How a personalized letter system works
Short answer: A letter system keeps your lead data organized, picks the right template for each person's situation, tracks how many rounds each person has received, and prepares each batch on a schedule. Brew Letters does this with Google Sheets, Google Docs templates and Apps Script. The tool helps, but the message still has to be kind and clear.
What problem does it solve?
Sending thoughtful mail to many families takes time and is easy to get wrong. Names get mixed up, the same person gets the wrong letter, or follow-up simply slips. A letter system takes care of the repetitive steps so your time goes to the conversations that follow. It does not replace the message. The WHO formula still does that work.
How are leads organized?
Brew Letters keeps leads in a Google Sheet with a tab for each situation, so each group gets the right message.
- Main data: new probate leads, sorted into local, same address, and out of area.
- Vacant: properties flagged as vacant, with their own letters.
- Attorneys: attorney contacts, with their own letters.
- Assisted living: addresses that look like care facilities, grouped by facility.
- Non-responsive: leads who haven't responded after a set time.
- Prime: people who have been in touch with you.
How do templates and rounds work?
Each type of letter has a set of Google Docs templates, one for each round. Placeholders fill in names and addresses automatically. The system counts how many rounds a person has received and uses the next template. It compares the date of the last letter with the interval you set, so a letter is only prepared when it's due.
What does a weekly batch look like?
You upload new data, choose which letter type to prepare, and the system creates PDF letters in dated folders, ready to print. It checks the data and templates first and tells you if something is wrong. Optional AI can fill in titles such as Mr. or Ms.
What should you decide before using any letter system?
- How you may legally use the data you upload.
- Who reviews every template before it goes out (your broker or attorney should).
- How you will honor opt-outs right away.
- What each letter says about who you are and what you offer.
The full setup guide is part of the Brew Letters license package. This lesson is an overview only. Results depend on your niche, your effort, and your follow-up.
Try this week
- Sketch your own tabs: which situations deserve a different letter?
- Write the first template for one situation using Who, Hook and Offer.
- Decide your interval between rounds.
Questions people ask
Is Brew Letters a product I can buy?
It is available as part of a license package. Book a call to learn more.
Do I need to know how to code?
No. The system runs from a Google Sheet and menu.
Does it write the letters for me?
It fills in templates you write. The message is yours.
Watch this lesson, or talk it through.
The video is in the free course. Or book a 21-minute call.
This lesson is educational. Results depend on your niche, your effort, and your follow-up. Nothing here is legal advice, and nothing here promises leads, listings, clients, or income.