accountants to be on the front foot
- Improved tools such as ARI to give clear, accurate numbers on financial modelling
- Full portfolio scaling guide build by Arjun and the strategy team, providing insights usually only shares 1 on 1 from our decades of experience
Research
- Our research team has expanded immensely, instead of Arjun doing all the research himself, we now have data scientists and a team of research analysts that allow us to have the best research to access the best assets for your portfolio
- We have over doubled our data and research spend across the past couple years. This is our dedication to be the best in research and get you the best locations for your assets, while others use the same sources everyone else is using, or even try to use our sources.
Technology
- We have build our own client portal and application so you have a centralised place to communicate with the team constantly around your portfolio, access files and research, and keep the journey organised in the long term
- This is just the beginning, we’ve got a whole roadmap of features we’re building out here
Acquisitions
- Our team has significantly expanded from a team of about 4 acquisition analysts to close to 20. We hire the best buyers agents and headhunt top talent.
- Each team member specialises in a particular area so that they have strong local knowledge and relationships. This means more market access, stronger negotiations, more off market’s and better outcomes for you
FAQs
FAQ: REVIEW OBJECTIONS
The market growth has been quite flat from when I purchased?
- Hey [Client], thanks for raising that. What you’re experiencing is actually very normal and in line with what we expect when we buy early in a market cycle.
- It’s great that we were able to get you in exactly where we wanted to be, before the frenzy phase. In those first 12 months it’s common to see low or flat growth, because we’re positioning ahead of the curve. As you can see now, the market has moved further along its cycle and we’re starting to see that 3–6% growth range kick in.
- If we look at other markets, like [Hotspot], they’ve had strong growth recently, but we can also see that growth starting to taper and cool off. That’s exactly why we focus on getting in early, it allows you to capture the full growth cycle rather than just the tail end.
- So while the first year can feel slower, you’re in the right position now to benefit from the uplift as the market really takes off.
I paid $5k for strategy and $15k for a property purchase last time, how is this a discount?
- When you signed up as a new client, it wasn’t isolated services of $5k for strategy, $5k was for our retainer and then the remaining was to pay for the total of $20k for all our services
- When you paid the retainer, that was for us to provide you with the strategy session, market research and for us to start working away at your brief
- For repeat clients, we offer the discounted $15k to start the new search, provide our updated research and insight, ongoing strategy support with our reviews and have the whole team support you through the journey
Why do I have to pay a retainer?
- The retainer is so that we have a commitment from you to work with us, and for us to cover all our costs and start sourcing, analysing, and connecting to agents to find properties for you.
- As mentioned, the search can take 2-4 months, and the team works hard every day to find the right property for you, from strategy, research, to sourcing properties to customer success.
- This has increased slightly given the timeframes, if we kept it as is, it would put pressure on us and compromise us as a business.
- We wouldn’t be acting in the best interest of our clients like yourself, as we would be desperate to get you to agree to a property that might not actually be the right fit for you.
I’m too busy right now.
- Pathway 1: They are busy now, and will stay busy
- Start with: “I get it. Quick question. Do you think you will be busy in six months or a year, and were you busy before this as well?”
- They say yes.
- Follow with: “Most clients are busy professionals. This is normal for everyone we work with.”
- “If you are busy now and likely busy later, the real question is how to make this work while life stays full.”
- “Achieving your goal does not move unless we move. Delay means no progress”
- “The whole point of this service is to make the process smooth while you stay busy.”
- “Support is there. We help with partner chats. Introductions to brokers and solicitors. Clear steps laid out.”
- “Clients with families, senior roles, and packed calendars still make room because building wealth matters to them.”
- “If this never becomes a priority for you, years pass and nothing changes and you may regret missing out on the portfolio growth.”
Key message: They will always be busy. The work is to fit the plan into a busy life, not wait for a quiet one that will likely never happen
Pathway 2: Opportunity cost and the real trade off
- “Let’s look at the cost of waiting.”
- “An eight hundred thousand property growing at five percent is forty thousand. At ten percent it is eighty thousand.”
- “Delaying a year can mean missing that return.”
- “Now compare that to the time needed to invest. Maybe ten to twenty hours of effort total to sort finance, review research, and buy.”
- “Many people push hard at work for months or years to get a pay rise of fifty to one hundred thousand.”
- “After tax, the extra savings might be around the same forty thousand return that a property could have earned with almost no ongoing effort.”
- “Ten to twenty hours invested into a property can beat hundreds of hours of extra work at the job.”
- “In some cases property returns have outperformed a client’s yearly income. That is the power of moving early.”
- “Waiting often means working for free. The return you chase at work is equal to what the property could have produced if you bought earlier.”
Key message: Their time is scarce, but the return from acting now is far higher than the return from delaying.