Owner Outreach Playbook: Build Market Coverage & Convert Owners with Marketproof

A step-by-step playbook for real estate brokers who want to build market coverage and generate owner conversations.

The brokers who consistently win listings aren’t the ones sending the most emails. They’re the ones who show up repeatedly for the right owners with insight that’s specific to their property and market.

At Marketproof, we call this approach the “market coverage” approach: pick a market, commit to understanding it deeply, and reach owners with content that proves your expertise. This playbook walks you through how to do it in five steps using Marketproof Pro:

Define your market – Choose the territory you want to own.

Build your owner list – Identify the people behind the properties.

Plan your outreach channels – Decide how you’ll reach owners based on your strengths.

Create your content – Generate data-backed reports at the market, building, and unit level.

Maintain your cadence – Stay consistent and refine over time.

Before diving in, keep three principles in mind: personalize every communication (no generic blasts), prioritize owners whose profiles give you something to work with, and track your results so you can adjust as you go.

Sign up for a free 7-day trial to use Owner Outreach and the rest of Marketproof Pro.

Market Coverage vs. Expired Listings: Two Different Approaches

One of the popular ways to prospect in real estate is working expired listings – contacting owners whose properties failed to sell with another broker. It’s straightforward and action-oriented. You know the owner wanted to sell, and now they need a new plan. If you’re fast, prepared, and persuasive on the phone, expired listings can be a reliable source of business. (See our Expired Listings Playbook for a step-by-step guide.)

Market coverage works differently. Instead of responding to a failed listing, you’re building relationships with owners before they decide to sell. You’re showing up with data specific to their building and property, establishing credibility over time, and positioning yourself as the expert they already know when the moment comes.

Expired listings tend to reward agents who are confident on the phone, thrive under competition, and want immediate opportunities. Market coverage tends to reward agents who think long-term, enjoy building expertise in a specific area, and prefer to let their knowledge and content open doors. Many successful agents use both – and if an expired listing falls within your coverage market, the strategies complement each other well.

Step 1: Define Your Market

Market coverage is an ongoing strategy, not a short-term tactic. Instead of asking, “Who should I contact this week?” start with a bigger question: Which market do I want to lead?

Your market can take many forms:

A neighborhood you know inside and out – for example, becoming the go-to Flatiron condo expert for buyers and sellers.

A building or set of buildings you track closely – say, knowing every unit and line at Zeckendorf Towers and helping owners sell or buyers purchase there.

A property type you specialize in – such as ultra-luxury condo owners and buyers across Manhattan.

A type of owner you serve – like Manhattan townhouse owners looking to maximize their investment.

The key is specificity. The narrower your market, the more your expertise stands out.

Step 2: Build Your Owner List

With your market defined, you need to identify the property owners within it. Marketproof Owner Outreach connects properties to their owners and surfaces available contact information, including email addresses, phone numbers, mailing addresses, and for LLCs, the individuals behind them. (Learn more about how Marketproof Owner Outreach works.)

Owner Outreach also surfaces work history, education, social profiles, and other background details. This context is what turns a cold outreach into a warm one. If an owner works in finance, you can lead with data and analytics. If they’re in a creative field, you can emphasize visuals and design. The more you know about the person, the more precisely you can tailor your approach.

Step 3: Plan Your Outreach Channels

Before building your content, decide how you’ll reach owners. The most effective agents use multiple channels, but the right mix depends on your strengths, your market, and the owner. Some agents lead with a phone call; others open with a compelling email or a polished mail piece. The key is to use each channel intentionally and play to your skills.

Email: Share Insight at Scale

Email lets you deliver data-backed content directly to an owner’s inbox. Attach your market report, reference their building, and keep the tone professional but conversational. It’s an efficient way to introduce yourself and demonstrate your expertise, especially when you have a strong written voice and relevant assets to share.

View a sample outreach email template (PDF)

USPS Mail: Create a Physical Presence

A well-designed mail piece – a postcard, a printed market report, or a personalized letter – puts something tangible in an owner’s hands. Mail stands out because so few agents use it well. You can generate print-ready assets directly in the Marketing Center.

Phone: Make a Direct Connection

A phone call is the most personal channel and often the fastest way to start a real conversation. Whether you lead with the phone or use it to follow up on an email or mail piece, the goal is the same: offer value, reference what you know about their property and market, and listen.

View a sample call opener (PDF)

However you combine these channels, what matters most is that each touchpoint delivers something useful. When an owner hears from you across multiple channels and each message is relevant to their property, you build recognition and credibility fast.

Step 4: Create Your Content

Now that you know how you’ll reach owners, build the marketing materials that will carry your outreach. Using the Marketing Center in Marketproof Pro, you can generate data-backed assets at three levels of specificity, each one bringing you closer to the individual owner.

Market Reports

Start broad. A market report covers the neighborhood, submarket, or major market you’ve defined, and can be filtered by asset type, price range, and more. This establishes your command of the overall landscape.

View a sample Chelsea Market Report (PDF)

Building Reports

Go deeper. A building report includes a property profile, the last 24 months of transactions, and key performance metrics. When paired with the market report, you’re already offering more insight than most brokers bring to an initial conversation.

View a sample Building Report (PDF)

Unit-Specific Comp Reports

Get personal. A comp report zeroes in on a specific property with a projected sale price range based on comparable listings and recent sales. This is the asset that makes an owner feel like you’re speaking directly to them, not broadcasting to a list.

View a sample Comp Report (PDF)

Sign up for a free 7-day trial to use the Marketing Center and the rest of Marketproof Pro.

Step 5: Maintain Your Cadence

Outreach works when it’s sustained. After your initial touches, experiment with follow-up timing and channel mix. Some brokers find that a monthly market update by email keeps them top of mind; others prefer more frequent, shorter cycles around specific building activity or a heavier phone-first approach. The right cadence depends on your market, your style, and the signals you’re seeing from owners.

Track what matters: open rates, response rates, which assets get the most engagement, and which owners are warming up. Be analytical about your process so you can double down on what works and drop what doesn’t.

Getting Started

You don’t need to build the entire machine on day one. Start with one targeted market, one curated owner list, and one personalized asset. Run the sequence until you get a meeting. Then expand.

When owners consistently receive clear, relevant insight tied to their property and market, they begin to associate your name with expertise and professionalism. The market coverage strategy turns outreach into presence, and presence gives you the opportunity to connect and win business.