Selling or buying a home is one of the most significant transactions in your life, filled with excitement, anticipation, and a fair share of complexity. Behind every successful real estate transaction is a realtor, whose role far surpasses what meets the eye. Today, with a little help from the California Association of Realtors, let’s unveil the 167 essential tasks Realtors perform in every sale, just like I'll do for you, ensuring your journey from listing to closing is seamless and successful:

Buying a home is one of the most significant transactions in your life.

Pre-Listing Activities

Make appointment with seller for listing presentation
Send seller a written or e-mail confirmation of listing appointment & call to confirm
Review pre-appointment questions
Research all comparable currently listed properties
Research sales activity from MLS & public records

databases for comparable properties

Research "Average Days on Market" for property of this type, price range & location
Download & review property tax roll information*
Prepare "Comparable Market Analysis" (CMA) to establish fair market value
Research property's ownership & deed type*
Research property's public record information for lot size & dimensions*
Verify legal names of owner(s) in county's public property records*
Prepare listing presentation package with above materials
Perform exterior "Curb Appeal Assessment" of subject property
Compile & assemble file on property
Review listing appointment checklist to ensure all steps & actions are completed
Contact title company and obtain relevant information from a property profile or preliminary report

Listing Appointment Presentation

Give seller an overview of current market conditions & projections
Review agent's & company's credentials & accomplishments in the market
Present company's profile & position or "niche" in the marketplace
Present CMA to seller, incl. comparables, sold properties, current listings & expired listings
Offer pricing strategy based on professional judgment & current market conditions
Discuss goals with seller to market effectively
Discuss Compensation being paid to the Listing Broker, including the option to offer a cooperating commission tobuyer’s agents and the amount, if any. Talk about the benefits and different strategies related to the offering to pay the buyer’s agent.
Explain power & benefits of Multiple Listing Service and office exclusive option and consequences
Explain power of web marketing, IDX & REALTOR.com
Explain the work you do "behind the scenes" & availability after hours and on weekends
Explain role in screening for qualified buyers in compliance with fair housing laws and principles & minimizing the inconvenience to seller from curiosity seekers
Present & discuss strategic master marketing plan
Explain different agency relationships & determine seller's preference
Review & explain all clauses in Listing Contract & Addenda, including Disclosure Regarding Real Estate Agency Relationships, and Advisories & obtain seller's signature
Prepare net sheet (estimate seller proceeds, CAR form ESP) based on listing price and loan information provided by seller
Discuss with seller if there is a current tenant, if so whether the property will be sold vacant or occupied. If the tenancy will be terminated and property is to be sold vacant, advise seller to consult with a qualified landlord tenant attorney to verify the process is done correctly and in a timely manner.
Discuss with seller if there are any current adult occupants who are not the named sellers such as adult family members. If so, add C.A.R. form Tenant Occupied Property Addendum (TOPA)
Verify the name on RLA matches the name under current title. If seller is signing in a representative capacity, obtain all appropriate legal documentations (trust doc, letter of testamentary, board resolution, or operating agreement). Consult with and provide to title officer the appropriate document has been received to authorize sale by the entity.
Prepare detailed list of personal property that seller intends to take or leave, and whether there are items that will remain that are leased or liened
Discuss advantages of staging property

Once Property is Under Listing Agreement

Confirm lot size via owner's copy of certified survey, if available
Prepare showing instructions for buyers' agents & showing times with seller
Discuss possible buyer financing alternatives & options with seller
Identify Home Owner Association manager, if applicable
Verify Homeowner Association Fees with manager (Homeowner Association Information Request, CAR Form HOA-IR)
Order copy of Homeowner Association documents required for the transaction, if applicable
Order NHD and any other reports and documents, as applicable
Verify security system, current term of service & whether owned or leased
Ascertain need for lead-based paint disclosure
Prepare detailed list of property amenities & assess market impact
Compile list of completed repairs & maintenance items
Have extra key made for lockbox
Verify if property has rental units involved. And if so:
Obtain from seller current lease agreement and Income and Expense Statement, if required under TOPA or RIPA
Provide Tenant Estoppel Certificate for tenant to verify rent and security deposit, if required under TOPA or RIPA
Inform tenants of listing & discuss how showings will be handled. Obtain tenant signature on Keysafe/Lockbox addendum and Tenant Permission to Access Property, CAR Form KLA). Discuss serving Notice of Sale and Entry (CAR Form NSE) to make showing the showing process easier.
Arrange for installation of yard sign
Provide seller with Seller's Disclosure forms and advisories, such as Real Estate Transfer Disclosure Statement, CAR form TDS, Seller Property Questionnaire, CAR Form SPQ, Lead-Based Paint and Lead-Based Paint Hazards Disclosure, acknowledgment and Addendum for Pre-1978 Housing Sales, Leases, or Rentals, CAR Form LPD, Disclosure Information Advisory, CAR Form DIA, Statewide Buyer and Seller Advisory, CAR Form SBSA, and offer to address questions seller may have about completing any such forms
Review Curb Appeal Assessment & provide suggestions to improve salability
Review Interior Decor Assessment & suggest changes to shorten time on market
Load listing into transaction management software program
Provide seller a copy of the Listing Agreement at the time of execution
Contact staging company, if agreed to by seller

Entering Property in Multiple Listing Service Database

Prepare MLS Profile Sheet
Enter property data from Profile Sheet into MLS Listing Database
Proofread MLS database listing for accuracy - incl proper placement in map
Add property to company's Active Listings list
Provide seller the MLS link or profile sheet for the property
Take additional photos for upload into MLS & use in flyers
Draft listing remarks for public view and private agent remarks

Marketing The Listing

Create print & Internet ads with seller's input
Coordinate showings with owners, tenants, & other REALTORS®
Return all calls
Install electronic lock box if authorized. Program agreed-to showing times
Prepare mailing & contact list
Generate mail-merge letters to contact list
Order "Just Listed" labels & reports
Prepare flyers & feedback forms
Review comparable MLS listings regularly to ensure property remains competitive
Prepare property marketing brochure for seller's review
Arrange for printing or copying of supply of marketing brochures or flyers
Place marketing brochures in all company agent mailboxes
Upload listing to company & agent Internet site, if applicable
Mail Out "Just Listed" notice to all neighborhood residents
Advise Network Referral Program of listing
Provide marketing data to buyers coming thru international relocation networks
Provide marketing data to buyers coming from referral network
Provide "Special Feature" cards for marketing, if applicable
Submit ads to company's participating Internet real estate sites
Price changes conveyed promptly to all Internet groups
Reprint/supply brochures promptly as needed
Loan information reviewed & updated in MLS as required
Feedback e-mails/faxes sent to buyers' agents after showings
Review weekly Market Study
Discuss feedback from showings with seller to determine if changes are needed
Place regular weekly update calls to seller to discuss marketing & pricing
Promptly enter price changes in MLS listing database
Receive & review all Residential Purchase Agreements (offers) submitted by buyers' agents
Evaluate offer(s), prepare Summary of Multiple Offers, CAR Form SUM-MO & prepare a "net sheet" for the owner for comparison purposes

The Offer and Contract

Submit all offers received to the seller unless otherwise instructed in writing
Counsel seller on offers. Explain objective merits & weaknesses of each offer, including any special terms written in by buyer, such as termite report, and any costs assigned to seller
Contact buyers' agents to review buyer's qualifications & discuss offer
Deliver Seller's Disclosures to buyer upon request & prior to offer if possible
Confirm buyer is pre-qualified by calling Loan Officer
Obtain pre-qualification letter on buyer from Loan Officer, if not submitted with offer
Negotiate all offers on seller's behalf, including price, costs, and all time frames
Prepare & convey counter offers, acceptances or amendments to buyer's agent
Deliver copies of contracts to Escrow and all other necessary parties
If Buyer’s signed Offer to Purchase is acceptable to seller, obtain seller signatures and then deliver a copy to buyer's agent
Verify that the buyer has submitted the initial deposit to Escrow Holder
Deliver copies of fully signed Offer to Purchase contract to seller
Send copies of Offer to Purchase contract to lender
Provide copies of signed Offer to Purchase contract for office file
If additional offers are submitted between contract & closing, submit to seller and advise
Change status in MLS to "Pending" or “Active Under Contract” or similar status
Update transaction management program show "Sale Pending"
Provide credit report information to seller if property will be seller-financed
Buyer’s agent to refer buyer to loan broker or lender if buyer has not already made contacts, and if applicable, follow-up as necessary
Buyer’s agent to coordinate with lender on Discount Points being locked in with dates
Deliver seller disclosures to buyer’s agent
Discuss with buyer the Buyer Inspection Advisory (BIA)
Fill out Buyer Inspection Election (BIE), Buyer Material Issues (BMI), Buyer Inspection Waiver (BIW), as applicable
Order septic system inspection, if applicable
Receive & review septic system report & assess any possible impact on sale
Deliver copy of septic system inspection report to buyer
Deliver Well Flow Test Report copies to buyer
Verify termite inspection ordered, if required
Verify mold inspection ordered, if required
Prepare timeline of events and calendar. Notify buyer or seller client if contractual terms are not or have not been met and discuss consequences and potential actions, such as cancellation, delivery of notice to buyer or seller to perform. Use as applicable, Notice to Buyer to Perform, CAR Form NBP, Notice to Seller to Perform, CAR Form, Demand to Close Escrow, CAR Form DCE, Cancellation of Contract, Release of Deposit and Joint Escrow Instructions, CAR Form CC
If not already done, conduct reasonably competent and diligent visual inspection and disclose material facts that may affect value and desirability of property using agent portion of TDS or Agent Visual Inspection Disclosure, CAR Form AVID. Review seller disclosures for inconsistencies

Tracking the Loan Process

Follow Loan Processing All the Way through underwriting
Add lender & other vendors to your management program so agents, buyer & seller can track progress of sale
Contact lender weekly to ensure processing is on track
Relay final approval of buyer's loan application to seller

Home Inspection

Coordinate buyer's professional home inspection with seller’s agent
Review home inspector's report with buyer
Enter completion into transaction management tracking software program
Explain to buyer the seller's responsibilities & explain any clauses in the contract
Use C.A.R. form Request for Repair (RR) to ask seller to make any repairs, give credit or reduce the purchase price
Negotiate RR and explain consequence of removing investigation contingency, and any other contingency, as term of the request process
Assist seller with identifying contractors to perform any agreed to repairs
Confirm with seller all repairs are final at least five days before Close of Escrow and that seller provided receipts for those repairs

The Appraisal

Coordinate Appraisal appointment with seller’s agent
Provide comparable sales used in market pricing to Appraiser
Follow-up on appraisal
Enter completion into transaction management program
Assist seller or buyer in questioning appraisal report if it seems too low

Closing Preparations and Duties

Coordinate closing process with buyer's agent & lender
Update closing forms & files
Ensure all parties have all forms & information needed to close the sale
Confirm with seller they will be available in person for the signing of closing docs, including the deed. If they will be not available, make alternative arrangements via Remote Online Notary and verify with title that is acceptable
Confirm closing date & time & notify all parties
Coordinate with title company in solving any title problems, such as obtaining Death Certificates or representative signer’s documentation
Work with buyer's agent in scheduling buyer's Final Verification of Property prior to closing
Request final closing figures from escrow holder
Receive & carefully review closing figures to ensure accuracy of preparation
Request copy of closing documents from escrow holder
Coordinate with escrow and title to verify that lender requirements have been met and documents, such as title policy have been obtained, to enable closing
Reviews all closing documents carefully for errors
Verify seller has received all closing documents
Coordinate closing with seller's next purchase & resolve any timing problems, if applicable
Have a "no surprises" closing so seller receives a net proceeds check at closing
Refer sellers to one of the best agents at their destination, if applicable
Change MLS status to Sold. Enter sale date, price, selling broker, etc.
Close out listing in your management program
Verify with seller all personal items and debris will be removed by close of escrow. Confirm all items included in the sale such as appliances will remain at closing

Follow Up After Closing

Answer questions about filing claims with Home Warranty Company if requested
Respond to any calls & provide any information required from office files
Provide referrals to service providers that might assist clients with evaluating conditions
Offer to transmit communications to the other agent
If any dispute cannot be resolved between the parties, remind the parties to mediate before moving to arbitration or litigation, if required in the purchase agreement

BONUS: Purchase closing gifts and send thank you cards to clients, buyer’s representation, escrow, title, attorneys, etc!

Selling a home is a complex process that requires the expertise and dedication of a skilled real estate agent. From pre-listing activities to post-closing support, real estate professionals handle a staggering array of tasks to ensure a smooth and successful transaction. By working with a knowledgeable and experienced agent, you can rest assured that your home sale is in capable hands.

It’s also worth noting that in 2024, the National Association of REALTORS® (NAR) reached a nationwide settlement resolving multiple commission-related lawsuits. This marked a significant shift in how buyer-agent compensation is disclosed and negotiated, placing greater emphasis on transparency and consumer choice. As the real estate industry continues to adapt to these changes, it remains essential to recognize the extensive expertise, time, and fiduciary responsibility that real estate professionals bring to the home selling and buying process—and to ensure compensation structures fairly reflect the value of that work.

If you're considering selling your home, partnering with a trusted real estate agent is one of the best decisions you can make. With their expertise, dedication, and comprehensive approach to marketing and negotiating, real estate agents can help you achieve your home selling goals and maximize your property's value in the market.

Have more questions? Contact Us for a stress-free consultation.

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167 Tasks Realtors Do in Every Sale

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