Seller Check list

Real Estate Agent with Irongate Realtors

You ask for it so here it is. I posted the Buyers checklist earlier. This is a checklist for listings. It starts with the listing lead call and goes to closing. Please feel free to change it to your business.



Name:                                                                                        Spouse:                                                             


Home Phone:                                                                                                                                                      

Husband Cell:                                                                  Wife Cell:                                                                  

Husband Work:                                                              Wife Work:                                                               



                        Enter Phone (Julie's)           

                        Enter Top Producer must include emails                    

                        Enter Email-sbcglobal/outlook

                        Enter Scheduled Appt. in TP 

___________  Mail Key Cert. w/note

The Call Comes in for Listing Lead - Pre-listing Inquiry


"So Julie can be fully prepared to do the best possible job for you when you meet, do you mind if I take a moment to ask you a few questions?"


"Where is your current home located?"                                                                      (street address, etc.)


"Where are you moving?"                                             "How soon do you need to be there?"                 


"How long have you lived in your home?"                 "Approx. how old is your home?"                        


"How many bedrooms                      bathrooms                  ?Basement fin_______"   "Approx square footage?"                                          


"Have you done any remodeling or updating since you purchased it?"                                                   


 "We will be doing a computerized market analysis on your home. What price range do you feel we should search?"                                                                                                                                                             

(Try getting a response with in 10,000.00 of what they think the value is)


"When are you planning on getting your home on the market?"                                                               


"When would it be a convenient time to meet with Julie?" ____________ check Julie's schedule and allow 2 hours for appointment?  "Will both you and your spouse be available?" _________________


"We like to keep track of where our calls come from. May I ask how you happened to call Julie" (if referred find out who)                                                                                                                                                        


 "Thanks for calling.  It has been a pleasure talking.   Julie will be calling you to confirm a time appt. date and time                                                                                                                                                              


Enter into TP: Client names, email, referral, source, phone #'s and appt time.                                        

Are they receiving Buyout from Relo?                        Date_____________

Do they need a Release of Dower?                              _

Do they want Open Houses?                                       

Pre-listing Duties


Make up listing paper work for agent to take to listing appointment




____Bring Lock Box

____Bring Relocation Paper Work if necessary

____Bring Camera (for Relocation)

____Ink Pens



Left side of blue folder includes the following:

                           Selling Tips from Irongate on Flap (working w/ an Irongate Realtor)

                           Resume - keep updated

                           Irongate Marketing Advantages

                           Company Resume

                           Contractor's List

                           Sellers Communication Book

Right side of blue Irongate folder includes the following:

                           Appraiser Pamphlet

                           Real People, Real Results Brochure

                           Copy of DDN Center Section

                           Julie Beall 4 pg. color Brochure from Agent Broker Magazine

                           Irongate Realtors, Inc Homes For Sale magazine (current month)

                           Website info

                           Tips on Selling a House (spiral bound booklet)

                           Copy of Client Evaluation


Listing Paperwork - State of Ohio (OH) or Irongate Realtors (IG) requires to be signed for all listings



                     CMA Information- include active, pending, expired, sold for one year in subdivision


                     Past Listings of subject property, include property history

                     Marketing Activity

                     Consequences of Overpricing - 2 charts

                     Absorption Rate

                     Pre- Lim of Property from Title Company ____________

                     Tax records from County__________________________

Listing paperwork - can use pre-made packet in office but add Harrison affiliation


                     Client Contact Record

                     CMA Information- include active, pending, expired, sold for one year

                     Irongate Agency Policy (IG)   (2 pages) in forms closet -

                     Irongate Affiliated Business (IG)    Form in forms closet

                     Harrison Affiliated Title Business Form (IG) in Julie files

                     Home Trust Warranty in forms closet

                     Showing Instructions in forms closet

            form with explanations of system

                     Do Not Call Disclaimer (IG) in forms closet

                     Residential Property Disclosure (4 p) (OH) forms closet rev. Jan 07

                     Lead Base Paint Disclosure (and pamphlet) (OH) in forms closet

                     Dayton MLS Profile Sheet (IG) in forms closet

                     Cincinnati MLS Profile Sheet (IG)   (2 pages) in forms closet use for Properties in Springboro and south of Springboro


                     Exclusive Right to Sell (OH) (3 copies) 8 x 11 1/2 in forms closet



                              Make address Labels on clear or white labels for client

                              Was the lock box put on the door?

                              Put info on white boards - Listing, Marketing

                              Put Out Signs

                                                   Irongate Realtors, Inc sign

                                                   Voice pad sign

                                                   Record voice pad message

                              Customer Care Specialist calls and introduces herself to clients

                              Schedule pictures to be taken Pictures 

                                                      Exterior                                Interior


Set Up Listing File

                              Prepare Listing Folder w/ tabs

                              Complete Information sheet for outside of folder

                              Enter into Top Producer

                              Email w/ steps

                              Put copy of MLS listing and Listing contract in front of file

                              File Comparables in bottom drawer of credenza for future use.

                              HOA fees                                     

                              HOA Doc's on file

                              HOA name and Phone #'s                                                                                                     

                              Put client in flash, include all active, sold Pending, in their neighborhood up to their listing price


Copy and submit to Office Administrator and Seller

                              Listing Contract

                              Showing Instructions

                              Property Disclosure

                              Lead Based Paint

                              DMLS and CMLS Profile Sheet

                              Email property remarks to Office Administrator

                              Send copies of Listing to Seller everything to seller is three punched

                              Send quality service letter

                              Put survey in envelope ready to mail in tickler file 21 days after listing date

                              Is property vacant?













Marketing Property


                              Enter listing description in Julie's Website

                              Load Pictures in



                                                   Advance Access

                              Set up property in

                              Proof read MLS sheets

                              Put in Celebro

                              Luxury Living Ad with Julie's Permission only

                              Send seller marketing schedule/calendar

                              Schedule open houses (1 the first thirty days)

                              Just Listed Cards - 50 to surrounding area

                              Other ads_______________________________________________

                              Other ads_______________________________________________

                              Other ads_______________________________________________

                              Purchase domain name with Julie's permission




                              Color Flyer include

                              Residential View

                              Property Disclosures, include lead base, Ohio property

                              Buyer's Addendum for Relocation Co. (if Relo)

                              City Information

                              Drop off color brochure at property


























We Have a Contract (property is pending)


Sale Price                                                                       Occupancy Date                                                     


Seller Name                                                                                                                                                   


Phone #                                                                        Email                                                                       


Buyer Name                                                                                                                                                  


Phone #                                                                        Email                                                                       


Co-Op Agent/Co.                                                                                                                                           


Phone #                                                                        Email                                                                       


Seller (Relo) Title Company                                                               Contact                                              


Phone #                                                                                          Fax #                                                     


Buyer Title Company                                                                         Contact                                              


Phone #                                                                                          Fax #                                                     




PENDING PAPERWORK-needs to be signed by all parties in order for contract to be valid

                              Signed Purchase Contract put in front of file

                              Signed Purchase contract Addendum in front of file

                              Signed Relocation documents signed by buyer

                              Signed Relocation documents signed by Relocation

                              Signed Agent Disclosure Form put back of file

                              Signed Irongate Agency Policy (2 pages) put back of file

                              Signed Irongate Affiliated Business Form put back of file

                              Signed Harrison Affiliated Business Form put back of file

                              Ordered Confirmation Sheet for Home Trust Warranty put back of file

                              Signed Do Not Call Disclaimer put back of file

                              Signed Residential Property Disclosure (4 pages) put back of file

                              Signed Lead Base Paint Disclosure (and pamphlet) put back of file

                              Buyer's Pre-approval letter required for all of our sellers contracts

                              Contact buyers Lender and confirm pre-approval if needed (if no letter)

                              Fax documents to Relocation

                              Prop property in the MLS- always ask Julie first

                              Send letter to Seller explaining Closing process





                              Appraisal should be ordered by                                                                                         

                              Mark calendar for appraisal date in Top Producer

                              Call Buyer's Agent if not done by deadline.

                              Inspections should be ordered by                                                                                       

                              Post Inspection Sent to Relocation Co. if needed                                                                    

                              Post Inspection Report due date from purchaser                                                                  

                              Faxed Response from Purchaser

                              Seller must respond to Purchasers Request by                                                                      

                              Fax Response from Seller

                              Purchaser must accept, deny or negotiate Sellers response to by                                          

                              Fax Response from Purchaser



                              Termite ordered

                              Report Received

                              Action needed?                                                                                                                      

                              Radon ordered

                              Report Received

                              Action needed?                                                                                                                      

                              Whole House ordered

                              Report Received

                              Action needed?                                                                                                                      

                              Chimney ordered

                              Report Received

                              Action needed?                                                                                                                      


                              Report Received

                              Action needed?                                                                                                                      


                              Report Received

                              Action needed?                                                                                                                      


                              Report Received

                              Action needed?                                                                                                                      


                              Put up a sale Pending sign if all is going well.



              City of Dayton/Huber Heights/Oakwood/Englewood - Notified for Housing Certificate


               Contact Name                                                                                                                                 


               Phone #                                                          Email                                                                        






Association Documents Needed  (Claire)                  Yes                    No


              Received from/Sent to Co-Op Agent - Date             


              Buyer Received


Association/Contact  Name                                                                                                                            


Phone #                                                                         Email                                                                        


Home Warranty Needed  (Claire)                            Yes                  No


Home Warranty Co.                                                                                                                                       


Phone #                                                                         Email                                                                        


Conf. #                                                                         


Put Warranty on Settlement Statement                        Yes                    No




                              Enter Closing in Top Producer

                              Is there a Release of Dower needed?

                              Schedule/order closing with Title Company

                              Buyer's agent usually schedules closing but call to make sure of time and place.

                              Record Title companies name, and contact numbers on front of file

                              Put information on Closings Board

                              Call Seller with Closing time

                              Schedule final walk through (Buyer)

                              Request all receipts for repairs to be displayed at the final walk through

                              Send invitation to Seller requesting their presence at closing

                              Send or email closing instructions to seller

                              Closing instructions packet includes

                                                   Map to closing                                    Utility numbers

                                                   Bring 2 types of ID                             Reminders to stop insurance

                              Call Buyer's Realtor w/ closing info

                              Order Earnest Check                   

                              Copy Earnest Check

                              Ordered Gift

                              Schedule Conference Room if needed

                              Copies for Client everything client has signed up until closing

                              Thank You Letter to seller

                              Thank You Letter to other Agent


Review contract before closing 



Closing cost                                                                                                                                                         


Items that stay with property                                                                                                                              

Repair cost (included post inspections)                                                                                                               

Home Warranties                                                                                                                                                 



What receipts need to be brought to closing from Buyer?                                                                                  

      Agent notified/reminded which receipts are needed                                                                                    

What receipts need to be brought to closing from Seller?                                                                                   

      Agent notified/reminded which receipts are needed                                                                                    


Called/faxed into Title Company any items that need to be included on HUD                                            


Reviewing the HUD for closing

                              Is contract price correct?

                              Are names correct?

                              Is address correct?

                              Is martial status correct?

                              Are county taxes correct?

                              Are HOA dues correct?

                              Are all contingencies, home warranties, repairs, inspections included with correct prices?

                              Is earnest money on statement?

                              Is earnest money in packet?


After the Closing

                              Pick up Lock Box

                              Make arrangements to pick up the sign

                              Change Status in Top Producer

                              Submit Closing file to Front Desk - Irongate Checklist completed

                              Blue sheet filled out and submitted with HUD and check

                              Thank You Letter to seller

                              Thank You Letter to other Agent

                              New address labels sent to client

                              Follow up letters to buyer and seller put in an envelope to be mailed later

                              Client to be put into Design Home Magazine

                              Mark sold in Julie

                              Make copy of feedback reports then remove from

______________  Remove from Automatic MLS Updates

Comments (17)

Stacey Brown
ILM Realty - Colchester, CT

This is great. Thanks so much. You obviously put a lot of time into this. I hope it gets you lots of points from AR!

Apr 14, 2008 04:00 PM
Julie Beall
Irongate Realtors - Springboro, OH
Thanks, a couple of years ago I realized if I did not have repeatable systems I would not be successful in business. So on a snowy week I sat down and wrote everything I do to get a home closed. It took weeks to finish it. WE now have the checklist in top producer.
Apr 14, 2008 04:04 PM
Megan McGonigal
Integrity Real Estate - Northeast, MD
CRP - Cecil County, MD & Harford County, MD Real Estate

Hi Julie, Thanks for sharing this information with all of us.

Apr 14, 2008 04:11 PM
Tammy Anderson
"The Gateway Home Team" of RE/MAX Alliance - Collinsville, IL
Owens, Broker/Owner

Hi Julie:

 Great info!  I am Rick Owens' wife Tammy.  I was reading your post and thought I knew your name!  Good seeing you on here.



Apr 14, 2008 04:23 PM
Nancy Brenner
Referral Associates of Georgia, Inc. - Roswell, GA
Roswell Georgia Real Estate Agent
Great list of things needed before during and after you've obtained a listing.  Thanks for such good detail, Tammy!
Apr 14, 2008 05:03 PM
Roland Woodworth
eXp Realty - Clarksville, TN
eXp Realty
WoW Julie.... this is alot of information.. This is great !
Apr 14, 2008 05:06 PM
Patty Carroll
Vancouver, WA

Hi Julie, This is great! Thanks for sharing this with all of us.

Patty & Scott Carroll - RE/MAX Equity Group Vancouver WA

Apr 15, 2008 03:36 AM
Aaron Williamson
WestUSA Realty - Phoenix, AZ
I feel I have been not totally organized for quite awhile, Your list is much better than what I am currently using.  Thank you for sharing!!!
Apr 25, 2008 07:07 AM
Monica Bourgeau
Portland, OR
Business Coaching

Nice checklist, thank you for sharing with us!

Oct 10, 2008 10:04 AM

Thank you so much for sharing this checklist! 

Jan 26, 2009 03:09 AM
Hala Issa
Coldwell Banker Howard Perry and Walston - Camden, DE

I just found this. Fantastic. Thank you so much for sharing. I'll definitely be looking for your buyer check list. I promised myself this year, I would be totally organized. Thank you for helping.


Feb 02, 2009 02:18 AM
Ann Hayden 636-399-7544
Berkshire Hathaway HomeServices Select Properties-St. Louis Missouri - Chesterfield, MO


This is awesome!  Thanks for sharing.

Ann Hayden

Feb 12, 2009 03:25 AM
Dee'Anna Wright
RE/MAX All Points - Roanoke, VA

Thank you for the great post. I can really use this!

Apr 01, 2009 04:45 AM
Michael & Julianne Crum
RE/MAX Prestige - West Springfield, MA


This is a wonderful post! I want to thank you for sharing your time and efforts. I know you saved me a ton of it.


Win the day!


Apr 22, 2009 09:58 AM
Terrell M. Turner Sr.
Hallmark Realty - Martinsburg, WV

pretty good list

Aug 27, 2010 05:01 AM
Charles Stallions
Charles Stallions Real Estate Services - Pensacola, FL
800-309-3414 - Pensacola, Pace or Gulf Breeze, Fl.

Thanks Julie  for this time saving information, I have one but it could use an update have a great weekend

Mar 28, 2014 08:00 AM

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