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Listing checklist: pre-listing to closing day

The 48 tasks in 7 stages that HomeAxis starts every listing agent with: the listing appointment, coming soon, active, offers, under contract, closing preparation and closing day. Each with when it is due, counted from the dates on the listing.

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Before the listing agreement 4 tasks

  1. Run Comps (CMA)On the day the deal was added. Pull comparable sales and actives so you can talk price with confidence at the appointment.
  2. Pull the Tax Record and DeedOn the day the deal was added. Confirm the owners of record, lot size, assessed value and any recorded easements.
  3. Check for Liens, Permits and Open Issues1 day after the day the deal was added. Look for open permits, liens or title issues that would slow a sale, so there are no surprises later.
  4. Prepare the Listing Presentation1 day before the listing appointment. Pricing strategy, marketing plan, timeline and your value. Bring the listing agreement.

1. Pre-Listing 6 tasks

  1. Send Seller Pre-Listing ChecklistOn the day the deal was added. Prepare the seller with necessary documents and instructions. Email your standard listing preparation guide and any custom instructions or recommendations you provided. Comes with a drafted text to the client.
  2. Schedule Listing Photos, Staging, and/or MarketingOn the day the deal was added. Schedule your professional photography, staging, and any custom marketing you do for your listings. Comes with a drafted text to the client.
  3. Schedule Sign InstallationOn the day the deal was added. Schedule your sign installation and any directionals, if allowed. Comes with a drafted text to the client.
  4. Schedule Your Open HouseOn the day the deal was added. Coordinate with your seller the best times and dates to host open houses, if desired. Comes with a drafted text to the client.
  5. Input MLS DataOn the day the deal was added. Input your listing into MLS and make sure you have all required documents and compliance requirements in place (seller disclosures, local mandates, offer instructions, etc.).
  6. Confirm All Local Regulations and Requirements Are MetOn the day the deal was added. You are the local expert. Every locality has different requirements. Ensure you are compliant with all legal and regulatory requirements (seller disclosures, mandatory relationship disclosures, agency agreements, etc.).

2. Coming Soon 7 tasks

  1. Finalize Listing Details7 days before the listing going active. Review all property details, descriptions and photos to ensure accuracy and professionalism. Comes with a drafted text to the client.
  2. Create and Approve Marketing Materials7 days before the listing going active. Flyers, door hangers, MLS sheets, listing materials, etc. Comes with a drafted text to the client.
  3. Coordinate Final Preparations with the Seller6 days before the listing going active. Walk through any final preparations with your seller and confirm the open house schedule. Comes with a drafted text to the client.
  4. Set Up MLS “Coming Soon” (If desired)5 days before the listing going active. If your MLS allows “Coming Soon” status, activate it and start generating interest. Comes with a drafted text to the client.
  5. Schedule Social Media Posts for Active Status3 days before the listing going active. Plan, build and schedule posts on platforms like Facebook and Instagram to build anticipation and awareness.
  6. Email Database Listing Details2 days before the listing going active. Announce the listing to your database, and ask your network to share it with anyone who might be interested.
  7. Confirm Signage Installation1 day before the listing going active. Ensure your signs are out. Comes with a drafted text to the client.

3. Active Listing 10 tasks

  1. Confirm Open Houses With Clients1 day before the listing going active. Contact your clients and confirm the open house times and dates. Review your recommendations for preparing for the open house, security, etc. Comes with a drafted text to the client.
  2. Prepare for Open House, Announce Dates and Times, Add to MLSOn the listing going active. Blast out the open house to gain awareness. Prepare any materials based on your open house strategy. Comes with a drafted text to the client.
  3. Change MLS Listing to ActiveOn the listing going active. Publish the listing on MLS with all final details, photos and pricing to make it visible to buyers and agents. Comes with a drafted text to the client.
  4. Reverse Prospecting (Does Your MLS Match Buyers?)On the listing going active. Some MLSs have a buyer-matching tool, typically called reverse prospecting. If other agents have their buyers on a search drip through MLS, it may match them to your listing. Some MLSs let you push the listing to them or, more commonly, their agent.
  5. Network with Other AgentsOn the listing going active. Other agents are your boots on the ground! Tell them about your listing and ask if they have any interested buyers. More buyers usually means better terms for your sellers.
  6. Launch Full Marketing CampaignOn the listing going active. Launch your campaign for driving awareness and traffic from buyers. More buyer interest may mean better results for your client, and perhaps new buyer clients!
  7. Host Open HousesOn the open house. Host your open houses to let potential buyers view the property and to gather feedback on buyer impressions and interest. Comes with a drafted text to the client.
  8. Communicate the Results of Each Open House with Your Seller1 day after the open house. Share regular updates with your seller: buyer feedback, showing activity, and any shifts in the market or competing listings. Comes with a drafted text to the client.
  9. Contact Open House Attendees and Agents1 day after the open house. Contact any buyers without an agent, or the agents whose buyers attended. Be mindful of ethics: don’t contact buyers who are working with someone. Your reputation matters!
  10. Monitor and Adjust Marketing2 days after the open house. Monitor and adjust marketing as needed based on activity and feedback if the listing doesn’t get offers. Comes with a drafted text to the client.

4. Offer Management 5 tasks

  1. Notify Seller of Offers Received1 day after the open house. Collect offers. Read them before contacting the seller. Compare and contrast the pros and cons so you can provide professional advice. Comes with a drafted text to the client.
  2. Review Offers with Seller1 day after the open house. Evaluate and negotiate incoming offers. Review the pros and cons with your client. Offer them options and let them decide. Take notes of your conversations. Comes with a drafted text to the client.
  3. Contact Co-brokers1 day after the open house. Contact the co-broker who submitted the winning offer. Ensure the parties agree, clarify the terms, and get the contracts signed. Then let the other co-brokers know another offer was accepted. Be mindful of any local laws on disclosing confidential information.
  4. Obtain & Share Fully Executed DocumentsOn the offer acceptance date. Share the fully executed documents with the appropriate parties: your client, attorneys, title company, co-broker, etc. Comes with a drafted text to the client.
  5. Send Introductory Email to All PartiesOn the offer acceptance date. Introduce yourself to the buyer’s agent, the buyer’s lender and the attorneys or title company so everyone knows who is handling what. Include the fully executed contract.

5. Under Contract 3 tasks

  1. Input & Update All Data in Your Transaction on HomeAxisOn the offer acceptance date. Input any data, dates, contingencies and deadlines on your transaction.
  2. Change Status to PendingOn the offer acceptance date. Change your listing’s MLS status to UAG or Pending, whatever your local requirements are. Comes with a drafted text to the client.
  3. Coordinate Inspections1 day after the offer acceptance date. Coordinate inspection times and dates with the seller, co-brokers and inspectors. Comes with a drafted text to the client.

6. Closing Preparation 7 tasks

  1. Order Client Closing Gift14 days before the closing date. Order your clients a meaningful, permanent gift. It keeps you top of mind when your happy clients meet someone who is looking to buy or sell: referrals!
  2. Order Any Reports, Inspections, Condo/HOA Documents, Local Requirements, etc.2 days after the offer acceptance date. Order any reports, inspections or local requirements for closing well in advance (smoke certificates, septic reports, environmental testing, etc.). Notify clients of the requirements and either schedule them or give your clients the details to schedule. Comes with a drafted text to the client.
  3. Send Final Steps Email to Seller7 days before the closing date. Provide final instructions for closing: the checks, documentation and keys needed, moving (fixtures versus personal property), and the required condition of the home at closing (“broom swept, in the condition it was at inspection”, etc.). Comes with a drafted text to the client.
  4. Schedule Closing with Closing Attorney/Title Company14 days before the closing date. Begin scheduling the closing: dates, times, locations. Ask what the seller needs to bring: money, personal/bank checks, documents, etc. Comes with a drafted text to the client.
  5. Coordinate Final Walkthrough with Co-brokers & Client4 days before the closing date. Coordinate and schedule the final walkthrough with all parties. Work through any last-minute issues that need resolution. Comes with a drafted text to the client.
  6. Confirm Closing Date, Time, Location – Professionals1 day before the closing date. Contact the co-broker, attorneys and other parties to confirm closing.
  7. Confirm Closing Date, Time, Location – With Client1 day before the closing date. Contact the client to confirm closing. Repeat what is needed to close (checks, documents, keys) and remind them of the property condition requirements. Comes with a drafted text to the client.

7. Closing Day & Follow-Up 10 tasks

  1. Closing Day – Contact ClientOn the closing date. On the morning of closing day, contact the client and remind them of the time and place of closing and everything they need to bring. Comes with a drafted text to the client.
  2. Deliver Closing GiftOn the closing date. Bring a memorable gift for your clients to closing.
  3. Change Status to Sold on MLS & Elsewhere1 day after the closing date. Close out the listing on MLS, compliance software and other listing services.
  4. Send Congratulations Message to the Seller (After Closing)1 day after the closing date. Congratulate your sellers on the sale and thank them. Comes with a drafted text to the client.
  5. Change Transaction Status to Closed in your SystemsOn the closing date. Update your database systems and anything on your MLS that needs updating post-closing. This can vary state to state.
  6. Send Follow-up Contact Information Email (Post Move)5 days after the closing date. Send your clients a check-in email (from your template). See how they are settling in, ask for referrals and reviews. Comes with a drafted text to the client.
  7. Request Google/Zillow Review from Seller14 days after the closing date. Request and encourage the client to leave a review. Comes with a drafted text to the client.
  8. Post Review to Accounts15 days after the closing date. Share your positive reviews with your social media networks and on your other profiles! Finish the post with: “If you or someone you know is thinking about buying or selling a house, don’t hesitate to connect with us!”
  9. Move Closed Client to Appropriate Pipeline16 days after the closing date. Reclassify your closed client to the next pipeline classification: “closed”, “sphere” or “past clients”. Add any tags you use for organizing your database.
  10. Annual Anniversary Outreach365 days after the closing date. Reach out to your client to check in. Wish them a happy one year (or more) anniversary. How are they loving the house? Make “the ask”: who do you know that might be looking to buy or sell soon? Comes with a drafted text to the client.

This is the HomeAxis default. Your playbook in the app is yours to edit: stages, tasks, timing and the wording of every text. Deadlines are calculated from the dates on your listing; check them against your contract.

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