Call Scripts That Get Through Gatekeepers in Commercial Real Estate
Turn “Who’s calling?” into booked meetings with owners, asset managers, and tenants.
Introduction
Call Scripts That Get Through Gatekeepers in Commercial Real Estate focuses on respectful persistence, power positioning, and crystal-clear reasons to connect. Your job isn’t to “get around” reception—it’s to make their job easy: verify purpose, protect the principal’s time, and route high-value calls. These scripts and frameworks do exactly that.
Compliance reminder: identify yourself, avoid misrepresentation, honor do-not-call and opt-out requests, and follow your brokerage’s and jurisdiction’s rules.
Expanded Table of Contents
- 1) Why “Call Scripts That Get Through Gatekeepers in Commercial Real Estate” Works
- 2) The 5-Step Gatekeeper Framework
- 3) Core Scripts: Reception, Assistant, and Switchboard
- 4) Owner & Asset Manager Scripts
- 5) Tenant Rep & Expansion Scripts
- 6) Voicemail & SMS Templates that Get Callbacks
- 7) Objection Handling: “Email it,” “We’re covered,” “Busy”
- 8) Tools & Micro-Tactics (Caller ID, Cadence, CRM)
- 9) KPIs & Benchmarks to Track Weekly
- 10) 30–60–90 Day Prospecting Plan
- 11) 25 Frequently Asked Questions
- 12) 25 Extra Keywords
1) Why “Call Scripts That Get Through Gatekeepers in Commercial Real Estate” Works
- Specificity earns trust: mention the asset/submarket and a legitimate reason to talk.
- Choice architecture: offer two quick time slots; never ask “when works?”
- Respect + clarity: reception protects time—make routing low-risk and high-value.
2) The 5-Step Gatekeeper Framework
| Step | What you say | Why it works |
|---|---|---|
| 1. Identity | “This is [Name] with [Firm] in [Submarket].” | Honest and clear; reduces suspicion. |
| 2. Context | “Calling about [Property/Address] regarding [TI, rollover, demand].” | Signals relevance. |
| 3. Value | “We have a 20-min update on [comp/tenant demand/offer].” | Protects principal’s time. |
| 4. Choice | “Today 4–6 or Fri 10–12?” | Binary options beat open-ended asks. |
| 5. Transfer | “Happy to hold—direct line or voicemail preferred?” | Removes friction for the gatekeeper. |
3) Core Scripts: Reception, Assistant, and Switchboard
A) Reception (unknown owner)
“Hi, this is [Your Name] with [Firm] in [Submarket].
I’m calling about [Property/Address]—we’re reviewing recent [tenant demand/LOI/TI comps] nearby.
It’s a 20-minute update—does [Today 4–6] or [Fri 10–12] suit [Owner/Asset Manager’s Name] better?”
B) Executive Assistant (named principal)
“Hi [EA Name], [Your Name] with [Firm].
We advise on [asset type] in [Submarket]. Two quick items for [Principal]:
(1) [Relevant comp or rollover window], (2) a tenant match fit for [SF/spec].
Could we park 15 minutes [Today 4:30] or [Fri 10:30]?”C) Switchboard (portfolio company)
“Good morning—leasing for [Property/Address].
Who handles [asset/ZIP] asset management? I can hold for a transfer or take their direct line.”4) Owner & Asset Manager Scripts
Warm Intro (referred)
“[Referrer] suggested we connect. I’m [Name] with [Firm].
We just placed [Tenant Type] at [Nearby Asset]—similar specs to yours.
If helpful, I can share demand + TI ranges. Does [Today 4–6] or [Fri 10–12] work for a quick sync?”Cold but Specific (industrial)
“[Name], I advise industrial in [Submarket].
We’re fielding dock-high requests 20–30k SF, 24' clear, power heavy.
Your [Address] lines up—ok to send a 2-page demand brief and walk it for 15 minutes [Today 4:30] or [Fri 10:30]?”Owner Objection: “Email me.”
“Happy to. I can add context in 10 minutes so it’s skimmable.
Would [Today 4:50] or [Fri 10:40] be better for a quick walkthrough so you only read what matters?”5) Tenant Rep & Expansion Scripts
Expansion Mapping
“Hi [Ops/Facilities], [Name] with [Firm].
We’re mapping 18–25k SF with 2 dock-high and 1 grade-level near [Highway].
Could we block 15 minutes [Today 4–6] or [Thu 9–11] to compare two routes?”Relocation Trigger (lease expiry)
“Catching you early—most teams wish they started 9 months out.
Two options hit your headcount + parking ratio.
Easier if I show you in 15 minutes—[Today 4:15] or [Fri 10:15]?”6) Voicemail & SMS Templates that Get Callbacks
VOICEMAIL
“[Name] with [Firm] in [Submarket].
20-minute update on [Property/Address]—tenant demand + TI comps.
Two windows: today 4–6 or Fri 10–12. I’ll text my direct line.”
SMS (after VM)
“[Name] here—quick 20-min update on [Property]. Prefer today 4–6 or Fri 10–12? Direct: [###].”Call Scripts That Get Through Gatekeepers in Commercial Real Estate keep messages short, specific, and choice-driven.
7) Objection Handling: “Email it,” “We’re covered,” “Busy”
| Objection | Your response | Why it works |
|---|---|---|
| Email it | “Will do—10 minutes is faster than 10 pages. [Today 4:50] or [Fri 10:40] to skim together?” | Positions call as time-saving. |
| We’re covered | “Understood. We complement, not replace—only flag off-market fits. Park 12 minutes this week?” | Non-threatening support. |
| Too busy | “Totally. 7-minute slot? If no value, I’ll wrap at 7. [Today 4:30] or [Fri 10:30]?” | Lower time ask. |
| Not interested | “Fair. May I send a one-pager and check back once next lease roll hits?” | Leaves door open politely. |
8) Tools & Micro-Tactics (Caller ID, Cadence, CRM)
- Use a local presence number; enable missed-call text-back.
- Cadence: Call → VM → SMS → Email; repeat in 5–7 days with a new angle.
- CRM fields: asset, submarket, role, last touch, objection, next action.
- Calendar deep links with two preset windows (?slot=today-16-18).
9) KPIs & Benchmarks to Track Weekly
Connect Rate
Live convos ÷ dials. Target ≥ 25%.
Set Meeting Rate
Meetings ÷ connects. Target ≥ 15%.
Speed-to-Follow-Up
< 5 minutes after any response.
Voicemail→Callback
Target ≥ 8–12% with SMS assist.
Meeting Show Rate
≥ 75% with T-24/T-2 reminders.
Pipeline Created
Qualified opps by submarket/asset.
10) 30–60–90 Day Prospecting Plan
Days 1–30 (Foundation)
- Load target list (owners/asset managers/tenants) with direct lines.
- Adopt the five-step framework; write two time windows into your calendar links.
- Stand up CRM fields + missed-call text-back.
Days 31–60 (Momentum)
- Refine scripts by submarket; A/B two first lines.
- Publish a one-pager proof pack (case metric + comps).
Days 61–90 (Scale)
- Duplicate winners to adjacent submarkets; rotate first 3 seconds of voicemail.
- Quarterly script audit; refresh examples and metrics.
11) 25 Frequently Asked Questions
1) What is “Call Scripts That Get Through Gatekeepers in Commercial Real Estate”?
A set of word-for-word scripts and frameworks that help you earn transfers and book meetings with decision-makers.
2) Does this work for leasing and investment sales?
Yes—swap your value line (TI, rent comps, LOIs for leasing; cap rates, rent rolls for sales).
3) How short should the opener be?
10–15 seconds with identity, context, and a clear reason to connect.
4) Why two time windows?
Binary choices convert better than open-ended scheduling.
5) Should I name the property?
Yes, when public. If sensitive, use submarket + specs.
6) How often do I follow up?
Every 5–7 days with a new angle or proof asset.
7) What if they say “email it”?
Agree, then book a 10-minute skim so they only read what matters.
8) Do local numbers help?
Often—they raise pickup and callback rates.
9) Should I leave voicemails?
Yes—pair with an SMS for higher callbacks.
10) How do I avoid sounding salesy?
Lead with relevance: a comp, demand spike, or time-sensitive window.
11) What if reception insists on email only?
Send the one-pager, ask for the best decision-maker to address by name, and set a polite follow-up date.
12) How do I log objections?
Use CRM picklists: “covered,” “busy,” “email,” “not interested,” with notes.
13) What’s a good talk track for “we’re covered”?
Position as complementary—only bringing net-new demand or off-market fits.
14) How do I reduce no-shows?
T-24/T-2 reminders, map pin, and easy “Reply RESCHEDULE.”
15) What KPIs matter most?
Connect rate, set-meeting rate, voicemail→callback, and pipeline created.
16) Should I send decks?
Keep it to a two-page brief; decks reduce calls.
17) When do I ask for email?
After offering time windows—email supports, it doesn’t replace, the call.
18) Can juniors use these scripts?
Yes—practice tone and pace; keep identity/context crisp.
19) How fast must I follow up after a transfer?
Immediately. If voicemail, SMS within 1–2 minutes.
20) What about regulatory concerns?
Identify yourself and firm, honor DNC/opt-out, and keep statements factual.
21) Are humor or flattery OK?
Risky. Stay professional, concise, and respectful.
22) How do I warm a truly cold list?
Send a submarket one-pager first; call referencing that asset-specific value.
23) Should I script every word?
Script the first 20 seconds; outline the rest. Sound human.
24) How do I end the call?
Confirm time, channel, and calendar invite; state what you’ll bring.
25) First step today?
Pick one submarket, load 50 contacts, practice Script A for 10 calls, and measure connects and meetings set.
12) 25 Extra Keywords
- Call Scripts That Get Through Gatekeepers in Commercial Real Estate
- commercial real estate cold call script
- cre receptionist script
- gatekeeper objection handling
- owner outreach call template
- asset manager call script
- tenant rep cold calling
- industrial leasing call script
- office leasing phone script
- retail leasing cold call
- investment sales prospecting calls
- voicemail template for cre
- sms follow up cre
- two window booking script
- local presence phone number
- missed call text back cre
- cre crm fields
- submarket proof brief
- ti comps call value
- dnc compliant calling
- pipeline created kpi
- set meeting rate benchmark
- voicemail callback rate
- assistant gatekeeper script
- 2025 cre calling playbook
