Tools

Tracking heir contact information for one property in a spreadsheet

When dealing with inherited properties, you often find multiple heirs, each requiring individual contact and tracking. A simple spreadsheet can be a powerful tool for organizing all their contact details and communication history.

November 2, 2026 · 3 min read

Why track heir details separately

Inherited properties often involve multiple decision-makers, sometimes with differing opinions or levels of motivation. Tracking each heir's contact information and communication history individually is essential. This avoids confusion and ensures no one is missed.

You might find that one heir is the primary contact, but others still need to be kept informed or give final approval. A separate record for each heir helps you manage these complexities and identify who needs what information.

Setting up your spreadsheet columns

Start your spreadsheet with clear columns. Essential fields include: Heir Name, Relationship to Deceased, Primary Phone Number, Alternate Phone Number, Email Address, Mailing Address, and his or her current Role/Status (e.g., Primary Contact, Reluctant, Out-of-State).

You will also need columns for 'Last Contact Date', 'Last Contact Method', 'Notes on Last Contact', and 'Next Follow-Up Date'. These will be crucial for managing your outreach and ensuring consistent communication.

Populating initial heir data

Gather as much information as you can about each heir from public records, skip tracing, and initial conversations. If you only have one heir's contact initially, politely ask him or her for contact details for other family members involved in the property.

Be persistent but respectful. Sometimes, heirs are not in regular communication or might be hesitant to share personal details. Document any missing information and make a plan to acquire it. Note who provided the contact information for each heir.

Documenting communication and status

After every interaction, no matter how brief, update the spreadsheet. Log the date, method (call, text, email), and a concise summary of the conversation. Note any decisions made, objections raised, or questions asked.

Update the 'Role/Status' field as his or her involvement or motivation changes. For example, if an heir initially seemed disengaged but is now more active, update his or her status. This allows you to quickly grasp the situation when you return to the lead.

Managing opt-out requests for heirs

Just like with any seller, heirs can opt out of communication. If an heir requests to be removed from your contact list, mark this clearly in his or her record and immediately cease communication with that individual. However, this does not necessarily mean the entire deal is dead.

You might still be able to communicate with other heirs, provided they have not opted out. Your spreadsheet needs a dedicated column to denote 'Opt-Out Status' and the date of the request. This helps you stay compliant and avoid wasted effort.

Integrating with your main lead sheet

While you might have a detailed heir sheet, link it back to your main lead tracking system or CRM. A simple cell in your main sheet that says 'See Heir Sheet' or a direct link to the specific heir tab can be effective.

This integration ensures that anyone reviewing the property lead can quickly see that there are multiple heirs involved and where to find their specific details. It keeps your overall lead management organized without cluttering your primary view.

Questions people ask

What if I can only get one heir's contact info?

Start with that one. Build rapport, explain your process, and then politely ask if there are other family members involved in the property. Emphasize that you need to communicate with all decision-makers to move forward. Sometimes, he or she will provide the other contacts.

Do I need separate sheets for each property with heirs?

If you have multiple inherited properties, yes. It is best to have a dedicated tab or separate spreadsheet for each property that involves multiple heirs. This keeps the information clean and prevents mixing up details between different properties and family groups.

How often should I update the heir spreadsheet?

Immediately after any new communication or new information is discovered. Consistent, real-time updates are critical to avoid miscommunication or missing a crucial detail. Make it a non-negotiable part of your follow-up routine.

Can I use a CRM instead of a spreadsheet for this?

Many CRMs have features to track multiple contacts associated with a single property. If your CRM supports it, that is often more efficient. However, a well-organized spreadsheet is perfectly effective if you do not have a robust CRM or prefer manual control.