Title Agencies: Call Back Every Quote Request Before It Goes Cold

When an agent asks your title office for a seller net sheet, they're telling you something. They have a listing appointment coming up and haven't decided who's handling the closing. A loan officer asking for a fee quote on a refinance is saying the same thing. Those are the warmest leads a title agency gets. In most small shops, someone emails the numbers and nobody ever calls. The closer is closing, the processor is chasing a payoff, and the owner is doing both.

That gap costs more this fall. The National Association of Realtors reported that existing-home sales fell 2% in August, with the Midwest down 3.1% from July. The Mortgage Bankers Association's survey for the week ending September 4 had refinance applications 25% below a year earlier, with the 30-year rate up to 6.85%. When fewer files are moving, each agent and lender who reaches out to you is worth more. The office that calls back first gets the first real shot at the order.

One job: call back everyone who asked

Here's the setup. Every quote request, net sheet request and "have someone call me" form goes onto one list. Paglow's Outbound Caller works that list the same day. It gives your agency's name and opens with what the person actually asked for, something like: "I'm following up on the net sheet you requested for the Elm Street listing. Did the numbers come through okay?"

From there it does what a good business development person would do if they had unlimited hours. It answers the simple questions, handles the usual pushback and books a 15-minute call or an office visit with you or your escrow officer straight onto your calendar. Title objections are predictable, which is exactly why this works:

• "I already have a title company." The caller doesn't argue. It asks whether a backup would help when their regular shop is buried.
• "My broker decides that." It offers to set up time with the broker too.
• "Just email me." It confirms the address and notes it for your team.
• "Bad time." It books a specific callback instead of calling again tomorrow.

You write and approve all of that before the first call goes out. You get a full transcript of every call, so on Friday afternoon you can read what agents actually said about your fees and turnaround instead of guessing.

Two rules to settle before launch

Title and escrow carries risks a landscaper or a dental office doesn't have, so set these first.

Wires are off limits. The FBI's Internet Crime Complaint Center counted $275.1 million in real estate fraud losses in 2025 across 12,368 complaints. The same report tracked AI-enabled fraud as its own category for the first time, including cloned voices used to confirm wire transfers. So your AI caller should never discuss wire instructions, payoff figures or account numbers, not even to confirm them. Make that a hard stop in the script. If money comes up, the caller should say it can't talk about funds and tell the person to call your office at a number they've checked themselves. That backs up the warning your closers already give every buyer.

Get consent on the form. In 2024 the FCC confirmed that AI-generated voices count as "artificial" voices under the Telephone Consumer Protection Act, so the consent rules for robocalls apply here too. Add clear consent language to your quote and net sheet request forms, only put people on the list if they agreed, and have your attorney review the wording. It takes an afternoon and keeps the whole program on solid ground.

What it looks like when it's working

You won't need a dashboard to tell. Your calendar will have meetings with agents and loan officers that weren't there last month, all with people who came to you first. The transcripts will show you which offices are open to a second title company and which are loyal to someone else, so you spend your own time where you can actually win business.

The caller handles the dialing and the "not right now" answers. You and your team handle the conversations that turn into files. With fewer homes selling across the Midwest this fall, that beats wondering why an agent who asked for your numbers in August sent the closing across town.