Wake up your old leads the right way: have an AI sort everyone you haven't spoken to in 90 days by why they went quiet, show you the counts, then draft one short re-open text per group for you to approve: AI agent prompt
Austin real estate agent William Zhang, founder of Real Estate AI Society, published seven Claude workflows he runs on his own CRM (Follow Up Boss, through a custom connector he built on its API) and calls database reactivation the highest-return one, because every lead in the CRM already cost money to get. On Oct 30, 2026 the workflow was shared again on X. Claude pulls every contact he hasn't spoken to in 90 days or more and, before writing anything, groups them by why they went quiet based on each record's notes: never qualified, stopped looking for an unknown reason, lost out on a property, bought with another agent, or past clients he simply hasn't called. It shows counts per group and which group to work first, then drafts one re-open message per group: under 60 words, one specific detail from the record, one short question, no 'just checking in', no apology and no price or market claim that isn't on the record. Nothing sends without his approval. He pairs it with a read-only cleanup list (overdue tasks, contacts with no phone or email, duplicates, missing sources). If your CRM can't connect to an AI, an export with last-contact dates and notes works too. Check texting consent and opt-outs before you message anyone.
Who this is for
Agents reactivating leads quiet for 90+ days using their own CRM notes.
Not for
Blasting people without consent or inventing why they went quiet.
What you need
A CSV or list you exported with last contact date and their last note.
The prompt
Act as my database reactivation assistant. Here is my CRM export or connected CRM: [connect your CRM, or paste/attach an export with name, phone, email, source, last contact date, stage, notes]. Step 1, don't write any messages yet: find everyone I haven't spoken to in [90] days or more and sort them into groups by WHY they went quiet, using only their notes and history, for example: never actually talked to me; were looking, then stopped for no known reason; lost out on a home and went silent; bought or sold with another agent; past clients I haven't called. Show each group with a count and three example names, and tell me which group to work first and why. Step 2: write ONE re-open text for each group: under 60 words, mention one specific detail that is actually on their record (use a [detail] placeholder I fill per person), end with one question they can answer in under ten words, and never say 'just checking in', 'circling back' or apologise for the gap. Don't state any price, rate or market number unless it's in the record. Step 3: give me a cleanup list only: tasks over 30 days overdue, contacts with no phone and no email, likely duplicates by phone or email, contacts with no source, and past clients with no closing date. Mark anyone with an opt-out or no texting consent as DO NOT TEXT. Change nothing and send nothing; I'll approve every message myself.
Fill in the blanks, then copy
This prompt has 2 [bracket]s to fill in. Type your details below and the prompt updates as you go. Your answers stay in this browser and are reused on other prompts with the same blanks. Nothing is sent to us.
Example values are fictional, just to show how a filled-in prompt reads. Replace them with your real details.Worked example
A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.
Sample input (what you paste in)
Exported rows (illustrative): - Maya Chen, last touch 2026-07-12, note: "liked Birch Lane kitchen, not pre-approved yet" - Chris Patel, last touch 2026-06-01, note: "has agent at River & Stone" - Adele Ng, last touch 2026-05-20, note: "neighbour, maybe sell spring 2027" Consent: all three opted in to email; only Maya opted in to text.
Example output (illustrative)
WHO TO CONTACT (from your notes only) Priority call/text (consent + recent interest): 1. Maya Chen — email + text OK. Reference the 2022 kitchen on Birch Lane only if still accurate; ask if timing changed. No invented new listings. Email only: 2. Adele Ng — soft check-in about spring 2027 timing; no pressure; offer a no-obligation chat. Do not solicit: 3. Chris Patel — has an agent. If you reply at all, offer to send facts through their agent and make no ask. Skip / needs [CHECK]: anyone without consent flags in your export. First message draft for Maya (email): short hello, reference her July note, one question about timing, opt-out line. Do not invent that she was pre-approved.
Check before you use it: Consent columns win over clever copy. Respect existing representation. No invented intent.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (use the fill-in-the-blanks box above, which remembers your answers for the next prompt).
- Paste it into Claude, ChatGPT, Follow Up Boss and review the answer before you use it.
Works with: Claude, ChatGPT, Follow Up Boss, kvCORE, Lofty, HubSpot, Google Sheets
Real-world example: realestateaisociety.com/blog/ai-crm-for-real-estate-agents
Featured in: ChatGPT prompts for business email, replies and follow-ups · AI prompts to summarize meetings, notes, documents and reports · AI prompts for Google Sheets and Excel work · ChatGPT prompts for real estate agents: listing descriptions, leads, showings and closing
Before you use it: what to check
Already built into this prompt
- Don't state any price, rate or market number unless it's in the record.
- Mark anyone with an opt-out or no texting consent as DO NOT TEXT.
- Change nothing and send nothing; I'll approve every message myself.
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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