Private-Party Contact Tracker
Twenty contacts and the outcome of every one, so you find out whether the problem is the market or your first message.
Twenty tracked contacts
| # | Date | Source / listing | Seller name and contact | Year, make, model | Miles | Asking | First message — time | Outcome | Reason / next step |
|---|---|---|---|---|---|---|---|---|---|
Outcome is one of six, written the same way every time: no reply · declined · appraisal scheduled · appraised and passed · bought · walked. Every one carries a reason.
The funnel, this twenty
| Measure | Actual | Standard | On / Off |
|---|---|---|---|
| First response, from the alert | 5 minutes private-party first response | ||
| Contact to appraisal | 20% contact to appraisal | ||
| Appraisal to buy | 40% appraisal to buy | ||
| Units acquired, month to date | 4-6 units / store / month | ||
| Front gross on what you bought | 20% of selling price |
Fewer than three appraisals out of twenty: the first message is the problem, not the market. Rewrite it and run twenty more.
One sheet per twenty. Every row then moves to the appraisal log (APR-01) with the channel marked private party — the appraised-and-passed and walked rows especially, because those are units in your market with a name and a condition report attached. Keep the finished sheets: the response-rate trend across four of them tells you more than any single week can.