Workflow · probate
Find a property owner from a probate filing
Probate properties are an unusually predictable seller pool. Almost every probate-listed property ends up sold within 6-24 months. The executor or heirs usually don't want to manage the property; the estate often needs cash to settle debts and distribute to beneficiaries. The conversation is rarely "should we sell" — it's "how and when do we sell."
But probate is also a sensitive moment. Aggressive outreach lands badly. Here's the workflow done with respect.
Step 1 — Find the probate filings
Probate cases are filed at the county probate court (also called the surrogate's court in New York or the orphans' court in Pennsylvania). Each case file includes:
- The decedent's name and date of death
- The executor (named in the will) or administrator (appointed by the court if there's no will)
- The estate inventory — a list of assets, which discloses any real-estate holdings
- The case docket and current status
Most counties publish recent probate filings online. Search by county name + "probate court" or "surrogate's court." For multi-county or multi-state coverage, bulk-data platforms (US Probate Leads, PropStream, BatchLeads) aggregate filings.
Step 2 — Identify the property and confirm the executor
The estate inventory lists the property at its assessed or appraised value with the address. Cross-reference the address against the county property appraiser site to confirm the property is in the estate's name (or recently transferred there) and identify the executor's mailing address from the probate file.
Step 3 — Resolve the executor to a phone
The probate file gives you the executor's name and mailing address. You'll need to resolve that to a current phone number and email for any direct outreach.
- Owner-data tools resolve the executor's mailing address to verified phones and emails the same way they resolve any other address. Try the free address lookup.
- For one-off cases, consumer records sites work.
Step 4 — Approach with respect
Three principles for probate outreach:
- Wait 30-60 days from the filing. The first 30 days are still active grieving for many families. The executor is dealing with paperwork, not yet thinking about selling. Waiting also filters out cases where the family quickly listed with their own agent.
- Address the executor specifically, not the family. The executor has legal authority to sell. The family doesn't. Outreach to the executor by name reads as informed and appropriate; outreach to "the family" reads as cold-calling a funeral.
- Acknowledge the situation directly. Pretending you don't know about the death feels manipulative — the probate filing is public. A direct, respectful opening lands better: "Hi, I saw the estate filing on public record. I work in the area and wanted to reach out — no urgency at all. If you're thinking about what to do with the property at [address], I'd be glad to share what the market looks like and what options exist. If now isn't the time, I completely understand."
The conversion advantage. Probate leads convert at 5-12% from contact to listing — meaningfully better than cold expireds — primarily because the property will be sold. The question is which agent. Showing up respectfully, with useful information, in the right window is the entire game.
Compliance reminder
Probate executors are still consumers for TCPA and DNC purposes. Federal TCPA, national DNC, and state-level mini-TCPAs all apply. Use a tool that flags DNC and TCPA-litigator records before dialing. See our TCPA + state mini-TCPAs guide for the broader framework.
FAQ
What is a probate property?
Real estate held in an estate that's currently being administered through the probate court. The executor or administrator has authority to sell.
Where do I find probate filings?
At the county probate court (surrogate's court in NY, orphans' court in PA). Most counties publish online. Bulk-data platforms aggregate across counties.
Is it appropriate to contact a family during probate?
Yes, with respect. Wait 30-60 days after the filing, address the executor (not the family broadly), acknowledge the situation directly. TCPA, DNC, and state mini-TCPA compliance all still apply.
How long does probate take?
Typically 6-24 months. The real-estate sale can happen during probate with court approval; the executor doesn't have to wait for the estate to close.