Forms & Checklists - Keller Williams...

© 2004 v3.2 Keller Williams Realty, Inc. 1

MREA: Listing Specialist Handout

Forms & Checklists

VIP Questionnaire

In order to better serve you, please complete and return this sheet with your listing paperwork. Thank you very much for the opportunity to serve you! Your name: ____________________________________________________________ Spouse/Significant Other’s name: __________________________________________ Mailing address: ________________________________________________________ Physical address: _______________________________________________________ Phone numbers: ________________________________________________________ You Home: ___________ Mobile: _________________

Work: ___________ Fax: ____________________ Spouse/SO Work: ___________ Fax: ____________________ Email address: You: ______________________________________________ Spouse/SO: ________________________________________

SPECIAL DATES Month Day Gender Name

Your birthday Spouse/SO birthday

Child #1 birthday Child #2 birthday Child #3 birthday Child #4 birthday Wedding Anniversary

FAVORITE THINGS You Spouse/Significant Other

Flower Color Restaurant Holiday Sport/Hobby Other

Please list any friends or family members who may be in need of assistance at this time: ________________________________________________________________________________________________________________________________________________

[Click here and type your team's name] Keller Williams Realty

[Click here and type your team's address] [Click here and type your team's phone number]

[Click here and type your website]



Seller Interview Referral: Yes No Referral source: ______________________________________________________________

Name: _________________________________________________________________________________________

Property Address: ________________________________________________________________________________

Owner Address (if different): _______________________________________________________________________

Home Phone: _________________________________ Cell Phone: _______________________________________

Bedrooms: __________ Baths: __________ Stories/Style: __________ Sq Ft: __________ Pool: __________

Why are you selling?

Where are you moving to? Leaving the area? Looking for a larger (smaller) home?

By the way, do you have an agent to help you in (town)? Maybe (agent) will know someone who can help you?

What is your time schedule? You probably want to get moved (before/after school, Christmas, whatever)?

How long have you owned this home?

May (agent) call you at home? Cell? Work?

How much do you owe?

Do you have any corporate assistance? (agent) can help you with some questions you may want to ask about your package. Have you already received the package? Do you have your buyout?

Have you made any improvements that may not show up like updating the kitchen, baths? Could you tell me a little about your home?

What are your plans if the property does not sell?

What are homes selling for in your neighborhood?

Do you have an absolutely low price you would accept for the property?

What price would you like to list your home with me for tonight? This assumes the close and will help (agent) to look at houses in that price range when comparing.

Are you interviewing other agents? Who?

Is your home currently listed with someone else? Who?

What other properties do you need to sell, or know of that need to be sold?

Let me go ahead and make an appointment for you and your spouse (if applicable) to meet with (agent). (He/She) will want to see the home with both of you there and it’s better in daylight. Would it be possible to (come home from work at 3 tomorrow) etc…? Great, be sure to have the key and any paperwork (appraisals, square footage, etc.) handy.

Date: _______________________ Time: _______________________ □ Oh, by the way, what caused you to call (agent)?

Additional Notes:


Referral Information Form Section 1 - Receiving Office Sending Office

TO: Agent: FROM: Agent:

Firm Name: Firm Name:

Address: Address:

City/State/Zip: City/State/Zip:

Business Phone: Business Phone:

Home Phone: Home Phone:

Fax Phone: Fax Phone:

Section 2 - Seller Information Seller Name: When to make initial contact:

Address: Property address to be listed:

City/State/Zip:

Business Phone:

Home Phone: Additional Helpful Information:

Fax Phone:

Section 3 - Buyer Information Buyer's Name: New Employer:

Address: Address:

City/State/Zip: City/State/Zip:

Business Phone: Position and Approximate Salary:

Home Phone: Must home be sold first?

Fax Phone: Company buyout?

Preferred Location: Cash Available for Purchase and Closing Costs:

Size and Type of Home Desired: Contact Buyer at this no. first: By this date:

Price Range: $ Expected Arrival Date: Moving Date:

Number in Family: Comments:

Adults:

Children: Age:

Age:

Age:

Section 4 – Realtor’s Acceptance of Refferal Prospect's Name: Comment:

Date Contacted:

Date of First Appointment: WE ACCEPT THIS REFERRAL, AND WHEN THE SALE IS CONSUMMATED, WE AGREE TO SEND _____% (OF THE GROSS

COMMISSION) REFERRAL FEE. WE WILL ENCLOSE DETAILS OF THE SALE WITH THE CHECK.

Receiving Sales Associate Signature: Date: / / Receiving Broker's Signature: Date: / /


Referral Information Form

1. Sending Agent Procedures

1. Contact the chosen agent to see if he or she can provide the service in which you are interested. If you do not know an agent in that Market Center, it may be necessary to speak with the Team Leader to seek assistance in selecting a receiving agent. Be sure that the agent is completely familiar with the area the customer has indicated or where you have a potential listing.

2. Confirm the referral fee. The customary referral fee among agents in KELLER WILLIAMS® Realty

is 20% of the side of the transaction. (20% of the gross listing or selling side of the commission.)

3. Complete your portion of the referral form and send two copies to the agent.

4. Give a copy of the referral form to your Team Leader.

5. Follow-up with the customer to make sure the agent has contacted him and is satisfied with the receiving agent.

2. Receiving Agent Procedures

1. Upon receiving the referral form, contact the customer. 2. Complete your portion of the referral form on each copy. Return one copy to the sending agent and

retain one copy for your records. Be sure to include a copy of the contract pending file when a sale is consummated.

3. Give a copy to your Team Leader.

3. Completing the KELLER WILLIAMS® Realty Referral Information Form

SECTION 1 - RECEIVING OFFICE/SENDING OFFICE: This identifies the receiving/sending agents. This portion should be completed by the sending agent.

SECTION 2 - SELLER INFORMATION: This is used when sending out a listing referral. This portion should be completed by the sending agent.

SECTION3 - BUYER INFORMATION: This contains data about the customer. It should be completed by the sending agent.

SECTION 4 - REALTOR’S ACCEPTANCE OF REFERRAL: This should be completed by the receiving agent and returned to the sending agent.


Referral Reward Form

Date ______________ Send a Referral Reward to _________________________________ Address _____________________________________________ _____________________________________________ Phone _____________________________________________ Referral’s Name ________________________________________ Address _____________________________________________ _____________________________________________ Phone _____________________________________________


Listing Walk-through Notes

Date:

Owner: By:

Property Address:

How Referred:

Year Built: SQFT: (CAD / Builder Plan / Appraisal)

Number of Beds and Baths: Living Areas:

Circle all that apply: Study Game room Formal Living Formal Dining

H.O.A. Yes / No If “Yes,” how much? Yearly / Monthly (circle one)

Includes: Common area / Yard / Water / Trash and Sewer, etc

Restrictions:

Interior (circle all that apply):

1. Flooring / Rooms:

Carpet Tile Wood Sheet Vinyl

2. Window Treatments / Rooms:

Draperies Blinds: 2” / Mini

3. Entry:

4. Formal Living:

5. Study / Office: Upstairs / Downstairs

6. Formal Dining:

7. Family Room:

Fireplace Gas Logs Gas Lighter Glass Doors

Open to Kitchen / Breakfast Area Wet Bar

Built-In Entertainment Center Bookshelves


(Listing Walk-through Notes, continued: p. 2 of 4)

8. Kitchen:

Gas / Electric Appliances Range Center Island

Built-In Microwave Built-in Oven / Cook Top

Tile Backsplash Pantry

# of Countertops: Type of Cabinets:

9. Breakfast Area:

10. Utility Room:

Gas / Electric Connections Mud Sink

Room for Freezer Cabinets / Storage

11. Powder Room:

Full / Half Bath

12. Garage:

Workshop / Storage Area Newer Metal Door(s)

Opener(s) Pull-Down Stairs Floored Attic Space

13. Bedroom #1:

Walk-In Closet

14. Bedroom #2:

Walk-In Closet

15. Bedroom #3:

Walk-In Closet

16. Bedroom #4:

Walk-In Closet

17. Hall Bath:

1 Sink / 2 Sinks Shower / Tub (Combo / Separate)



18. Master Bedroom

Upstairs / Downstairs Walk-In Closets Sitting Area Built-ins

19. Master Bath:

Separate Tub /Shower Tub Shower Combo

Walk-In Closet Double Lavatories

20. Game room:

Upstairs / Downstairs Closets Built-In Entertainment Center

Wet Bar Size:

21. Basement:

Yes / No

Exterior:

1. Stone / Brick: %

2. Roof:

Original / Replaced (if replaced, list year: )

3. Yard / Landscape:

Trees Flower Beds Condition of Grass

4. Deck / Patio

Covered / Uncovered

5. HVAC:

1 / 2 if replaced, list year:

6. Water Heater:

1 / 2 if replaced, list year:

7. Security System:

Leased / Owned



8. Full Sprinkler System:

9. Outer Features:

10. Pool / Hot Tub:

Note: Ask the Seller to gather the following items (when available) to use for marketing home:

• Appraisal

• Survey

• Mortgage Escrow Analysis

• Floor Plan / Diagram

• List of Improvements, Upgrades and Repairs (item, amount and date), and note whether or not permits were acquired.

• Trust paperwork (if held by trust)

• If spouse is deceased, need death certificate

• If there is a septic system, need map for certification before closing.


Seller 10’s Sheet Client Name: __________________________________________ Property: _______________________________

1. On a scale of 1-10, with 1 being not so desirable and 10 being extremely desirable, what one thing has to happen in this transaction for your experience to be a 10?

2. What is important to you about that?

3. If we could add just one more thing, what other thing has to happen to make your experience a 10+?


5. If we could add just one more thing for this experience to be a 10++, what would it be?


7. How does someone win with you?

8. How does someone lose with you?

9. What do you feel you have the right to expect from us?

10. What do you feel we have the right to expect from you?

Seller’s Initials__________

Agent’s Initials__________


10 Favorite Features

To assist us in marketing your home, please tell us your 10 favorite qualities or features.

Home 1. _______________________________________________________________________________________ 2. _______________________________________________________________________________________ 3. _______________________________________________________________________________________ 4. _______________________________________________________________________________________ 5. _______________________________________________________________________________________ 6. _______________________________________________________________________________________ 7. _______________________________________________________________________________________ 8. _______________________________________________________________________________________ 9. _______________________________________________________________________________________ 10. _______________________________________________________________________________________ Community 1. _______________________________________________________________________________________ 2. _______________________________________________________________________________________ 3. _______________________________________________________________________________________ 4. _______________________________________________________________________________________ 5. _______________________________________________________________________________________ 6. _______________________________________________________________________________________ 7. _______________________________________________________________________________________ 8. _______________________________________________________________________________________ 9. _______________________________________________________________________________________ 10. _______________________________________________________________________________________


Listing Checklist

Property: ___________________________________ ___________________________________ MLS#: _____________ Talking Ad#__________

Owner: _______________________________________________ Parcel ID#: ___________________ MAPSCO: _______________ Showing Log: ______________ Listings Book: _______________

INITIATE LISTING

A. Complete the Listing Paperwork

Paperwork from Listing Consultation Enter in MLS and Contact Database

Listing Agreement Agency Addenda to Listing Agreement Seller’s Disclosure Form Agency Disclosure Affiliated Business Arrangement Disclosure

Listing Walk-through Notes Advertising Copy Lead-based Paint Disclosure Homeowner’s Association Disclosure (from local board of realtors)

Mortgage Information Request Letter Utilities, Taxes, and Square Footage

Disclosure

Seller 10’s Sheet VIP Questionnaire Comps/CMA’s Seller’s Estimated Closing Statement

(or Seller’s Net Sheet) Items from Seller

History of Insurance Letter Survey Appraisal Home Warranty Info/Receipts Deed Restrictions New Home Manual

Exterior Photos Interior Photos Home Measured Enter in MLS Enter in CMS/Other Software Enter Current Listings Spreadsheet Enter Current Listings Whiteboard Complete Property Data Sheet Complete Owner Information Sheet

B. Prepare the Property for Showing

Signs Installed Flyer Box Installed

Keys Duplicated Lockbox Installed

Rider Installed Add to Vacant Listings Spreadsheet

C. Distribute Listing Paperwork

KW Front Desk Packet (Check with your Market Center Team Leader for additional forms)

Seller Packet

Owner Information Sheet Listing Agreement Seller’s Disclosure

Agency Addenda to the Listing Agreement

Tax Record MLS Sheet

Listing Thank You Letter Details & Repairs List Copies of Paperwork from Listing

Consultation (signed documents)

MARKET THE PROPERTY

Flyers Front/Back Sign-In Book Owner Info Sheet to All Buyer Agent Info Packet

Print Advertising Showing Tracking Service Notified Enter in IVR System

Posted on Website Virtual Tour Ordered Open House(s) Scheduled Caravan/Property Tour Scheduled


Property Data Sheet

Property Information

Property Address: _______________________________________________________________________

_______________________________________________________________________

Client Information

Client Name: _______________________________________________________________________________________

Mailing Address: _______________________________________________________________________________________

City, State, Zip: _______________________________________________________________________________________

Phone #’s:

Home: ________________ His Wk: ________________ Her Wk: ________________

FAX Hm: ________________ His Cell: ________________ Her Cell: ________________

FAX Wk: ________________ His Pager: ________________ Her Pager: ________________

Email: Home: _______________________________________________________

Office (His/Hers): _______________________________________________________

Preferred Method of Contact: _______________________________________________________

Frequency of Contact : _______________________________________________________

Seller Source: _______________________________________________________

Special Instructions:

Listing Information

MLS#:______________________________ Listing Date: ______________________________

Talking Ad #:________________________ Expire Date: ______________________________

Original List Price: $ __________________

Listing Changes

Date: ____________________

Type: ____________________

New Price: ________________

New Exp. Date: ____________

Listing Change Checklist completed

Date: ____________________

Type: ____________________

New Price: ________________

New Exp. Date: ____________


Date: ____________________

Type: ____________________

New Price: ________________

New Exp. Date: ____________


Client Forwarding Information

New Address: ______________________________________________________________________________________

City/State/Zip: ________________________________________________ Phone: _______________________________


Owner Information Sheet

MLS #: ________________ Parcel ID#: ____________________ List Date: ______________ Talking Ad #: _____________ MAPSCO: ____________________ Exp. Date: ______________ PRICE: ___________________ Property: ________________________ City: __________________ State: ____ Zip: _____________ Legal Description: ______________________________________________________________________________ Owner(s): _________________________________________ E-mail: _____________________ Mailing Address: _________________ City: __________________ State: ____ Zip: ___________ (if different from property address) Home: ___________________ His Work: __________________ Her Work: _________________ FAX: ___________________ His Cell: __________________ Her Cell: _________________ Other: ___________________ His Pager: __________________ Her Pager: _________________ Property Information:

Description (i.e. 3/2/2): __________________________________ _________ Owner Occupied Square Footage/Source: ______________/ Tax _______________ _________ Vacant Year Built: ________________ Lot Size: __________________ _________ Tenant Other: _____________________________________________ _________ Lot/Acreage Special Instructions:

Alarm: Code In:______________ Code Out: ______________ Alarm Keypad Location: ________________________________________________________________ _____________________________________________________________________________________ Pets: ________________________________________________________________________________

Showing Instructions: Directions/Location: Remarks: Listing Agent:


Owner Contact Log

Address

Phone Number

Owner’s Name

Week of: Status Code Seller’s Response

Status Codes are: E = Email S/O = Spoke to Owner LM = Left Message N/A = No Answer


Seller Activity Report

Listed Property Address: ___________________________________________________________________ Reporting Period From: ___________________________________ To: _____________________________ Number of Showings: _______________ Number of Flyers Distributed:_______________ Summary of Comments from Showing Agents/Buyers:

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________ New Listings in Your Area: 1. _____________________________________ 2. _____________________________________ 3. _____________________________________ 4. _____________________________________ Price Changes in Your Area: 1. _____________________________________ 2. _____________________________________ 3. _____________________________________ 4. _____________________________________ Contract Pendings in Your Area: 1. _____________________________________ 2. _____________________________________ 3. _____________________________________ 4. _____________________________________ Solds in Your Area: 1. _____________________________________ 2. _____________________________________ 3. _____________________________________ 4. _____________________________________ Recommendations: _______________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________


Vacant Listings Spreadsheet

Property Address Date Last Visited


Listing Comment Sheet

Client Name: _________________________ Property: ____________________________________________

Date: __________ Agent: _______________________________ Company: _____________________

Ph. (O) ________________________ Ph. (H) ________________________ Fax: _______________________ Comments: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________











Listing Change Checklist

Client Name __________________________________ Property ___________________________________

Price Reduction/Increase Extend Listing Input change in MLS & CMS MLS Printout Update Current Listings Spreadsheet and Whiteboard Update Ads, Flyer, Website, Talking Ad Copy of Listing Change Form signed by Seller Update Listing in CMS / office computer Send Listing Change Notice form to all Record change on Listing Checklist

Input change in MLS & CMS MLS Printout Copy of Listing Change Form signed by Seller Update Listing in CMS / office computer Send Listing Change Notice form to all Record change on Listing Checklist Update Current Listings Spreadsheet

Cancelled Listing Expired Listing Input change in MLS & CMS MLS Printout Copy of Listing Change Form signed by Seller Update Listing in CMS / office computer Order sign down Remove Lockbox Remove from Ads, Flyer, Website, Talking Ad Cancelled Letter to Seller Disassemble Listing Folder, Move to Cancelled files Decide whether to keep on mailing list Remove from Current Listings Spreadsheet and

Whiteboard Send Listing Change Notice form to all Record change on Listing Checklist

MLS Printout Order sign down Remove Lockbox Update Listing in CMS / office computer Remove from Ads, Flyer, Website, Talking Ad Expired Letter to Seller Disassemble Listing Folder, Move to Expired files Decide whether to keep on mailing list Send Listing Change Notice form to all Record change on Listing Checklist Remove from Current Listings Spreadsheet and

Whiteboard

Re-List Status Change Input New MLS/Cancel Old & Update CMS MLS Printout Update Listing in CMS / office computer Copy of Listing Change Form signed by Seller Change MLS# on Ads, Flyer, Website, Talking Ad Send Listing Change Notice form to all Record change on Listing Checklist Update Current Listings Spreadsheet

Input change in MLS & CMS Add or remove Contract Pending Rider as appropriate Update Ads, Flyer, Website, Talking Ad Update Listing in CMS / office computer Send Listing Change Notice form to all Record change on Listing Checklist Update Current Listings Spreadsheet and Whiteboard


Listing Change Notice

Date of Notice: ______________________________ Effective Date: ______________________________ Property Address: _______________________________________________________________________________ Type of Change: ______________________________ Change To: ______________________________

Comments:

Give to Buyer’s Specialists, Receptionist, KW Desk, Listing File


Forms & Checklists - Keller Williams...

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