Real Estate Checklists (for agents)

Download our free real estate checklists!

As a real estate agent we know you have to do a lot of juggling… and it’s easy to forget something, or drop it in the cracks. Checklists are a proven system that mega teams and top agents across the country use.
Below are buyer and seller checklists for you as a real estate agent. Like a coming soon ckecklist, or a new buyer checklist.
 

We made a version that goes in your files:

And a poster version for the wall:

That folder system is good, but personally I found when they were stapled to a folder... they could get easily forgotten about. So that’s why I used the poster style. I had 4 printed and pinned up on my office wall for the entire team to see and use. Above is what the poster style looks like. The 4 we used were; the new buyer checklist, buyer close checklist, new listing checklist and the seller close checklist.
 
Many agents are more comfortable with paper, but you can download these checklists and import them directly into your database. *Most databases don’t have a checklist feature, so I bet most will still enjoy the paper system. Use whatever works with you.
 
Real estate agent templates and examples to download:

• New Buyer Checklist – poster 11x17 (.ppt) (.pdf)
• New Buyer Checklist – file folder sheet 8.5x11 (.docx) (.pdf)
• Buyer Close Checklist – poster 11x17 (.ppt) (.pdf)
• Buyer Close Checklist – file folder sheet 8.5x11 (.docx) (.pdf)
• Listing Coming Soon Checklist – poster 11x17 (.ppt) (.pdf)
• Listing Coming Soon Checklist – file folder sheet 8.5x11 (.docx) (.pdf)
• Just Listed Checklist – poster 11x17 (.ppt) (.pdf)
• Just Listed Checklist – file folder sheet 8.5x11 (.docx) (.pdf)
• Open House Checklist – poster 11x17 (.ppt) (.pdf)
• Open House Checklist – file folder sheet 8.5x11 (.docx) (.pdf)
• Seller Close Checklist – poster 11x17 (.ppt) (.pdf)
• Seller Close Checklist  – file folder sheet 8.5x11 (.docx) (.pdf)

 
We made different versions for different brands too:

• Red
• Blue
• Orange
• Purple
• Teal
• Yellow
• Black

 
Want to copy & paste? These lists will get you started:
 
Coming Soon Checklist:

• Order up sign with coming soon rider
• Lockbox / keys cut
• Arranger home staging consultation
• Take measurements, taxes, condo fees, etc
• Photographer / video tour
• Write description, local schools, walk score, etc
• Get showing instructions
• Upload video to YouTube
• Upload video to Facebook page
• Do a coming soon blog before it hits the MLS
• “Just Listed” direct mail
• “Just listed” ads on facebook / Instagram around address
• Cross-reference our buyers to see if any matches
• Send email to team RE: new listing w/ client info & listing info
• Post for free on classified ads ie: Craigslist
• Add client to database (name, phone, email, address, client notes, spouse, etc)
• Add to database as a “seller” type
• Put on office tour?
• Set listing agent up on “MLS alerts” to new listings / price changes in the area
• Listing expiring reminder
• Send “thank you” note
• Ask for referral

 
New Listing Checklist:

• Order up sign (open house rider if doing one)
• Lockbox / keys cut
• Arranger home staging consultation
• Take measurements, taxes, condo fees, etc.
• Photographer / video tour
• Write description, local schools, walk score, etc.
• Get showing instructions
• Post on MLS
• Upload video to YouTube
• Upload video to Facebook page
• Newspaper / Magazines photo & description w/ call-to-action
• Do a “just listed” blog about the home and the area
• Email client marketing kit with blog links, photos, videos and my contact info typed to easily share
• “Just Listed / open house” direct mail
• “Just listed / open house” ads on Facebook / Instagram around address
• “Just listed / open house” post on business page and share on personal wall
• Print materials for house (feature sheets, business cards, sign-in sheets, etc.)
• Cross-reference our buyers to see if any matches
• Send email to team RE: new listing w/ client info & listing info
• Post for free on classified ads i.e.: Craigslist
• Add client to database (name, phone, email, address, client notes, spouse, etc.)
• Add to database as a “seller” type
• Add client to “seller drip / follow up” plan
• Put on office tour?
• Set listing agent up on “MLS alerts” to new listings / price changes in the area
• Set feedback / update reminders
• Listing expiring reminder
• Send “thank you” note
• Ask for referral

 
Open House Checklist:

• Install open house rider
• Print off feature sheets, open house sign-in registration
• Print off all active listings and solds for the area
• Post open house on MLS and personal website
• Facebook ads targeting the area
• Door knocking / prospecting the week before
• Email marketing
• Post on classified websites for free
• Call client to remind and go over mutual expectations / reminders
• Plan signs for maximum visibility and have proper number of signs
• Create marketing kit for seller “open house invitations” w/ photos, video, links to site and our contact info to easily share w/ date, time and address
• Follow up with all buyers / sellers who visited
• Follow up with sellers w/ feedback

 
Seller Close Checklist:

• Get copy of offer to other agent
• Scan email a full copy to client
• Copy to lawyer
• Make sure we have the deposit and do a receipt of funds
• Do trade record and all papers required by office
• Order sign down 1 week before closing date
• Install a “SOLD” sign rider
• Remove lock box, return keys, gather feature sheets and other materials
• “Just SOLD” direct mail
• “Just SOLD” ads on facebook / Instagram around address
• “Just SOLD” post on business page and share on personal wall
• Update database with new address, missing contact info & notes about deal
• Add to birthday plan
• Change from “seller” type to “past client”
• Remove “seller” drip / follow up and change to “past client”
• Make client “we moved” cards to hand out with new address
• Send them “moving checklist” with utility numbers and to-dos
• Ask for testimonial
• Ask for referrals
• Handwritten note / closing gift
• Call 7 days before
• Call day of closing
• Call 3 months later
• Close file

• Let manager know if they should be working with us and to call them (recruiting)

 
New Buyer Checklist:

• Are they working with an agent?
• Are they pre-approved / financing?
• Do they need to sell?
• Are they renting?
• Add to Database (name, phone, email, address, spouse)
• Add to database as “Buyer” type
• Add follow up date
• Add criteria and client notes to database
• Set up on “buyer” drip / plan in database
• Sign buyer contract and do consultation
• Set up to get matching MLS listing alerts
• Follow up to make sure they are actually getting the alerts and happy
• Ask for referral

Buyer Close Checklist:

• Get copy to other agent
• Scan email to client
• Get a copy to the lender
• Make sure we have the deposit & do a receipt of funds
• Do a trade record and hand in all required papers to office
• Suspend client from MLS email alerts
• Book home inspection
• Waivers / amendments signed
• Forward copies waivers / amendments to office and lender
• Send them “moving checklist” with utility numbers and to-dos
• Save new address in database
• Add to MarketWatch (listings and solds around new house)
• Remove from buyer drip plan and change to long term client plan
• Change from “buyer” to “past client” in database
• Add to birthday list
• Call 7 days before move in
• Call day of move to check appliances, furnace, AC, etc.
• Call 3 days after “how’s it going”
• Call 3 weeks later “following up”
• Call 3 months later “following up / referral”
• Facebook ads “just sold”
• Make client “we moved” cards to hand out with new address
• Ask for testimonial
• Ask for referrals
• Handwritten note / closing gift
• Set up on “anniversary” reminders – 1 month before date
• Close file
• Let manager know if they should be working with us and to call them (recruiting)

 
These are just a start. You should have things to add to the list that’s unique to you, your business, the market you are in and the required paper and procedures. I suggest reviewing these with your manager and team to brainstorm and add your own spin on things.
I hope you use out of these for years to come and I see them pinned to your wall one day. I know they helped me.