Using Verified Ownership Data to Find New Seller Leads

Key Takeaways

• Combine verified ownership data with property transaction history to transform cold outreach into informed, advisor-level conversations.
• Use geographic and asset-based filters to identify patterns like long-term ownership, recent tax increases, or maturing loans that indicate potential seller readiness.
• Personalize outreach messages by referencing specific ownership timelines and property details rather than sending generic cold emails.
• Layer distressed property data over ownership information to identify at-risk assets before they hit the broader market.
• Save and regularly revisit high-opportunity prospecting zones in your CRM to maintain consistent pipeline development.

Knowing who owns a property, even if it’s not on the market, is the first step in any meaningful outreach strategy. However, not all ownership data is created equal. When you can pair a name with verified contact information and a property’s transaction history, you go from cold caller to informed advisor. 

Access to commercial real estate ownership records helps you skip the guessing game. Instead of sifting through old PDFs or manually pulling public records, you’re instantly looking at up-to-date, aggregated data. Even better, when you can view public data with contact accuracy scores (meaning there’s a clear label on the reliability of each contact), you can prioritize outreach that’s more likely to land tangible results. 

Whether you’re reaching out about a potential listing or just trying to get your foot in the door, verified ownership turns generic leads into real opportunities. 

About Crexi’s Property Records Feature

Crexi’s Property Records, part of Crexi PRO, is a tool built for CRE professionals who want to optimize their reach. With access to over 153 million commercial property ownership records nationwide, users can filter, refine, and target with precision.

Nationwide Ownership Search

Start by searching any address, APN, use code, or zoning type - or even simply draw a boundary on a map. Crexi’s interface makes it easy to layer in geographic and asset-based filters, so you can focus on the areas that matter most.

Need to canvass a neighborhood or drill into a specific asset type? No problem. The platform shows lot, parcel, and building details at a glance, making it easy to bookmark or export records for follow-up. 

Verified Contact Details

The real power comes from what you can do once you find the right property. With Crexi PRO, you get access to verified emails and phone numbers for property owners, plus accuracy confidence scores. 

Whether you’re running a high-volume outreach campaign or targeting a few key prospects, verified contact details let you do it with confidence.

Historical and Supplemental Data

With Crexi PRO, you can also view tax history, mortgage records, and sales comps for commercial prospecting. It is even possible to review commercial real estate listing history to understand how long an asset has been on or off the market.

You can see a property’s full potential with insights like Placer.ai-powered foot traffic data, climate scores, and valuation estimates. These layers are especially helpful in pinpointing motivated commercial property sellers or understanding turnover trends in specific areas.

How to Use Ownership Data to Find Seller Leads

If you're new to using ownership data to find seller leads, the process is easier (and faster) than you might expect. With the right filters, tools, and insights, ownership records are one of your most valuable commercial real estate prospecting tools.

Build Targeted Lists in Map or Aggregate View

Use filters like zoning, use code, and asset type to narrow down your search. Looking for multifamily properties with aging infrastructure? Industrial assets in opportunity zones? You can zero in quickly.

As you explore, you’ll start noticing patterns: properties that haven’t changed hands in years, areas with recent infrastructure improvements, or clusters of expired listings. Bookmark or export these records to stay organized.

Validate and Prioritize Leads

Once you have a list, it’s time to dig into context. Use historical data to spot ownership changes, tax or mortgage pressure points, or timelines that may indicate seller readiness.

Properties with long-term owners, recent tax hikes, or maturing loans might be prime for a conversation. By layering in this information, you can prioritize your outreach based on actual indicators, not guesswork.

Personalize Outreach

Effective prospecting is personal. With verified names, emails, and ownership timelines, you can craft messages that stand out.

Instead of a generic cold email, try something like: 

This kind of approach creates higher-quality conversations and dramatically improves your lead-to-close ratio.

PRO Tip: Combine Ownership + Pre-Foreclosure Data

Some of the best tools for off-market CRE deals come from combining datasets. With Crexi PRO, you can layer distressed property filters on top of ownership info to spot at-risk assets.

This is especially useful when working with investor clients who are looking for value-add opportunities. Using pre-foreclosure commercial real estate data helps you recognize when the situation calls for quick action, so you can adjust your strategy accordingly.

For example, if a retail strip center shows signs of financial stress and you have verified contact info, you’re in a strong position to connect with the owner before the property hits the broader market.

Why Brokers Choose Crexi PRO for Prospecting

Crexi PRO isn’t just another research tool - and it’s not a repurposed residential real estate platform, either. It’s a purpose-built platform designed for the way commercial real estate professionals actually work. Instead of juggling separate tools, brokers can access everything in one streamlined dashboard. Plus, mobile access means you can prospect from anywhere.

More Prospecting Tips with Ownership Data

Once you get the hang of working with ownership data, there are even more ways to layer it into your strategy:

• Use keywords from recently active listings to map seller behavior patterns.
• Watch for areas with high sales velocity and cross-reference with ownership details.
• Follow up with the owners of expired listings or recently withdrawn deals - they may be open to relisting.
• Save prospecting zones in your dashboard so you can revisit high-opportunity areas regularly.

Understanding how to use Crexi for prospecting is what turns data into dollars. When you're consistently working smarter, not harder, your pipeline fills faster.

Leverage Verified Data for Proactive Outreach

Verified ownership data gives brokers a proactive edge in finding seller leads. Whether you're canvassing a new submarket or going after distressed opportunities, having accurate, up-to-date information makes every minute of prospecting more productive.

With Crexi PRO’s Property Records, brokers spend less time digging and more time closing.

Ready to find your next seller lead faster? Book a personalized Crexi PRO demo to see how it works for your territory.