# Past Client Follow-Up Notes for Every Anniversary Source: https://maito.app/workflows/keep-past-clients-warm Each month Maito checks your CRM for home anniversaries, drafts a short personal note per client and skips do-not-contact records. You send them. Past clients hear from you at the right times, not only when you need them. Agents and coordinators · [Real estate](https://maito.app/workflows/industry/real-estate) · On a schedule · Updated October 19, 2026 Works with - Slack - Email - [HubSpot](https://maito.app/workflows/tool/hubspot) - [Salesforce](https://maito.app/workflows/tool/salesforce) - [Attio](https://maito.app/workflows/tool/attio) - [Pipedrive](https://maito.app/workflows/tool/pipedrive) - Gmail - Microsoft 365 - Superhuman Mail ## How do you keep past clients warm? To keep past clients warm, tell Maito when to run and to draft only. On that day Maito checks your CRM for home anniversaries, drafts a short personal note for each client from your notes about them, skips anyone marked do-not-contact, and posts the drafts so you can edit and send. ## How it's done today Agents lose touch with past clients. ## What Maito does 1. Track home anniversaries and life events 2. Draft a personal note ## Example Loop run: Nov 1, 8:00 AM · Monthly past-client notes **Maito** (8:00 AM): 8 anniversary notes drafted for November. Full text in the thread; a few: • **The Reyes family**, 5 years at 18 Alder Way. 'Five years already. Hope the garden you were planning that spring turned out.' • **Tom and Aisha Chen**, 3 years. Mentions we sold their neighbor's house last month. • **Dee Okafor**, 10 years at 6 Willow Road. Offers a free value check. **Skipped:** 1 client is marked do-not-contact in HubSpot. 1 sold in 2024, so there is no anniversary to mark. **The catch:** the Reyes closing in 2021 had a long dispute over repairs, per the HubSpot notes. I kept that note light and didn't say 'congratulations on your purchase'. You know them better, so check it. **Carla** (8:14 AM): good call on Reyes. Add a line to the Chen note about the open house at 20 Alder. **Maito** (8:15 AM): Added: 'We're hosting an open house at 20 Alder Way on Saturday, if you want to see what the neighbor's home sold for.' Updated draft is in your Gmail. ## How to set it up On a schedule Keep past clients warm Ask your agent “On the 1st of each month at 8am, check HubSpot for past clients with a home anniversary that month, draft a short personal note for each, and post them in #client-care. Don't send.” Connect CRM - HubSpot - Salesforce - Attio - Pipedrive Connect email - Gmail - Microsoft 365 - Superhuman Mail Not connected yet? Your agent sends you a link to sign in. ## What it won't do It only knows what your CRM records, so stale notes give stale touches. Read each draft, since only you know the history behind a client. ## Questions ### Does it send the notes? No. It writes drafts in your channel or Gmail and you send them. ### How does it personalize them? From your CRM notes, such as years in the home, the neighborhood or a past conversation. It keeps sensitive history light. ### Which CRMs work? HubSpot, Salesforce, Attio and Pipedrive, with Gmail, Microsoft 365 or Superhuman Mail for drafts. ## More agents and coordinators workflows - [Write listing descriptions Get a listing description from the property details and photos. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/write-listing-descriptions) - [Follow up with every lead Every buyer and seller enquiry gets a timely, personal follow-up. Agents and coordinators · When something happens Works with HubSpot, Salesforce, Gmail, Microsoft 365.](https://maito.app/workflows/follow-up-with-every-lead) - [Track deal deadlines Every contract date, inspection and document tracked until closing. Agents and coordinators · On a schedule Works with Box, Gmail, Microsoft 365, Google Calendar.](https://maito.app/workflows/track-deal-deadlines) - [Prepare a market report for a client Get a neighborhood market summary for a buyer or seller. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/prepare-a-market-report-for-a-client) - [Answer questions about a listing Buyers get answers about a property any time, from the listing details. Agents and coordinators · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/answer-questions-about-a-listing) - [Prepare for a listing appointment Get a pack on the home and owner before a listing pitch. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/prepare-for-a-listing-appointment) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fkeep-past-clients-warm)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)