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The 5-Minute Client Check-In That Prevents 90% of Transaction Drama
14.3% … That's the percentage of home purchases canceled in April—56,000 deals that fell through in just one month, according to Redfin. The rates are even higher in parts of the Southeast!
That means nearly 1 in 7 transactions are not making it to the closing table. Nearly 1 in 7 transactions that agents were starting to mentally count in their production numbers. :/
While there are certain issues/conditions that are outside of our control—financing that falls through, inspection issues, changes in plans altogether—many times, client anxiety is the culprit. And, it is often, completely preventable with the right systems in place! When nobody is managing the emotional side of the transaction, you have no idea what small crack may turn into the downfall.
Enter the weekly client check-in, carefully crafted to minimize the likelihood of your client spiraling. Keeping your transactions out of that 14.3%!
Not all check-ins are created equal.
Some "check-ins" actually have the opposite effect.
The Problem with Most "Check-Ins"
Here's the brutal truth: Most agents think they're doing great communication, but they're actually creating more anxiety.
What you don’t want to do:
Call only when there's an update ("No news is good news, right?")
Focus purely on transaction milestones ("We're waiting on the appraisal")
Ask open-ended anxiety invitations like "How are you feeling about everything?"
Wait for clients to voice concerns (spoiler: they often don't until it's too late)
→ The Result: Clients spend days or weeks in silence, imagining worst-case scenarios. When they finally do call, they're already in panic mode, and you're stuck playing defense instead of offense.
The 5-Minute Framework That Changes Everything
This isn't a transaction update call. It's a relationship maintenance call that happens every single week, whether there's news or not.
The C.A.L.M. Method:
C - Connect (30 seconds) | "Hi Bob, it's your weekly check-in. How was your week?" |
A - Acknowledge (1 minute) | "I know this process can feel overwhelming, and I want you to know that what you're feeling is completely normal. Every buyer/seller goes through this." |
L - Look Ahead (2 minutes) | "Here's what's happening this week: [specific timeline]. Here's what you can expect: [clear expectations]. And here's what I need from you: [any action items]." |
M - Make Space (1.5 minutes) | "What questions are swirling around in your head? Even if they seem silly, I'd rather address them now." |
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Why This Works So Well
Predictability Reduces Anxiety
When clients know they'll hear from you every Wednesday at 2pm, they stop worrying about being forgotten.You Control the Narrative
Instead of waiting for problems to arise, you're actively managing expectations and emotions.Small Concerns Stay Small
Issues get addressed when they're molehills, not mountains.You Become the Calm in Their Storm
Your consistent presence becomes their anchor during a stressful time.
💥The Magic Question That Prevents Most Drama
At the end of every call, ask this:
"On a scale of 1-10, how confident are you feeling about this transaction right now?"
If they say anything below an 8, dig deeper with this question.
"What would it take to get you to an 8 or 9?"
This question does three important things:
Gives you a measurable way to track their emotional state
Surfaces concerns before they become problems
Positions you as someone who cares about their peace of mind, not just the transaction
💡 PRO-TIP:
Check in with all decision makers each week!
That means if you are working with a couple, they both get a call! They will each have their own concerns, and may not kncw each others. It also helps to make sure everyone is on the same page.
Setting the Expectation Upfront
During your initial consultation, say this:
Throughout our time working together, I’ll be checking in with you every week—not just when there’s news, you can expect to hear from me [Wednesday afternoons, or whenever you make your calls] for a quick 5-minute check-in.
What You'll Notice After 30 Days
Fewer panic calls and texts
Clients who trust you more deeply
Smoother transactions with fewer surprises
Referrals that mention your amazing communication
Less stress for YOU because you're not constantly putting out fires
The Bottom Line
Five minutes of proactive communication prevents hours of reactive damage control.
Your clients aren't just buying or selling a house—they're going through one of the most stressful experiences of their lives.
Be the calm, consistent voice that guides them through it.
This week's action step:
Schedule weekly check-ins for every active client.
Use the C.A.L.M. method. Watch your transaction drama disappear.
Remember: You're not just managing a deal. You're managing a human experience.
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