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Documentation Index

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Real estate agents follow structured processes to represent buyers and sellers effectively. Understanding what agents do at each stage helps clients set expectations and participate appropriately. The process differs somewhat for buyers versus sellers.

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For Buyers

First meeting with potential buyer’s agent:
  • Discuss homebuying goals and timeline
  • Review budget and financing status
  • Explain local market conditions
  • Describe agent services and process
  • Discuss preferred neighborhoods
  • Review buyer agency agreement
Contract establishing representation:Typical terms:
  • Duration of agreement (often 30-90 days, sometimes longer)
  • Agent’s duties and services
  • Commission amount and how paid
  • Geographic area covered
  • Exclusivity provisions
Types:
  • Exclusive right to represent
  • Non-exclusive (can work with multiple agents)
Read and understand agreement before signing.
Showing properties:
  • Schedule appointments with listing agents
  • Accompany buyer to viewings
  • Point out features and potential concerns
  • Answer questions about property and neighborhood
  • Provide comparative market information
  • Discuss pros and cons of each property
When buyer decides to make offer:
  • Review comparable sales to support offer price
  • Discuss offer strategy
  • Prepare purchase contract
  • Include appropriate contingencies
  • Determine earnest money deposit amount
  • Set reasonable timeline and deadlines
  • Review all terms with buyer before submission
After offer submission:
  • Present offer to listing agent
  • Communicate seller’s response (acceptance, counteroffer, rejection)
  • Advise buyer on negotiation strategy
  • Negotiate price, terms, and contingencies
  • Prepare counteroffers as needed
  • Guide buyer to mutually acceptable agreement
After offer acceptance:
  • Deliver earnest money to escrow
  • Coordinate inspection period
  • Schedule and attend home inspection
  • Review inspection findings with buyer
  • Negotiate repairs or credits if needed
  • Coordinate appraisal process
  • Help resolve any title issues
  • Track contract deadlines
Final stages:
  • Review closing disclosure
  • Coordinate final walkthrough
  • Answer last-minute questions
  • Communicate with all parties
  • Ensure buyer has required documents and funds
  • Confirm closing time and location
At closing:
  • May attend closing with buyer
  • Review documents being signed
  • Ensure proper completion
  • Deliver keys and garage openers
  • Provide copies of important documents

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For Sellers

First meeting with potential listing agent:
  • Tour property
  • Discuss seller’s goals and timeline
  • Present market analysis
  • Recommend listing price
  • Explain marketing strategy
  • Review commission and costs
  • Answer seller questions
Contract establishing representation:Typical terms:
  • Listing duration (often 6 months)
  • Listing price
  • Commission rate
  • Agent duties and marketing plan
  • Seller responsibilities
  • Exclusions or special provisions
Types:
  • Exclusive right to sell (most common)
  • Exclusive agency
  • Open listing
Review terms carefully before signing.
Before listing:
  • Recommend repairs or improvements
  • Suggest staging or decluttering
  • Advise on curb appeal enhancements
  • Coordinate any pre-listing work
  • Ensure property shows at its best
Getting property ready for market:
  • Arrange professional photography
  • Create property description
  • Gather property information and disclosures
  • Prepare marketing materials
  • Order any required reports or inspections
  • Set up lockbox and showing system
Entering property in Multiple Listing Service:
  • Input property details
  • Upload photos and virtual tours
  • Set showing instructions
  • Distribute to real estate websites
  • Share on social media
  • Email to agent network
Active marketing activities:
  • Schedule and host open houses
  • Coordinate private showings
  • Follow up with showing feedback
  • Promote on social media
  • Email campaigns to agent database
  • Place signage
  • Print marketing materials
  • Adjust strategy as needed
While property is active:
  • Schedule showing appointments
  • Coordinate access for buyer’s agents
  • Collect showing feedback
  • Report activity to seller
  • Recommend price or marketing adjustments if needed
When offers are received:
  • Review offer details with seller
  • Explain terms and contingencies
  • Provide market context
  • Discuss negotiation strategy
  • Present multiple offers objectively
  • Advise on counteroffers
  • Prepare response documentation
After accepting offer:
  • Coordinate buyer’s inspection
  • Negotiate inspection items
  • Track contract contingencies
  • Communicate with buyer’s agent
  • Coordinate appraisal access
  • Monitor timeline and deadlines
  • Keep seller informed of progress
Final stages:
  • Review closing statement
  • Coordinate final walkthrough
  • Ensure property is in agreed condition
  • Arrange for vacancy if applicable
  • Gather keys, remotes, manuals
  • Confirm closing details
At closing:
  • May attend closing with seller
  • Ensure proper completion
  • Deliver property access items
  • Provide forwarding information
  • Transfer possession

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Communication and Updates

Good agents maintain consistent contact:For buyers:
  • Send new listings promptly
  • Provide market updates
  • Report on showing activity
  • Respond to questions quickly
For sellers:
  • Report showing activity and feedback
  • Provide market updates
  • Discuss strategy adjustments
  • Keep informed of interest level
Agents should be accessible:
  • Return calls and emails promptly
  • Available for property viewings
  • Respond to time-sensitive situations
  • Provide backup contact if unavailable
Agents maintain records:
  • All contracts and addenda
  • Correspondence
  • Property disclosures
  • Inspection reports
  • Important dates and deadlines
Clients should receive copies of all documents.

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Red Flags During Process

Warning signs:
  • Slow to return calls or emails
  • Unclear or incomplete answers
  • Doesn’t provide regular updates
  • Hard to reach at important moments
  • Doesn’t copy you on communications
Concerning behaviors:
  • Pushes for quick decisions without information
  • Discourages due diligence
  • Pressures to offer list price without analysis
  • Dismisses legitimate concerns
  • Focuses on their commission over your interests
Indicators of inexperience:
  • Can’t answer basic market questions
  • Unfamiliar with local area
  • Doesn’t know contract terms
  • Can’t explain process clearly
  • Makes errors in paperwork
Potential conflicts:
  • Represents both sides without disclosure
  • Shares your confidential information
  • Doesn’t advocate for your position
  • Pressures to accept unfavorable terms

Next: Commission and Costs

How agents are paid and what it costs

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