7 Simple Steps to Master Skip Tracing for Real Estate

Real estate teams and solo investors want a simple, ethical way to find hard-to-reach owners, vacant homes, and off-market leads. This guide was built using current federal guidance, postal data resources, and newsroom editing standards to condense the process into seven clear steps that any professional can follow.

The goal is speed with accuracy. Each step includes a practical tip or example you can use today, without extra fluff.

7 steps to master the process

1) Define the scope and purpose before you search
Decide who you are trying to find and why. Examples include absentee owners behind on taxes, inherited properties in probate, or landlords with code violations. Write the purpose into a short research note so every search stays on track and compliant.

2) Gather seed data from public records and your CRM
Start with what you already have, then layer public sources. Pull names, last known addresses, parcel IDs, and mailing addresses from county assessor and recorder sites. Export matching records from your CRM or lead list. USPS offers guidance on undeliverable-as-addressed mail, which helps you flag stale addresses and reduce wasted outreach —a smart preskip step.

3) Choose the right tool for the job
If you only need current mailing addresses for ten properties, a pay-per-lookup service is enough. If you are running hundreds of lookups each week, choose software with bulk append, phone and email enrichment, and list hygiene features. Start with a clear definition of Skip Tracing and match the tool’s features to your volume and purpose. Pro tip: test with a small batch and review match accuracy before scaling.

4) Verify identities with at least two independent data points
Do not rely on a single match. Confirm the right person by cross-checking two or more items, for example, full name plus date of birth range, or property address plus associated LLC and registered agent. For inherited properties, compare probate filings to the assessor’s record to confirm personal representative contact details. This habit raises your hit rate and lowers complaints.

5) Document permissible purpose and respect privacy rules
If you use any consumer report or similar data, you must have a permissible purpose under the Fair Credit Reporting Act. The Consumer Financial Protection Bureau outlines when businesses may access and furnish consumer reports, and stresses purpose limits and accuracy controls. Keep a short log that states the property, the prospect, and the purpose, for example, evaluating a potential purchase or servicing an existing account.

6) Plan outreach with one-to-one consent in mind
Cold calls and texts carry risk. The FCC’s one-to-one consent rule tightened how lead generators and businesses gather and use consent for autodialed or prerecorded marketing calls and texts, and requires consent that is specific to the brand and number contacting the consumer. If you text leads, keep written consent tied to the exact business, phone number, and campaign, and avoid sharing consent across multiple brands. When in doubt, use manual dialing or mail first, then request explicit opt-in.

7) Make contact in a humane sequence, then log outcomes
Use a three-touch sequence over ten to fourteen days. Example, day 1, a short, respectful letter to the mailing address and any probable forwarding address. Day 5, a manual call during business hours with a simple script, “Calling about the property at 123 Oak, are you open to a quick conversation about options?” Day 10, a concise email if available, or a second call at a different time. Track every touch and outcome in your CRM so you do not call people who have asked to be removed.

Compliance and ethics checklist

Respect privacy, even when the data is public. If you handle nonpublic personal information from financial sources, review Gramm-Leach-Bliley Act privacy rules, and avoid sharing data outside allowed exceptions (FTC GLBA overview). Real estate professionals who partner with lenders or servicers should pay close attention to disclosures and opt-out rights.

Use accurate, up-to-date addresses. USPS address quality resources can help reduce undeliverable mail, saving money and protecting brand trust. For high-volume mailers, test an address correction service before a full drop.

Keep records. Save screenshots or PDFs of key record pages, maintain permission logs for texts and calls, and timestamp each outreach touch. If a prospect asks how you obtained the information, you can give a clear, respectful answer backed by your notes.

Be transparent during the first contact. State your name, your company, and why you are reaching out. Avoid pressure or misleading claims. Transparency earns more conversations and fewer complaints.

Honor opt-outs quickly. Remove numbers and emails that request no further contact, and record the date. This protects reputation and reduces legal risk under state and federal rules.

Calibrate tone to the situation. An inherited or distressed property calls for empathy. A tired landlord may respond to a fast, fair offer and proof of funds. Keep scripts short, direct, and kind.

Refresh lists on a set cadence. People move and phone numbers change. Re-run enrichment quarterly on active lists to avoid wasted time and unnecessary friction.

Close more deals with confidence

Skip tracing can feel mysterious at first, yet with a clear plan, it becomes a repeatable business system. Define the purpose, use the right tools, verify identities with care, follow federal privacy and consent rules, and work a humane outreach sequence. 

With consistent logging and list refreshes, skip tracing turns cold records into warm conversations and, over time, into signed contracts. If the process stays ethical, documented, and respectful, skip tracing will help you reach more owners, reduce wasted spend, and close more deals with less stress.