Agent List Building Case Study: 18,000 Licensed Agents in 6 Months

Project Snapshot

Company: Gilezan Global
Industry: Real Estate
Target Location: California, Florida and Texas
Target Contacts: Licensed real estate agents with active property listings
Service Provided: Manual Agent List Building
Project Goal: Build a verified contact list of agents with active listings
Project Duration: 6 months
Total Agents Delivered: 18,000+
Listings Researched: 20,000+
Data Points Per Agent: 6
Collection Method: Manual research with no automated data collection

Data Build Metrics

Research volume behind the delivered list.

• Agents Delivered: 18,000+
• Listings Researched: 20,000+
• Average Monthly Volume: 3,000+ agents

Company Overview

Gilezan Global is a full-service real estate brokerage operating under eXp Commercial and eXp Realty. The company specializes in commercial and residential real estate, business brokerage, business development and commercial investments.

The Challenge

Gilezan Global needed reliable contact details for licensed agents with active property listings. Each record needed to show current listing activity, brokerage affiliation and a direct way to reach the agent.

The research had to address several challenges:

• Directory records could include inactive license holders, retired agents or outdated contact details
• An agent’s presence in a directory did not confirm current listing activity
• Brokerage details needed checking because agents could have changed offices
• Missing license numbers made license verification harder
• Published phone numbers could lead to brokerage switchboards instead of individual agents
• Internal staff built lists, leaving less time for outreach

The goal was to give the team a contact list they could use confidently. Our custom list building services focused on agents whose listing activity and license status were checked during research.

Before Vs After: The Shift In Gilezan Global’s Agent Data

Gilezan Global received a consistent list of agents with verified license details and active listings, giving its team more time for outreach.

Project Objectives

• Build a contact list of licensed real estate agents with active property listings
• Collect six consistent data points for every agent
• Research California, Florida and Texas at the same time
• Include each agent’s license number so their status can be checked against state records
• Complete all research manually without automated data collection

Agent Research Methodology

Sourcing Through Active Listings

We started with live property listings to find agents with current inventory across California, Florida and Texas.

• Our researchers reviewed listings on major US real estate portals and rental marketplaces
• We identified the listing agent for each property
• We researched 20,000+ listings to build a list of 18,000+ unique agents

This approach tied every agent record to an active property listing at the time of research. We combined agents appearing on multiple listings into one record to avoid duplicates. For brokerages developing their real estate agent recruiting strategies, active listings offer a starting point for identifying agents to research.

Field Schema

We collected six data points for every agent using the same format throughout the project:

• Identity: Full name and license number
• Affiliation: Brokerage and office address
• Contact: Direct phone number and email address

We defined these fields before research began and kept them consistent across all six months of delivery.

License Verification

We used each agent’s license number to check their license status against records from the issuing state.

• We checked licenses through public lookup tools for California, Florida and Texas
• We verified every collected license number against the relevant state’s records
• We removed records when we could not confirm an active license

This process helped ensure every agent on the delivered list held an active license at the time of verification.

Manual Research Process

Our team researched every agent manually without automated data collection at any stage.

• Five dedicated researchers covered California, Florida and Texas at the same time
• Every researcher followed the same six-field format and field definitions
• We collected brokerage details and office addresses from property listings and state license records
• We combined agents appearing on multiple listings into a single contact record

This approach lets our researchers compare sources, resolve conflicting details and remove duplicate entries before delivery.

Verification Criteria

We included an agent in the delivered list only after their record met all six criteria:

• The agent appeared as the listing agent on an active property listing when researched
• Their license number matched an active license in the issuing state’s records
• Their brokerage matched the affiliation shown on the license record
• All six required data fields were complete
• The phone number connected directly to the agent
• The agent had not appeared in any previous delivery batch

Before each delivery, we rechecked a sample of records against the original sources. When choosing realtor recruiting services, ask how they source agent records, verify contact details and remove duplicates.

Delivery Method

We delivered the agent list in monthly CSV batches using a consistent format throughout the project.

• Every batch followed the same column structure
• We checked for duplicates against all previous deliveries
• We kept a log of records excluded because of inactive licenses

This process kept monthly files consistent and helped Gilezan Global track new contacts without duplicate entries. Teams planning email outreach can adapt our real estate agent recruiting email templates for the agents on their list.

Project Results

Over six months, we delivered a verified contact list of licensed agents with active listings when researched across California, Florida and Texas.

Data Quality Outcomes

• Total agents delivered: 18,000+
• Property listings researched: 20,000+
• Average monthly delivery: Approximately 3,000 agents
• Data points per agent: 6
• License verification: Every record checked against the issuing state’s records
• Collection method: Entirely manual with no automated data collection

Project Timeline: How The List Was Built Over 6 Months

We completed the project in three phases, increasing delivery volume as our researchers became more familiar with the process.

• Phase 1 (Months 1-2): Setup and training. We defined the six fields and trained researchers to record details consistently. We also tested license checks across all three states. Approximately 4,000 agents delivered.
• Phase 2 (Months 3-4): Research across three states. Our team continued researching all three markets in parallel and refined how we combined agents appearing on multiple listings. Approximately 6,300 agents delivered.
• Phase 3 (Months 5-6): Highest volume and quality checks. We reached our highest delivery volume while reviewing samples from earlier batches and checking for license status changes. Approximately 7,700 agents delivered.

Average monthly delivery rose from approximately 2,000 agents in the first phase to 3,850 in the final phase.

Why The Build Worked

• Active listings: Every agent had a live property listing when we researched their record.
• License verification: State records confirmed each agent’s active license status at the time of verification.
• Consistent fields: Six fields in one format made records easy to compare across all six months.
• Manual research: Our researchers compared listing details with license records before including agents in the list.
• No duplicates: We combined repeat appearances across listings and checked every batch against previous deliveries.

Sample Research Workflow

1. Define the six required fields and explain what each should include.
2. Train researchers using the same sample records.
3. Review active property listings in the target markets.
4. Identify the listing agent for each property.
5. Collect all six data points for each agent.
6. Verify licenses against state records and exclude agents without confirmed active licenses.
7. Combine agents appearing on multiple listings into one record.
8. Check for duplicates across previous batches and recheck a sample against original sources.
9. Deliver monthly CSV batches using the agreed column format.

Key Performance Summary

• Project duration: 6 months
• Total agents delivered: 18,000+
• Property listings researched: 20,000+
• Data points per agent: 6
• States covered: California, Florida and Texas
• Average monthly delivery: 3,000+ agents
• License verification: Every record checked against the issuing state’s records
• Collection method: Manual research throughout