Commercial Prospecting Weekly Plan Checklist

Do this once, then review it at day 90 and every month. Build one industrial farm and one NNN farm so both product lines stay in motion.

• Pick one industrial farm and one single-tenant NNN farm of 125 to 200 owners eachA rookie total is 250 to 400 owners, split about evenly. Good starting assets are small-bay flex, warehouse condos, IOS and NNN under about $5M. Big-box distribution is owned by institutions that already have relationships.
• Name each farm on three axes: asset class, submarket and owner typeExample: small-bay flex in Sanford and Lake Mary owned by owner-users and small investors, and dollar-store NNN in Polk County owned by private investors. Check drive time (30 to 45 minutes), familiarity, density and available comps.
• Size each farm from your weekly touch capacity and write the arithmetic downIllustration: 400 owners on a 6-week cycle is about 67 touches a week, and at 6 minutes each that is about 6.7 hours. If you can protect only 5 hours, that is 300 owners. Replace every assumption with your tracked numbers.
• Block the 24 protected hours on your calendar before you do anything elseCalls 9:30 to 11:30 every day, research Monday and Thursday, referral coffee or site visit Tuesday, outreach production Wednesday, and Friday for review, appointment prep and learning.
• Learn the facts that drive value in each farm so every touch carries one true numberIndustrial: clear height, dock and grade doors, power, truck court and zoning. NNN: remaining lease term, tenant credit and lease structure. Label site cap-rate ranges as estimates, never as a price for the owner's building.

Public records and likely-seller signals. Build your first 100 owners free, using county appraiser sites and the DOR NAL and SDF files.

• Filter parcels by DOR land-use code, and confirm flex and condo codes locallyIndustrial: 041 light manufacturing and machine shops, 048 warehousing, distribution and trucking terminals (often small-bay flex), 049 open storage (IOS yards). NNN: 011 stores, 021 and 022 restaurants, 023 financial institutions, 026 service stations. The state has no flex code, so verify locally, and read the newest DOR guide because codes change.
• Add parcel filters: building SF, year built, last sale date and building-to-land ratioA last sale in 2011 or earlier is a 15-year hold. On 048 and 049 parcels a low building-to-land ratio flags a yard-heavy site that may be IOS, so confirm with imagery and zoning.
• Pull your county's appraiser data or the DOR NAL and SDF filesCounty numbers: Brevard 15, Lake 45, Orange 58, Osceola 59, Polk 63, Seminole 69, Volusia 74. The NAL keeps only two sales, so use the SDF for history. Sale qualification code 19 can mean an estate, and code 11 with a low price is a non-market transfer, never a comp.
• Unmask each LLC on Sunbiz down to a manager or officerCheck status and read the annual report. Look past the registered agent, search the manager's other entities, and compare every address with the appraiser mailing address. A match to the building suggests an owner-user, and another state suggests an absentee investor.
• Merge portfolio owners by mailing address line one plus ZIPKeep one row per owner, not per parcel. Three or more parcels under one key is a portfolio owner, and one owner with five buildings is one conversation.
• Score each owner on likely-seller signals and assign tier A, B or CTeaching weights, not a validated model: 15-plus-year hold 3, estate or trust 3, tax delinquency 3, absentee 2, loan window 2, and so on. Add 0 to 2 for a reachable person and 0 to 2 for farm fit. Tier A is 8 or more, B is 5 to 7, C is 0 to 4.
• Check clerk records for tier A and strong tier B owners before you callDeed type and date, mortgage amount and date, liens and lis pendens, and tax status. A loan maturity guessed from a recording date is an inference, so use it to ask about the debt. Talk to your managing broker before contacting a distressed owner.
• Verify every skip-traced phone number before the first callA vendor match is not a contact. Match the person to the Sunbiz officer or manager and the mailing address, prefer a business line, and open the call with a name check. Log the source and date of every number.
• Build the owner spreadsheet and test-import 10 rows into your CRMTag each contact by asset class, county, signal and tier. Import only owners you will work, never the whole NAL, and re-check Sunbiz before a first call.

Educational, not legal advice. Review your calling and mailing plan with your broker of record and a Florida attorney before your first dial.

• Call between 8 a.m. and 8 p.m. and make no more than three attempts per owner per dayF.S. 501.616(6) sets these limits for covered telephone solicitation. Whether licensees are exempt is unsettled, so follow them.
• Dial by hand: no autodialer, prerecorded message, ringless voicemail or bulk textingThe TCPA requires prior express written consent for autodialed or prerecorded calls and texts to cell phones, with damages starting at $500 per violation. F.S. 501.059 is written around consumer goods, and no court we know of has applied it to commercial outreach. Follow its habits anyway.
• Scrub personal or unknown numbers against the national and Florida DNC lists every 31 daysTreat a skip-traced cell number as a consumer number. Most business-to-business calls fall outside the federal registry, but a building held personally and reached on a personal cell may not.
• Keep a do-not-contact log and honor every stop request the same dayInclude an LLC's manager. Keep the log for 5 years, and treat an opt-out from any channel as an opt-out from all channels.
• Never record a call unless every party consentsF.S. 934.03 requires all-party consent, and silent recording is a felony risk. Say that the call is recorded and get a clear yes.
• Show MaxLife Realty LLC on every letter, email, profile and video pageMaxLife Realty LLC is the licensed name (Rule 61J2-10.025). Write "MaxLife Commercial, a division of MaxLife Realty LLC" and confirm the exact format with your broker of record.
• Add an advertisement notice, postal address and opt-out to every emailCAN-SPAM has no business-to-business exception. Honor opt-outs within 10 business days, and do it the same day. Never use purchased lists or harvested addresses.
• Ask early whether the property is under an exclusive listing and log a revisit dateIf it is, do not solicit the listing, criticize the other broker or ask for the fee, price or expiration date. General announcements to a whole farm are different.
• Never claim a buyer you do not have, call a BOV free, or promise a price or timelineSay no-obligation, and confirm your brokerage's wording. A BOV is not an appraisal. Misrepresentation can bring discipline under F.S. 475.25(1)(b).

The 9:30 to 11:30 block is the only block that produces conversations. Phone on the desk, list printed, no email open.

• Write a 60-second pre-call brief for every ownerFour lines: owner and Sunbiz decision-maker, property facts and DOR code, signals and tier, and one farm fact you can defend.
• Use the five-move call: opener, permission, reason, question, next stepGive your first and last name and MaxLife Commercial at once. Ask one open question, then stop talking.
• Dial 25 owners a day, split about evenly between your industrial and NNN farmsAt the assumed 8 percent, that is about 2 conversations a day. Log the no with a reason and a date, and replace the assumed rates with your own after 4 to 6 weeks.
• Ask the farm question that fits the ownerIndustrial owner-user: do you operate out of the building yourself, and has your space need changed? NNN owner: how many years of primary lease term are left? Price moves with remaining term.
• End every conversation with a specific 20-minute slot and two time optionsIndustrial: at the building. NNN: a call or coffee. IOS or land: a site visit. Email the confirmation the same day and ask for the tax bill, leases and power panel size.
• Log every attempt within five minutes with outcome, opt-out status and a dated next stepMove the pipeline stage only on evidence. A gatekeeper taking a message is Contacted, not Conversation.

Wednesday outreach production. Letters, email and LinkedIn warm up owners before and after your calls.

• Mail a plain personal letter to each tier A owner before you callUse the owner mailing address from the appraiser record and the manager you verified on Sunbiz. First-class stamp, one page, a real signature, and about 150 words: one fact, one offer, one next step.
• Match the letter to the farm: industrial market update or NNN cap-rate value letterIndustrial owner-user: one sourced fact and one documented local sale or lease. NNN: a one-page grid showing how the cap rate and remaining term move value. Send a buyer-demand letter only if the demand is real.
• Send follow-up emails under 100 words with a plain subject and one askEmail is for follow-up and value delivery, not first contact. Use a subject such as a question about the street building, never Opportunity.
• Send a monthly market note with one sourced number, one local sale or lease and one linkEmail it to the farm and mail it to tier A. State the area and quarter of every figure, and never blend publishers.
• Point every touch to one useful site asset and label it an estimateOptions include the industrial and NNN property value tools, cap-rate pages, NNN comps by tenant type, quarterly market reports and the seller net sheet.
• Run the 12-week cadence for each tier A owner and track cost per appointmentLetter, call, email, call plus LinkedIn, postcard and so on. Compute response rate, appointment rate, cost per appointment and hours per appointment. Time is the bigger cost for a rookie.

Tuesday referral coffee or site visit. Referrers see the trigger first: a loan coming due, an estate, a retirement or a tax bill.

• Name five referral sources this weekA CPA, a real estate attorney, an estate and probate attorney, a lender, and one industry contact for your product line. NNN leans on CPAs, estate attorneys and 1031 qualified intermediaries. Industrial leans on lenders (including SBA lenders), contractors, property managers and tenant-rep brokers.
• Give first: send a comp, market note or seller net sheet before you ask for anythingBe specific about what you sell, for example single-tenant NNN in Seminole and Osceola counties and small-bay flex in Orange County. Return calls the same day.
• Route every referral arrangement through your broker of recordF.S. 475.25(1)(h) bars paying or sharing commission with an unlicensed person for referrals. A thank-you note is safe. Anything with real value, even a dinner, goes to your broker first.
• Send a handwritten thank-you within 48 hours of any referral and close the loopTell the referrer what happened at the appointment, at signing and at closing, sharing only what the owner approved. If the owner hired someone else, thank the referrer anyway.
• Attend two rooms a month and book one or two referral coffees or calls a weekChambers, CCIM chapters, industrial and logistics groups and investor meetups. Bring a one-page market note and leave with three names and a dated follow-up for each. Set a spending cap with your broker.
• Sign a buyer-representation agreement before calling owners for a referred buyerSay only what is true, and never name the buyer without permission. Example: an SBA lender refers a contractor who needs about 6,000 SF of small-bay flex.

Every owner sits in one stage and has a dated next step. Friday from 1:00 to 2:00 is your review.

• Give every owner one of the nine stages, a tag set and a dated next stepSuspect, Contacted, Conversation, Appointment set, Appointment held, Listing signed, On market, Under contract, Closed. Tag product, farm, tier and signals, and mark a guessed loan maturity as inferred.
• Ask the seven discovery questions and log the answersWho decides, motivation, clock, price expectation, debt, tenants and documents. Work them in over one call or two, and do not fire them like a survey.
• Put every owner who is not ready on a nurture track with a dated next stepThis year: every 3 to 4 weeks. One to three years: quarterly. Someday: twice a year plus trigger events. An owner who says no goes to nurture, not the trash.
• Fill in the Friday scorecard: dials, conversations, appointments, listings, pipelineSample targets are 125 dials, 10 conversations and 1 appointment set. Pipeline value is the estimated sale price at Appointment held or later, not commission. Judge each farm on its own.
• Find the weakest funnel step and change one thing next weekDo not judge a leak on fewer than 100 dials or 5 appointments. Clear overdue tasks, give stale contacts a nurture date, and load next week's 125 names.
• Keep owner plans in the CRM onlyNever put an owner's name or plan in an email subject line, a text, or a voicemail left with a gatekeeper, and never repeat what one owner told you to another.

Practice-based, not a promised result. Plan for no commission in the first 90 days. The goal is a working system and your first listing appointments.

• Weeks 1-2: choose both farms, set up the CRM and learn your county's rangesRead the cap-rate comps and market reports, skim the Academy courses on NNN and on office and industrial flex, and learn your county's vacancy, rent and cap-rate ranges.
• Weeks 3-4: pull and score a 250 to 400 owner list and write one script per farmVerify contacts for your first tier A owners, and pick your first five referral names. Role-play both scripts and make about 40 practice dials on tier B.
• Weeks 5-8: run the daily call block and a weekly mail wave, and send a market noteTarget about one appointment set per week. This is the hardest stretch because results have not arrived, and it is where many rookies stop.
• Weeks 9-12: run a second mail wave, drop weak lists and hold referral coffeesBook referral coffees or calls at two a week and ask every conversation for a referral. Stay on the plan through week 12, then judge the data.
• By day 90: run the farm review and decide to keep, swap or expand each farmCount touches completed (over 80 percent of plan is the practice signal), decision-maker conversations, bad numbers, appointments and value requests. Expand only when you complete 90 percent of touches on time.
• Move every booked appointment into the listing appointment packet within 24 hoursRun the Listing Appointment Prep Checklist and follow Course 22 for the underwrite, BOV, net sheet and presentation.