How to sell to Heads of Operations at Real estate companies
Heads of Operations at real estate companies are primarily measured on operational efficiency, aiming to reduce costs while maximizing service quality. They respond positively to outreach that shows a clear understanding of their daily struggles, such as managing property turnover rates and ensuring compliance with local housing regulations.
Written and maintained by the SoloRiff team, who build outbound software and run outbound with it. The figures below are our own: we measured 562 real estate company domains over public DNS on 2026-09-03. Last updated 2026-09-03.
What actually hurts
- high turnover rates
- regulatory compliance issues
- inefficient property management processes
The playbook
- 01
Identify properties with high vacancy rates
Start by filtering a list of properties in your CRM or a real estate database for those with a vacancy rate above 10%. These properties are likely to be a pain point for the Head of Operations, who needs to address turnover and occupancy challenges.
- 02
Research recent regulatory changes
Look for recent news articles or industry reports that discuss new regulations affecting real estate operations. Mentioning specific compliance issues in your outreach can demonstrate your understanding of their current challenges and make your message more relevant.
- 03
Analyze operational inefficiencies
Utilize industry benchmarks to identify common operational inefficiencies in property management. Tailor your outreach to highlight how you can help the Head of Operations streamline processes, reduce costs, and improve tenant satisfaction.
- 04
Craft a message around property management pain points
In your outreach, directly address the pain points of managing high turnover and regulatory compliance. Use specific language that resonates with their daily operations, such as 'reducing tenant churn' or 'navigating local housing laws'.
- 05
Timing your follow-up after quarterly reviews
Schedule your follow-up outreach for just after the end of a quarter when many Heads of Operations review their performance metrics. This timing can make them more receptive to new solutions that can help them improve their next quarter's results.
Can real estate companies even receive your mail?
We measured the DNS of 562 real estate companies, sampled evenly across company sizes, to see how many authenticate their own email. It matters in both directions: a domain that does not authenticate is a domain whose team is used to mail going missing — and if your own domain is in the gap, yours is the mail going missing.
Publishes a DMARC policy of quarantine or reject — the domain actually asks receivers to act on failures.
The gap is the finding: 25.2% of 1–10-person companies against 83.6% of the largest — 58 points apart. Small companies are where the unauthenticated domains are, and small companies are who most cold outreach is aimed at.
Where does your domain sit?
Same three lookups, run live against your domain. Nothing is stored and nothing is emailed to you.
How this was measured
Company domains were sampled within employee-count bands, then queried over public DNS for SPF (TXT at the apex), DMARC (TXT at _dmarc.) and MX. One domain per company, deduplicated. Anyone can reproduce any single row of this with dig.
DKIM is deliberately absent. A DKIM key lives under a selector that cannot be enumerated from outside the domain, so a company with flawless DKIM under a name we did not guess would be counted as having none. That would measure our guess list, not the industry.
Domains with no MX record are excluded rather than counted as failures — parked and redirect-only domains would otherwise drag every figure down and make the result an artefact of the sample.
Sampled within bands, so this describes the population of companies, not of employees: a 10-person company counts once, as does a 10,000-person one. Each band is at least 60 domains; bands below that are not published. Figures are percentages of the sample, not of the whole industry, and we publish no company names — only counts.
Measured 2026-09-03. Re-measured monthly.
The full census across every industry — sortable, with sample sizes, free to reuse under CC BY 4.0.
Subject lines that fit
- Addressing your vacancy challenges
- Navigating compliance in real estate
- Improving your property management efficiency
Questions
- Why do Heads of Operations in real estate ignore cold emails?
- Heads of Operations often receive numerous cold emails daily, many of which lack relevance to their specific challenges. If the outreach doesn't address their immediate operational pain points or demonstrate a clear understanding of the real estate industry, it may be overlooked.
- What common challenges do Heads of Operations face in real estate?
- They frequently deal with high turnover rates, compliance with ever-changing regulations, and the need to streamline property management processes. These challenges can lead to increased costs and lower tenant satisfaction if not addressed effectively.
- How can I make my outreach stand out to real estate operations leaders?
- Focus on specific pain points that are relevant to their role, such as reducing vacancy rates or improving compliance efficiency. Providing insights or solutions that directly relate to their daily operational challenges can capture their interest.
- What types of solutions do Heads of Operations in real estate typically seek?
- They often look for solutions that enhance operational efficiency, reduce costs, and improve tenant experiences. This can include technology that automates property management tasks or tools that help navigate compliance issues effectively.
Or have it run itself
SoloRiff does every step above on its own — finds the companies, finds the people, writes each of them individually, and handles the replies. Drop your URL and watch it work before you sign up for anything.
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