DFW Probate Leads: Where to Find Them and How to Approach Executors

Here’s the playbook—no fluff. Probate deals take tact, timing, and consistency. You’ll pull the right records, build a simple tracking sheet, contact executors with respect, and follow a cadence that gets replies without crossing lines. Do this right and you’ll build a reliable DFW pipeline.

1) What probate is and why timing matters

Probate is the legal process of settling a deceased person’s estate—identifying assets, paying debts, and distributing what’s left to heirs. In practice, real property can become a headache for families: mortgage payments, taxes, maintenance, and decisions among siblings. That’s where you help—clear options and clean execution.

• Why it works: estates often need speed, certainty, and “as-is” convenience—your offer provides relief.
• Timing window: new filings → executor appointed → decisions on property. Your outreach should begin when filings appear and continue (politely) through appointment and early administration.
• Mindset: compassion first, clarity second, price third.

2) Records to request and where to pull them

You want filings that indicate: decedent, executor/administrator, and property ties. Across Dallas and Tarrant counties, start with:

• Probate docket/case search (by county): new probate applications, letters testamentary/administration, independent administration.
• Real property records (clerk): deeds, affidavits of heirship, transfers on death, and recent filings tied to the decedent.
• Appraisal district (CAD): owner name, mailing address, situs address, exemptions, and assessed values.

Build your sheet: Decedent Name • Case # • Executor/Administrator • Mailing Address • Situs Address • APN • Filing Date • Notes • Status (New → Verified → Contacted → Warm → Do Not Contact → Dead → Under Contract).

3) Sensitivity, ethics, and best practices

• Lead with empathy: acknowledge the situation; keep letters plain and respectful—no hype.
• Don’t pressure: offer options (you buying, agent listing, hold/rent, or help connecting with resources).
• Be accurate: never imply legal advice; point to title/attorney for specifics.
• Be available: a real phone number, quick replies, clear next steps.

4) Scripts that open doors

Warm letter (short):

I’m sorry for your loss. I work with local families who need a simple, as-is option for a property. If it helps, I can view the home, share clear numbers, and handle the heavy lifting with title. No obligation at all. If you’d like to talk, call/text me at (469) 909-1851.

Live call opener:

Hi <Name>, my name is Moe. I’m local and I help families who are navigating probate with a property. I’m not a broker. If it’s useful, I can look at the house as-is, share what it would sell for today, and make a simple cash offer. Would it be okay to ask a couple of quick questions?

Polite decline/deferral (relationship saver):

Understood. I’ll note that now isn’t a good time. If plans change, I’m here to help—no pressure. Would it be okay if I check in once in a few weeks?

5) Follow-up cadence (email, mail, phone)

Consistency beats clever. Keep it steady for 30 days, then slow down if there’s no response.

• Day 0: Letter #1 (solutions, calm tone). Create a dedicated callback number.
• Day 2: Live Call #1 (during permissible hours). If no answer, one normal voicemail.
• Day 7: Follow-up letter or postcard; include a short URL/QR to schedule a call.
• Day 14: Live Call #2 + polite voicemail.
• Day 30: Brief check-in note; invite next steps if helpful.

6) Compliance notes for Texas

• Not legal advice: you are not an attorney; encourage families to consult counsel and title.
• Calls & texts: honor Do Not Call rules, maintain your internal DNC list, and avoid marketing texts without prior express written consent.
• Truthful marketing: don’t present as an agent unless you are licensed and operating accordingly; disclose relationships if applicable.
• Recordkeeping: track consent, opt-outs, and call times.