How To Create A Custom Neutral Letter Template For Mailing

The two mail houses we recommend at this time are LPGletters.com or LPGmailer.com both of which are full service mailing services that print, fold, stuff, stamp and mail your letters out on your Company’s behalf. This article will focus primarily on the service provided by LPGletters.com  or ITI – Letterprinting.Net. In the event you have a need to create a new custom template for a mail merge this article provides step by step instructions on how to accomplish this task.

Overview

In order to create a custom Neutral Letter Template for mailing to either of the afore listed mail houses you must complete the following steps.

Step 1: Open Up A Blank ‘Word’ Document File

This blank ‘Word’ document file will be utilized to house the new version of the Neutral Letter Template for mailing.

Step 2: Access ‘Campaigns’ Function In Either Land Or House Deals Section

  • Log into your Investment Dominator Admin Console and navigate to either the ‘Land Deals‘ or ‘House Deals‘ section depending on the type of properties you are working with.
  • Click on the link in the upper right side of the page called ‘Campaigns‘.

Step 3: Access Template Icon For ‘Generate Prospect Neutral Letter Template’

  • Once you access the [?] icon the system will reveal the ‘Generate Prospect Neutral Letter Template‘ and ‘Generate Envelope Template‘ PDF downloads.
  • Select the ‘Generate Prospect Neutral Letter Template‘ for PDF download.

Step 4: Open And Recreate The Template In Word Document

  • Open the ‘Generate Prospect Neutral Letter Template‘ and down-load the built-in template onto your computer.
  • Copy each line of the ‘Generate Prospect Neutral Letter Template‘ into the blank ‘WORD’ file you opened in Step 1.
  • Copy the SIGNATURE into your ‘WORD’ file using Jing or some other ‘Snip-it’ tool available.

Note: This template must be recreated as a new version because it contains all of ITI placeholder information as highlighted in RED for a successful mail merge.

Step 5: Make Changes To Save In ‘WORD’ And ‘PDF’ Formats

  • Make any appropriate changes to the new version of the Prospect Neutral Letter Template in the ‘WORD’ file.
  • SAVE the new version of the Prospect Neutral Letter Template in ‘WORD’ file format on your computer.
  • SAVE the new version of the Prospect Neutral Letter Template in ‘PDF’ file format on your computer.

Note: The new version of the Prospect Neutral Letter Template in ‘PDF’ file format is sent to ITI, (Letterprinting.Net).

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How To Edit/Delete Tags In BULK

Tags are used to index Land, House and/or Contact records in Investment Dominator; as well as, to group certain records for future reference. This article will focus primarily on editing or the deletion of existing tags assigned to multiple records in the CRM in a bulk manner.

Note: There is an existing article detailing how Tags and the Tagging Records process works in detail entitled, How Tags and Tagging Records Work In The Investment Dominator CRM.

Create a Tag

To create a tag in the CRM select ‘Customize > Tags > Add Tag button as shown…

Next, enter the new Tag Name and select the blue ‘Add‘ button as shown…

Note: In this example, the Tag will be used to tag land records on initial offers to search for the mailing of 2nd Offers in the near future.

Tag Records

To tag land records go to the ‘Land Deals’ tab and select the records for tagging, then select the ‘Tag’ function as shown….

Select the newly created tag from the drop-down list of tags to be assigned to the previously selected land records and press the blue ‘Confirm Tag‘ button as shown…

Note: This same methodology applies to the tagging of both House and Contact records in Investment Dominator.

System should display Records(s) successfully update message should display!

Editing/Deleting Tags In BULK

To edit/delete a tag in the CRM select ‘Customize > Tags > Scroll or PAGE to the specific TAG for editing or deletion.

Select the ‘Edit’ function to EDIT or DELETE the selected Tag as shown…

Note: The last created TAG will appear on the very end of the previously created tags list.

To Edit the existing TAG make any appropriate changes to the tag and press ‘Save’ function.

To Delete the existing TAG press the ‘Delete’ function.

NOTE: Editing or deleting the tag will remove any reference to the tag in any records in the system even if records were indexed using that tag.

Search By… Tag Option

You can now search all land records by the newly modified tag using the ‘Search By’ function and selecting the ‘Tag’ option. Select the specific tag to filter by and select the blue ‘Search’ button…

Searching by the selected Tag will return all records where this tag, (or modified tag) is now assigned.

If the specific tag was deleted from the system, the tag will NOT be available in the drop-down tags list for selection.

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Customize> Website Settings – Selling> Property Listing Elements

Your property listing pages on your ‘Selling Site‘ are made up of template elements:

If you would like to customize how your property listing page looks, arrange what content displays in what order, or add new content sections then keep reading…

How To Customize Your Property Listing Page With Custom HTML Listing Elements

1) Navigate to ‘Customize> Website Settings – Selling> Property Listing Elements‘:

2) Click on the ‘Create New Listing Element‘ button:

3) Either use the HTML Editor to create your custom property listing element or click the ‘Edit Source‘ option to add source code to the block. For example, you could add YouTube embed code or PayPal button code under the ‘Edit Source‘ area.

NOTE: You can use merge fields to dynamically call in data or built-in elements from the system.

4) Once you have given your new listing element a name and have added your content click the blue ‘Create‘ button to create the element:

5) You can use the ‘Move Up‘ or ‘Move Down‘ options to set the position of your new listing element:

6) Reload one of your property listings on your ‘Selling Site‘ to view the updates to your listing:

NOTE: Custom elements will display on all your public property listings.

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Bulk Update: Advanced Options

You can set the values for the following record fields in bulk under ‘Land> Campaigns> Bulk Update Records> Advanced Options‘:

  • Offer Accept By
  • Option Accept By
  • Offer Expires On
  • Option Expires On
  • Tags

Here’s how…

Navigate to ‘Land> Campaigns‘:

Under the ‘Offers‘ section click the ‘Bulk Update Records‘ option:

Click on the ‘Advanced Options‘ section:

You can save the specific dates that are in your offer contracts to the record itself, or tag these records so that you can reference them later:

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How To Calculate Acreage Size Of Property

In many instances you may not have the actual size of a parcel, (in acres) from either county data or county records from list service brokers. The GIS, (geographical information system) will supply a screen shot of the actual parcel and you will be able to pull cross streets near your subject property to determine its location. In our example, this article will illustrate how you can determine the actual acreage size of any parcel using Google Maps.

Step 1) – Acquire Cross Streets From GIS County Map

Record the appropriate cross streets from the GIS system in the county website. Example: Cross Streets from GIS in Harnett County

Edit the appropriate Land record in Investment Dominator to assist in determining the size of the subject parcel.

Cross Streets From GIS
Access Edit Function

Step 2) – Access The Cross Streets Location In Google Maps

In a new browser window, access googlemaps.com

In the “Search Google Maps” search box type in the appropriate cross streets from Step 1) above. (Example: S 3rd St & E McNeill St)

Note: Make sure you select the appropriate matching cross streets that pop-up based on your entry in the search box.

Google Maps will go directly to the selected cross streets based on your selection.

Step 3) Locate Your Parcel In Relation To Cross Streets

Use the GIS county map from Step 1) and locate your subject parcel on Google Maps in relation to cross streets.

Note: You may want to Zoom-In on your subject parcel prior to proceeding to Step 4)

Step 4) Measure Distance And Size Of Your Parcel

Find one corner of your subject parcel and <right-click> on that corner to display the appropriate menu.

Select Measure Distance from menu to start measuring the subject parcel.

To start measuring, <left-click> on each corner of the subject parcel until lines have been drawn completely around the image.

Acquire the Total area in sq ft of the entire parcel for Investment Dominator calculation.

Acquire Total Sq Ft Of Parcel

Step 5) Calculate Acreage Size Of Your Parcel

Copy the Total Area: field in sq ft into the edited record from Step 4)

Go to the Property Information section of the Investment Dominator record.

Enter the Total Area: field calculation from Google Maps into the What is the size of the property? field [SQ. FT.] box in the Investment Dominator.

Press the Enter key on your keyboard to process [SQ. FT.] box entry. Note: The system will jump back to the top of the current record.

Press the Update Record button in the upper right corner of the screen.

Scroll back down to the Property Information section of the record and view the size in Acres box.

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Recommended Ring Central Setup

We recommend LPGphone.com (Ring Central) as our preferred phone system for the Land Profit Generator method.

The reasons we recommend them as a resource include:

  • They offer a full-featured virtual phone system (virtual PBX) that can be easily self-managed (doesn’t require expensive phone techs to configure) at a fraction of the cost of a traditional company phone system.

    NOTE: For a complete list of features and up-to-date pricing information please refer to: https://www.ringcentral.com/office/plansandpricing.html
  • They are a virtual system that is hosted in the cloud so you don’t need to install any software on a server that you need to manage or maintain.
  • They provide you with full-featured Desktop and Mobile Applications that allow you to easily make and receive calls from your company phone lines and much more. To download their Desktop or Mobile Apps visit: https://support.ringcentral.com/download.html

Recommended Setup:

We have two recommended setups:

  • A two-line setup
    This will cost you less money per month and is only recommended if the same person/team in your company that takes the offer request calls is also the same person/team that handles offer questions/ negotiations.
  • A three-line setup
    If you have a call center like LandCalls.com answering your offer request line and a separate person/team that answers questions about offers you have made, or is in charge of handling offer negotiations then you want to use this three-line setup to ensure you have a separate extra line for your offer negotiation person/team and you significantly reduce the chance that the seller will call your call center to negotiate an offer.

    NOTE: With Ring Central you can upgrade/downgrade as needed so you can start with two lines then increase to three in the future as your company grows.

The Two-Line Setup

Here’s how it works:

Here’s how you set this up:

In this setup you have two lines, one for your buying (acquisition) side of your business, and one for your selling (disposition) side of your business. At a minimum you want to keep these lines separate because there is a major difference between people that sell land to you and people that buy land from you and you don’t want to cross those two distinctly different markets together.

When someone calls your Buying Line they will hear a custom ‘Auto Receptionist’ message prompting them to either select 1 if they received a letter from you and are interested in selling their property, and #2 if they want to speak to someone regarding an offer you already sent them. This is set up under ‘Phone System> Auto Receptionist> IVR Menus> New IVR Menu

NOTE: The downside of using the two-line setup is it relies on the caller listening to the message and selecting the correct option. Whereas the three-line setup is a simpler process for the caller and eliminates most scenarios

Where To Save The Two Numbers In The Investment Dominator?

Save your Buying Line under both:

  • Customize> Company Information> Company Phone
    Here you are going to put the notation (Option 1) after the number.
  • Customize> Company Information> Offer Phone
    Here you are going to put the notation (Option 2) after the number.

Save Your Selling Line under:

  • Customize> Company Information> Selling Site Phone

The Three-Line Setup

Here’s how it works:

Here’s how you set this up:

Register two additional users with phone numbers (so that your account has a total of three lines).

How to add a User with a line:

Navigate to ‘Users> Add User‘:

Select the ‘Domestic‘ option then click ‘Next‘:

Click on the tab called ‘Add Users without Devices‘.

Then select ‘Yes‘ under the ‘With Numbers‘ field.

Select a local number from the options then click the ‘Add’ button.

Click the ‘Unassigned Extensions‘ option from the left sidebar, then click new extension line to configure it:

Fill out the form to set up the new user/line.

How To Route/ Forward Your RingCentral Lines

Under the User’s ‘Call Handling & Forwarding‘ settings you can set the forward number that will either go to your call center as in the case of line 1, the desktop app of the person that is going to handle your offer negotiation for line 2, as well as the person/team taking your sales calls for line 3.

Create an Unconditional Forward Custom Rule When Forwarding To Pat Live

The type of phone number that Pat Live assigns to you requires an extra step when configuring it as a forward. You must in addition to the regular ‘Call Handling & Forwarding’ options mentioned above create what’s called an Unconditional Forwarding Custom Rule. Below are the steps to set that up:

Click the ‘Custom Rules‘ tab.

Name the rule “Forward To Pat Live”.

Select all the numbers you would like to forward to Pat Live by clicking the Check Box options to the left of the number.

Click ‘Done‘.

Select the ‘Unconditional Forwarding‘ option to the left of the screen:

Enter in the Pat Live forward line under the ‘Forward Calls‘ input.

Click the blue ‘Save‘ button.

Test Your Changes

You will want to call each of your phone numbers after you configure them to test and ensure they are routed to the proper end points.


NOTE: Ring Central is a 3rd party company so they can change their pricing, features, interface at any time and we do not have control over that. This article should merely serve as a reference to help you get set up the way we have structured our business.

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Land> Reports: Understanding Your Deal Flow KPI’s

We have a few key reports built into the Investment Dominator regarding your land investment deal flow, located under the ‘Land> Reports‘ section.

Interest By Property

This report will show you the number of people interested in a particular property based on how many people are connected to your property under the ‘Interest In‘ field of your Buyers List (‘Marketing‘ tab).

You can click on the number next to the property description to load the actual list of contacts interested in that particular property.

This report shows you what types of properties get more interest than others.

Saved Searches

This is where all of your saved ‘Advanced Searches‘ are displayed. For more information on how to create an ‘Advanced Saved Search‘ please review this article: https://user-guide.investmentdominator.com/advanced-search-and-saved-searches/

Property By Tags

This report shows the number of records that contain a particular tag. This is useful when segmenting your list by tags.

Click the number next to the Tag name to load the specific list of properties that contain that Tag.

Land Deal Summary

This section displays the main KPI’s of your land deal flow. They include:

  • Total Invested (Land)
    This is the amount you have spent and recorded in the system to purchase land.
  • Total Asset Value (Land)
    This is the total amount value based on the Market Values entered in the system for the property you own.
  • Total Revenue Generated (Land)
    This is the amount of revenue you have generated by selling land based on the recorded sale price saved in the system.
  • Total Profit (Land)
    This is the total profit generated from land sales based on data entered into the system under the ‘Transaction Information‘ section of your property records.
  • Average Deal Life Cycle (In Days) (Land)
    This is how long on average does it take to buy and sell a property according to data entered into the system.

Land Deal By Stage

Your deal flow is organized by Stages in the system. You can view a count of properties in each Stage of your deal flow so that you can identify bottlenecks quickly.

Hover over a column to view the number of properties within that Stage and click the column to load the list of properties within that Stage.

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PAT Live Management

Though we recommend PatLive as a call center that specializes in taking real estate related calls, it is important to understand that they are a 3rd party company/service and therefore must be managed properly by you just as any other employee/VA in your company would be.

Below are a few tips to help manage your Pat Live account more effectively.

Initial Email

Approximately 1 week after your account setup is complete and you are nearing the time for PATLive Reps to begin answering calls on your account, you must send the instructional management email to the email address: pat@patlive.com.

In email Subject Line put your [Account #, <<First & Last Names>>]

Specify the following in the body of the email:

Put In Opening Greeting” & “Side-Bar

  • Keep calls to 7 minutes or less.
  • OK to interrupt customer to obtain pertinent information.
  • If unable to understand customer’s English – It is OK to collect Name & Phone only.

Review Your Monthly Billings

To review your monthly bill by calling PAT Live customer service at 1 800-775-7790. Review your first month’s bills immediately following the first full month of service.

Note: Obtain your username/password from PAT Live customer service agent.

While on the phone with a PAT Live customer care agent do the following:

  • Log into your account, (username/password)
  • Access “Billing” section
  • View – “Mailbox Billing Detail” – see all calls and call minutes being charged

Lodging Formal Complaints Regarding Calls

To lodge a formal complaint contact PAT Live customer service at 1 800-775-7790

Note: We normally lodge formal complaints if we notice 7 or more calls on a billing exceeding 12 minutes in length.

Lodging a formal complaint should result in the following actions:

  • PAT Live supervisor will review any months bill and analyze calls sited; as well as, any other excessive calls based on your requirements
  • PAT Live supervisor should contact you within 24 – 48 hours and provide a detailed report of analysis findings.
  • If you highlight specific calls, supervisors are authorized to provide “PAT Live Promo Minute” credits to your account.
  • (Optional) Request that the PAT Live supervisor assign an LR2 Rep or Customer Service Representative to your account in the future.

How PAT Live Bills Calls

In order to fully understand your monthly PAT Live bill, you must first know how calls are billed.

  • 1 Minute or Less, (even a quick hang up) gets billed for 1 minute
  • Subsequent billing, occurs every 6 seconds, (i.e. 1.1 = 1 min 6 seconds, 1.2 = 1 min 12 seconds, 1.3 = 1 min 18 seconds, etc.)

PAT Live Contact

Phone: 888-899-0607 Email:  sales@patlive.com

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How To Enter Neighbor Records Into The System And Generate Neighbor Letters

Generating Neighbor Letters out of Investment Dominator is a strategy to assist in selling properties you are currently marketing. To adequately support this activity, it is necessary to enter Neighbor records into the Investment Dominator for access.

There are currently 2 different methods to have Neighbor records entered into Investment Dominator and they are described as follows:

A) Entering Neighbor Records by way of the Add Contact function in the Marketing tab. Enter 1 Neighbor record at a time for a given property.

B) The importing of Neighbor Records for specific parcels after acquiring a list of names/addresses from county records or using an outside vendor.

A) Enter Neighbor Records by [Add Contact] function

Neighbor Records can be entered 1 record at a time for a given property using the Add Contact function. The following steps illustrate this process:

Step 1a) Under Marketing Tab > [Add Contact] function

Navigate to the ‘Marketing Tab> Add Contact function:

Step 2a) Enter Any Available Neighbor Information

On Add Contact screen enter any information acquired to generate Neighbor Record. Fields noted in RED, (not marked Optional) should be entered.

Note: If using County record information you may have a limited amount of information to enter for this neighbor, such as first/last name and mailing address.

1st Part Of Neighbor Record
2nd Part of Neighbor Record

Step 3a) Finish and Add Neighbor Record

Press the blue Finish Add Contact button to complete entry of Neighbor Record

B) Importing Neighbor Records for parcels after acquiring names/addresses from county records or use of an outside vendor

Neighbor records can be entered into the Investment Dominator, (in bulk) by use of the Import function. The following steps illustrate this process:

Note: A vendor such as ListSource can be employed to supply an entire list of Neighbors around a specific parcel for importing into Investment Dominator.

Step 1b) Under Marketing Tab > Import function

Navigate to the ‘Marketing Tab> Import function:

Step 2b) Prepare The Import List Based On Sample List Format

Prior to importing a list of Neighbor records, make sure your .CSV (Excel) file is saved on your computer based on the following attributes:

  • Each Neighbor record must have the Type=Neighbor
  • First Name, Last Name, Address, City, State, Zip Code, Interested In Property ID – A, (at minimum) fields must be entered based on SAMPLE-CONTACT-IMPORT-LIST.csv as shown
  • Excel file must be saved as .CSV (Comma Delimited) at an appropriate location on your computer

Note: Use the sample list to ensure your data list is formatted correctly.

Step 3b) Import Excel Neighbor Records File

Under Marketing Tab select Import function to import Neighbor Records Excel file into Investment Dominator.

Choose the .CSV Comma Delimited Excel file, (saved from Step 2b) using the Choose File function. The chosen file displays next to Choose File button.

Press the blue Upload List button to import the Neighbor Records into Investment Dominator.

C) Generating The Neighbors Letter Campaign

Navigate to the ‘Marketing> Campaigns‘ screen in the system, then under the ‘Marketing section click the .DOC or .PDF icons on the ‘Neighbor’s Letter (Land)‘ line for both the letters and envelopes.

If you would like to have a mailing house print the letters click on the green .CSV icon to the right of the row to generate the mailing list for the main house.

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