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The Essential Real Estate Checklist

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No matter where you are located, no matter how big your team is, you can use these simple checklists to free up your time and close more deals. Print out these checklists and use them everyday — they are a lifesaver! Fill out these checklists every time you have a new buyer under agreement, get a new listing, have to set up an open house, or to simply keep yourself accountable to your goals. What do you think your business would look like if you had someone to help implement many of the tasks that are on these checklists? Do you want to find out? Visit www.MyOutDesk.com and learn more about our Real Estate Virtual Assistants.


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DATE INITIALS COMPLETION LIST Send seller a “Welcome to our Team” Letter Mark expiration date on Team Leader Calendar Set up automatic email to remind me to check on expiration 1 week in advance Post the property in MLS Make sure that a sign is in front of the home Order Trackwell post if applicable Prepare Design Center brochure Send seller a letter “How to Prepare a Home to Show in 10 Minutes” Email MLS listing sheet to seller for OK Email current client database with the New Listing Information Do Reverse Prospect Email with New Listing Drop of listing sheet folder with sign in sheet at seller’s home Drop of school reports & community profiles at seller’s home Fill brochure holder in front of home Post the property on Craigslist Set up automatic email to remind me to repost on Craigslist after 1 week Go over advertising plan with Team Leader Get advertising proof approval from Team Leader Insert advertising deadlines in my personal planner Order a Visual Tour Make sure property is correctly listed on Boston.com Make sure property is correctly listed on Realtor.com Verify office has correct showing instructions in MLS Post the listing on Team Website Send Just Listed postcards to entire neighborhood Send listing sheet to Realtors with listings within the same town and price range Send referral source a note letting them know property is listed and thanking them for their trust Send “Choose Your New Neighbor” (MOS) to closest neighbors Add the property to Listing Board Leave new Listing Sheets in all agent mailboxes Schedule an open house if applicable Send “Clean Room” award to seller’s kids Order Home Warranty Make sure Home Warranty Ryder is on home Schedule property for a Team Tour Make sure that the property photos don’t look seasonal


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DATE INITIALS COMPLETION LIST Confirm Open House Date & Time with Agent by phone Call Seller to confirm Date & Time of Open House Mark Open House in MLS Place Open House in RE/MAX.com Place Open House in Craigslist Send Reverse Prospect Email in MLS about upcoming Open House Place Open House Advertisements Put Open House Ryder on the home Send “Come By My Open House” letter to neighborhood (MOS) Send “Come By My Open House” letter to potential buyers (MOS) Prepare Open House Packages with Client Surveys Make sure to have plenty of school reports & community information at Open House Prepare “Other Listings You Might Like” reports for Open House Prepare “Open House Pass” for potential buyers (MOS) Prepare Team Giveaways for Open House Give Open House Checklist to Team Members conducting the Open House Send Thank You cards to all who attended the Open House Call the Seller with Open House feedback on the following morning


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DATE INITIALS COMPLETION LIST Send Listing Agent a personal notecard from Team Leader Send Buyer Letter “Congratulations on Accepted Offer” (MOS) Call Buyer to have them book the Home Inspection Verify that the date & time of Home Inspection is acceptable to Listing Agent Send Home Inspector a personal notecard from Team Leader Mark Team Leader calendar with date & time of Home Inspection Call Lender for updated mortgage approval Ask Lender for Closing Attorney contact information Ask Lender for Appraiser contact information Send personal note to Lender with Team Leader’s business card Send personal note to Closing Attorney with Team Leader’s business card Send personal note to Appraiser with Team Leader’s business card Receive copy of updated approval Mark board with under agreement information Change status in MLS to UAG Set up automatic email to remind me to check on commitment 1 week in advance Send “Congratulations, You’re Under Agreement” letter to the buyer Mail Just Sold postcards Send Thank You card to buyer with information about the town Send Thank You card to seller with (contact info is on HUD) Send Thank You card to Listing Agent Send Thank You card to Lender Send Thank You card to Closing Attorney Send Thank You card to Appraiser Send Thank You card to office staff members for another smooth deal Send Thank You card to home owners insurance company Call referral source and notify them about another smooth move Send thank you and tickets to referral source Send Buyer movie tickets so they can sit back and relax one week later Call Buyer on week anniversary date to make sure no loose ends


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DATE INITIALS COMPLETION LIST Send Buyer’s Agent a personal notecard from Team Leader Verify with Buyer’s Agent the date & time of Home Inspection Send Home Inspector a personal notecard from Team Leader Notify Seller of Home Inspection date & time Mark Team Leader calendar with date & time of Home Inspection Call Lender for updated mortgage approval Ask Lender for Closing Attorney contact information Ask Lender for Appraiser contact information Send personal note to Lender with Team Leader’s business card Send personal note to Closing Attorney with Team Leader’s business card Send personal note to Appraiser with Team Leader’s business card Receive copy of updated approval Mark board with under agreement information Change status in MLS to UAG Set up automatic email to remind me to check on commitment 1 week in advance Send “Congratulations, You’re Under Agreement” letter to the seller (MOS) Receive copy of fully executed accepted offer from all parties & place in file Prepare preliminary purchase agreement and email it to buyer agent for review Receive fully executed copy of Purchase and Sale Agreement Send Thank You to seller’s kids with friendly gift certificates for ice cream, etc. Leave all Escrow checks with Broker Fax P&S to Lender Call all previous open house attendees notifying them of status change Notify Seller to contact Closing Attorney to talk about deed preparation Call Seller to find out if they need moving company referral Contact Appraiser and fax comparable properties One week prior to commitment date, verify with lender everything is on schedule


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DATE INITIALS COMPLETION LIST Receive mortgage commitment Notify Seller to have utilities switched and delivery changed Schedule Smoke Detector Certification with fire department Notify Seller of Smoke Certification appointment and remind them to leave $$$ Notify Team Leader of date & time of Smoke Certification After Smoke Certification, send personal note to fire department Call Town/City Hall for final water reading Send Town/City Hall official a personal note Notify Sign Removal company when to remove signs Make sure all directional signs are removed Order closing gift Prepare Just Sold postcards for neighborhood Schedule a walkthrough with buyer’s agent Notify Seller of scheduled walkthrough Verify time & place of closing with Closing Attorney Put closing time & place on Team Leader’s Calendar Add client to past client database Change status in MLS to CLOSED Place property on Closed Board Mail Just Sold postcards Send Thank You card to seller Send Thank You card to buyer with information about the town Send Thank You card to Buyer’s Agent Send Thank You card to Lender Send Thank You card to Sign Removal company Send Thank You card to Appraiser Send Thank You card to all office staff members Call referral source and let them know this was another smooth move Send referral source movie tickets Send Seller movie tickets one week later so they can sit back and relax Call Seller on week anniversary date to make sure no loose ends Make sure all escrow checks are delivered to Listing Agent Fax P&S to lender Notify buyer to shop for homeowner’s insurance


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DATE INITIALS COMPLETION LIST Notify Buyer to contact Closing Attorney to start preliminary scheduling of closing Call buyer to find out if they need moving company referral One week prior to commitment date, verify with Lender everything is on schedule Receive mortgage commitment Call Buyer to make sure they are comfortable with the commitment terms Call Buyer to remind him to notify current landlord about the move Send Buyer’s landlord a note card offering assistance with rental of unit Notify Buyer to have utilities switched and mail delivery changed Order closing gift Schedule walkthrough with Listing Agent Put walkthrough on Team Leader’s calendar Verify time & place of closing with Closing Attorney Put closing time & place on Team Leader’s calendar Notify Buyer to contact Closing Attorney for closing figures Add client to past client database Verify that list office has changed status in MLS Place property on Closed Board


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