Included Task Lists

Below are some lists you may find useful for your transaction management processes. We have used these exact lists to successfully manage thousands of transactions for hundreds of agents over the last 7 years.

All of these lists come pre-built & ready to use in Realscale. All these lists are automated & 100% customizable.

Prelisting

Confirm all listing documents are signed & initialed (day 1)
Arrange to get keys from client (14 days from list date)
Drop sign, ‘Coming Soon’ magnet, & lockbox(es) off at property. (14 days from list date)
Schedule staging (14 days from list date)
Schedule professional photos. (7 days from list date)
Send photos to clients for review (after photos are in)
Confirm listing price + basic property information with clients (7 days from list date)
Create a ‘Coming Soon’ post for Facebook, Google My Business, etc (7-14 days from list date)
Prepare website listing (3 days from list date)
Prepare MLS listing & send to clients for review (3 days from list date)
Schedule open house (3 days from list date)

Listing The Property

Update transaction status in your transaction management system (Transactify, Command, etc) to ‘Active’ (on list date)
Create flyers, print, and drop off at property (on list date)
Set MLS listing to ‘Active’ and send to clients for review (on list date)
Confirm listing documents (disclosures, survey, etc) are uploaded to MLS listing (on list date)
Activate website listing (on list date)
Create a ‘Just Listed’ post on Facebook, Google My Business, etc. (on list date)
Launch ‘Just Listed’ ad(s) on Facebook, Google, etc. (on list date)
Audit ‘syndicated listing sites’ like Zillow, Trulia, etc to confirm listing is active (1 day after listing date)
Schedule property to be included on a property your, if requested (7 days after list date)

Contract to Close (Seller Deals)

Update transaction status to ‘Under Contract’ in your transaction management system (Transactify, Command, etc) (on contract execution date)
Provide buyers with all listing documents (disclosures, survey, etc). Request signatures where applicable (on contract execution date)
Change MLS status to ‘Under Contract’ (on contract execution date)
Cancel any open houses/property tours if applicable (on contract execution date)
Notify clients, lender, and escrow team of contract milestones (executed date, closing date, etc) (on contract execution date)
Provide sellers contact information to lender, escrow team. (on contract execution date)
Send clients an introduction to escrow team. (on contract execution date)
Shut off ‘Just Listed’ ad(s) (on contract execution date)
Create ‘Under Contract’ ad(s) (on contract execution date)
Post ‘Under Contract’ image on Facebook, Google My Business, etc. (on contract execution date)
Confirm when inspection is scheduled & notify clients/tenants (on contract execution date)
Contract Compliance work: Confirm all documents are present, filled out, signed, initialed by all required parties. Store in transaction management system. (14 days from closing date)
Confirm if any repairs are required. If so, complete them & update buyers when done (14 days from closing date)
Followup with lender on appraisal due date. Notify clients. (14 days from closing date)
Remind clients to schedule utilities shut off the day of closing or date of lease-back expiration). Notify buyers’ agent of this (14 days before closing)
Check if appraisal met value. Notify clients (10 days before closing)
Destage property if needed (10 days before closing)
Ask client to provide mail keys, additional keys, garage keys, etc (10 days before closing)
Check if title is clear (10 days before closing)
Confirm if remote closing is required & schedule in advance if so (10 days before closing)
Schedule closing & notify clients of date/time/location (7 days before closing)
Confirm transaction financials, submit file for review, and request a CDA. (Change status in TFY to ‘Closing Report’) (5 days from closing date)
Confirm closing date/time/location with lender, escrow team. (3 days before closing)
Confirm if buyers would like a final walkthrough & schedule if so. (3 days before closing)
Remove sign & lockbox(es) from property (3 days before closing)
Attend closing. Bring closing gift to clients. Bring keys for buyers. (day of closing)

Contract to Close (Buyer Deals)

Update transaction status in your transaction management system (Transactify, Command, etc) (on contract execution date)
Send a ‘Congratulations’ to your clients! (on contract execution date)
Request listing documents (disclosures, survey, etc) from listing agent & file in transaction management system. (on contract execution date)
Confirm arrangements for transfer of earnest money are in place (on contract execution date)
Get utilities info from sellers & provide to buyers (10 days after contract execution date)
Introduce yourself & any assistant(s) to the escrow team, lender, cooperating agent. (on contract execution date)
Schedule inspection & notify sellers (on contract execution date)
Check to see if a remote closing is required. (14 days from closing date)
Check with lender to see if appraisal met value. Keep clients informed. (14 days from closing date)
Assist client with Home Warranty Selection (14 days from closing date)
Contract Compliance work: Confirm all documents are present, filled out, signed, initialed by all required parties. Store in transaction management system. (14 days from closing date)
Confirm that title is clear (14 days from closing date)
Send email to lender to verify Closing Disclosure was sent or is scheduled to be sent (7 days from closing date)
Confirm if buyers would like a final walkthrough & schedule with listing agent if so (7 days from closing date)
Schedule closing & notify client of date/time/location. (7 days from closing date)
Order closing gift for client (7 days from closing date)
Confirm transaction financials, submit file for review, and request a CDA. (Change status in TFY to ‘Closing Report’) (5 days from closing date)
Arrange to get keys from sellers. (3 days before closing date)
Send ‘Personal Thank you’ notes to listing agent, escrow team, lender, and buyer (on closing date)

Post-Closing

Change status of MLS listing
Remove ‘Lease’ listing from MLS (if there is one)
Update CRM
Cancel any ‘Under Contract’ ads that are running.
Post a ‘Just Sold!’ image on Facebook, Google My Business, etc.
Change website property page to ‘Just Sold!’
Create new ‘Just Sold’ ads for Facebook, Google.
Shut off showing-service systems (i.e. ShowingSuite, ProAgentSolutions, etc)
Ensure client receives closing gift.
Update transaction status in your transaction management system (Transactify, Command, etc)
Get a review from your client

You should also implement task lists for other routine procedures such as Price Reductions.

Price Reduction

Update price field in your transaction management system (Transactify, Command, etc)
Update MLS with new price
Update website with new price
Update price on any ads that are running
Notify clients when price reduction is complete.
1 day after price change: Check to confirm “syndicated listings” (Zillow, Trulia, etc) have successfully updated price.

Contract Fell Through, Going Back to ‘Active’

Remove ‘Under Contract’ rider from sign.
Audit Zillow, Trulia, etc to confirm that these sites now show ‘Active’ (1 day after changing MLS status)
Change status in transaction management system (Transactify, Command, etc) to ‘Active’
Update MLS listing status to ‘Active’
Update website listing status to ‘Active’
If there is a lease listing, update listing in MLS to ‘Active’.
Pause any ‘Under Contract’ ads and restart ‘Just Listed’ ad.
Notify clients when listing is back Active.