167 Tasks Realtors Do in Every Sale

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:

Pre-Listing Activities

    1. Make appointment with seller for listing presentation

    2. Send seller a written or e-mail confirmation of listing appointment & call to confirm

    3. Review pre-appointment questions

    4. Research all comparable currently listed properties

    5. Research sales activity from MLS & public records

databases for comparable properties

    6. Research "Average Days on Market" for property of this type, price range & location

    7. Download & review property tax roll information*

    8. Prepare "Comparable Market Analysis" (CMA) to establish fair market value

    9. Research property's ownership & deed type*

    10. Research property's public record information for lot size & dimensions*

    11. Verify legal names of owner(s) in county's public property records*

    12. Prepare listing presentation package with above materials

    13. Perform exterior "Curb Appeal Assessment" of subject property

    14. Compile & assemble file on property

    15. Review listing appointment checklist to ensure all steps & actions are completed

    16. Contact title company and obtain relevant information from a property profile or preliminary report

Listing Appointment Presentation

    17. Give seller an overview of current market conditions & projections

    18. Review agent's & company's credentials & accomplishments in the market

    19. Present company's profile & position or "niche" in the marketplace

    20. Present CMA to seller, incl. comparables, sold properties, current listings & expired listings

    21. Offer pricing strategy based on professional judgment & current market conditions

    22. Discuss goals with seller to market effectively

    23. 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.

    24. Explain power & benefits of Multiple Listing Service and office exclusive option and consequences

    25. Explain power of web marketing, IDX & REALTOR.com

    26. Explain the work you do "behind the scenes" & availability after hours and on weekends

    27. Explain role in screening for qualified buyers in compliance with fair housing laws and principles & minimizing the inconvenience to seller from curiosity seekers

    28. Present & discuss strategic master marketing plan

    29. Explain different agency relationships & determine seller's preference

    30. Review & explain all clauses in Listing Contract & Addenda, including Disclosure Regarding Real Estate Agency Relationships, and Advisories & obtain seller's signature

    31. Prepare net sheet (estimate seller proceeds, CAR form ESP) based on listing price and loan information provided by seller

    32. 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.

    33. 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)

    34. 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.

    35. 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

    36. Discuss advantages of staging property

Once Property is Under Listing Agreement

        37. Confirm lot size via owner's copy of certified survey, if available

        38. Prepare showing instructions for buyers' agents & showing times with seller

        39. Discuss possible buyer financing alternatives & options with seller

        40. Identify Home Owner Association manager, if applicable

        41. Verify Homeowner Association Fees with manager (Homeowner Association Information Request, CAR Form HOA-IR)

        42. Order copy of Homeowner Association documents required for the transaction, if applicable

        43. Order NHD and any other reports and documents, as applicable

        44. Verify security system, current term of service & whether owned or leased

        45. Ascertain need for lead-based paint disclosure

        46. Prepare detailed list of property amenities & assess market impact

        47. Compile list of completed repairs & maintenance items

        48. Have extra key made for lockbox

        49. Verify if property has rental units involved. And if so:

        50. Obtain from seller current lease agreement and Income and Expense Statement, if required under TOPA or RIPA

        51. Provide Tenant Estoppel Certificate for tenant to verify rent and security deposit, if required under TOPA or RIPA

        52. 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.

        53. Arrange for installation of yard sign

        54. 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

        55. Review Curb Appeal Assessment & provide suggestions to improve salability

        56. Review Interior Decor Assessment & suggest changes to shorten time on market

        57. Load listing into transaction management software program

        58. Provide seller a copy of the Listing Agreement at the time of execution

        59. Contact staging company, if agreed to by seller

Entering Property in Multiple Listing Service Database

        60. Prepare MLS Profile Sheet

        61. Enter property data from Profile Sheet into MLS Listing Database

        62. Proofread MLS database listing for accuracy - incl proper placement in map

        63. Add property to company's Active Listings list

        64. Provide seller the MLS link or profile sheet for the property

        65. Take additional photos for upload into MLS & use in flyers

        66. Draft listing remarks for public view and private agent remarks

Marketing The Listing

        67. Create print & Internet ads with seller's input

        68. Coordinate showings with owners, tenants, & other REALTORS®

        69. Return all calls

        70. Install electronic lock box if authorized. Program agreed-to showing times

        71. Prepare mailing & contact list

        72. Generate mail-merge letters to contact list

        73. Order "Just Listed" labels & reports

        74. Prepare flyers & feedback forms

        75. Review comparable MLS listings regularly to ensure property remains competitive

        76. Prepare property marketing brochure for seller's review

        77. Arrange for printing or copying of supply of marketing brochures or flyers

        78. Place marketing brochures in all company agent mailboxes

        79. Upload listing to company & agent Internet site, if applicable

        80. Mail Out "Just Listed" notice to all neighborhood residents

        81. Advise Network Referral Program of listing

        82. Provide marketing data to buyers coming thru international relocation networks

        83. Provide marketing data to buyers coming from referral network

        84. Provide "Special Feature" cards for marketing, if applicable

        85. Submit ads to company's participating Internet real estate sites

        86. Price changes conveyed promptly to all Internet groups

        87. Reprint/supply brochures promptly as needed

        88. Loan information reviewed & updated in MLS as required

        89. Feedback e-mails/faxes sent to buyers' agents after showings

        90. Review weekly Market Study

        91. Discuss feedback from showings with seller to determine if changes are needed

        92. Place regular weekly update calls to seller to discuss marketing & pricing

        93. Promptly enter price changes in MLS listing database

        94. Receive & review all Residential Purchase Agreements (offers) submitted by buyers' agents

        95. 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

        96. Submit all offers received to the seller unless otherwise instructed in writing

        97. 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

        98. Contact buyers' agents to review buyer's qualifications & discuss offer

        99. Deliver Seller's Disclosures to buyer upon request & prior to offer if possible

        100. Confirm buyer is pre-qualified by calling Loan Officer

        101. Obtain pre-qualification letter on buyer from Loan Officer, if not submitted with offer

        102. Negotiate all offers on seller's behalf, including price, costs, and all time frames

        103. Prepare & convey counter offers, acceptances or amendments to buyer's agent

        104. Deliver copies of contracts to Escrow and all other necessary parties

        105. If Buyer’s signed Offer to Purchase is acceptable to seller, obtain seller signatures and then deliver a copy to buyer's agent

        106. Verify that the buyer has submitted the initial deposit to Escrow Holder

        107. Deliver copies of fully signed Offer to Purchase contract to seller

        108. Send copies of Offer to Purchase contract to lender

        109. Provide copies of signed Offer to Purchase contract for office file

        110. If additional offers are submitted between contract & closing, submit to seller and advise

        111. Change status in MLS to "Pending" or “Active Under Contract” or similar status

        112. Update transaction management program show "Sale Pending"

        113. Provide credit report information to seller if property will be seller-financed

        114. 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

        115. Buyer’s agent to coordinate with lender on Discount Points being locked in with dates

        116. Deliver seller disclosures to buyer’s agent

        117. Discuss with buyer the Buyer Inspection Advisory (BIA)

        118. Fill out Buyer Inspection Election (BIE), Buyer Material Issues (BMI), Buyer Inspection Waiver (BIW), as applicable

        119. Order septic system inspection, if applicable

        120. Receive & review septic system report & assess any possible impact on sale

        121. Deliver copy of septic system inspection report to buyer

        122. Deliver Well Flow Test Report copies to buyer

        123. Verify termite inspection ordered, if required

        124. Verify mold inspection ordered, if required

        125. 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

        126. 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

        127. Follow Loan Processing All the Way through underwriting

        128. Add lender & other vendors to your management program so agents, buyer & seller can track progress of sale

        129. Contact lender weekly to ensure processing is on track

        130. Relay final approval of buyer's loan application to seller

Home Inspection

        131. Coordinate buyer's professional home inspection with seller’s agent

        132. Review home inspector's report with buyer

        133. Enter completion into transaction management tracking software program

        134. Explain to buyer the seller's responsibilities & explain any clauses in the contract

        135. Use C.A.R. form Request for Repair (RR) to ask seller to make any repairs, give credit or reduce the purchase price

        136. Negotiate RR and explain consequence of removing investigation contingency, and any other contingency, as term of the request process

        137. Assist seller with identifying contractors to perform any agreed to repairs

        138. 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

        139. Coordinate Appraisal appointment with seller’s agent

        140. Provide comparable sales used in market pricing to Appraiser

        141. Follow-up on appraisal

        142. Enter completion into transaction management program

        143. Assist seller or buyer in questioning appraisal report if it seems too low

Closing Preparations and Duties

        144. Coordinate closing process with buyer's agent & lender

        145. Update closing forms & files

        146. Ensure all parties have all forms & information needed to close the sale

        147. 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

        148. Confirm closing date & time & notify all parties

        149. Coordinate with title company in solving any title problems, such as obtaining Death Certificates or representative signer’s documentation

        150. Work with buyer's agent in scheduling buyer's Final Verification of Property prior to closing

        151. Request final closing figures from escrow holder

        152. Receive & carefully review closing figures to ensure accuracy of preparation    

        153. Request copy of closing documents from escrow holder

        154. 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

        155. Reviews all closing documents carefully for errors

        156. Verify seller has received all closing documents

        157. Coordinate closing with seller's next purchase & resolve any timing problems, if applicable

        158. Have a "no surprises" closing so seller receives a net proceeds check at closing

        159. Refer sellers to one of the best agents at their destination, if applicable

        160. Change MLS status to Sold. Enter sale date, price, selling broker, etc.

        161. Close out listing in your management program

        162. 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

        163. Answer questions about filing claims with Home Warranty Company if requested

        164. Respond to any calls & provide any information required from office files

        165. Provide referrals to service providers that might assist clients with evaluating conditions

        166. Offer to transmit communications to the other agent

        167. 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.