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4 Step New Listing Checklist for Real Estate Agents: Free PDF

4 Step New Listing Checklist for Real Estate Agents: Free PDF

In this competitive real estate market, organization is key to success. So whether you’re a new real estate agent or a seasoned one, a comprehensive listing checklist is a valuable tool to cover every step of listing a property.

4 step new listing checklist for real estate agents

Before you put a property on the market this listing checklist will help you tick all the boxes with important things to do before listing, during the listing, and the closing process.

Below you’ll find 4 important steps to prepare for a new listing, plus a downloadable version of the checklist you can print at home.

Let’s get into the new listing checklist!

👉 Make sure to scroll to the end of this post for your free PDF download of the listing checklist.

Step 1. Preparing Your Listing

The first step in your listing checklist is to effectively secure a listing. There are several necessary steps needed to win the deal. It’s important to pay attention to every detail to ensure your potential clients choose you as their listing agent.

realtor listing presentation

Conduct Comparative Market Analysis

Evaluate the local real estate market by performing a comparative market analysis (CMA). This involves identifying similar properties in the area and examining their sale prices, time on market, and features. 

This analysis sets the groundwork to interpret market data accurately to create the right pricing strategy. This gives the homeowners realistic expectations.

Create a Pricing Strategy

Your pricing strategy should reflect the CMA findings, the current state of the real estate market, and the unique qualities of the property.

It’s a balance between setting the right price (a competitive asking price) that attracts buyers and ensures the seller gets fair market value.

Be careful here: relenting to the seller desire to set a price too high can make a home sit for longer than it should, which typically results in an unhappy seller and the home eventually selling for much lower than if it were priced right to gain attention early.

Create a Seller Net Sheet

Develop a seller net sheet to provide the potential sellers with an estimate of the proceeds they can expect from the sale. Provide a range: from best case in price and expenses, to worst case in price and expenses.

Factor in closing costs, taxes, commissions, seller concessions, and any outstanding mortgage balances. This step is essential to demonstrate transparency and build trust with the homeowner.

Check out this seller net sheet calculator template to get started!

Prepare the Listing Presentation

A compelling listing presentation showcases your expertise as a seller’s agent and is needed to seal the deal. 

Here are some important things to include in your presentation:

  • Understand the client’s goals and specific needs for selling their home. Example, do they have a tight timeline? 
  • Share a strategy based on reaching their goals and addressing their concerns
  • Successful track record: Share expertise selling in their area, number of homes sold, average days on market, plus positive reviews from past clients.
  • Local market research: Before preparing your presentation understand comparable home sales in the area, neighborhood amenities, and local concerns such as crime rate, noise pollution, or large construction projects. (Share details from CMA here)
  • Pricing strategy walkthrough explaining the reasoning for the recommended price.
  • Recommended improvements and staging recommendations.
  • Marketing plan and strategy for the property with in-depth examples of marketing materials
  • Explain sales process and timelines for each stage: listings, open houses, offers, etc.
  • Your listing fee and other fees: explain the cost of doing business with you and your brokerage and the value the client gets for that expense. Explain how commissions might be split with the buyer’s agent’s brokerage.

Related: 11 Keys to a Powerful Listing Presentation

Sign the Listing Agreement

Once the seller agrees to your terms, it’s time for the listing agreement.

This listing contract establishes the exclusive relationship between you and the property owner, outlining the duration of the agreement, commission details, confirmed duties to sell the home, etc.

Provide Documentation & Key Info to Clients

Provide contracts, key dates, and next steps to sellers.

Step 2. Active Listing Checklist

Now that the paperwork has been signed it’s time to do the work required to get the listing on the market.

The items on this section of the listing checklist is where the work begins to create awareness for the listing and get positive feedback to increase the chances of a quick sale.

home interior

Home Improvement & Repairs

Advise your client on enhancing their property’s appeal with necessary home repairs.

From minor touch-ups to baseboards to a fresh coat of paint, these little improvements can make the house look fresh and inviting and leave a lasting impression.

Declutter

Now is also the time to declutter. Remove personal photos, trinkets, excess furniture as well as any other items that make the home look cluttered.

This includes the outdoor space – tidy up the yard and make the front entrance inviting with a new doormat and fresh flowers.

These affordable improvements can impact the listing price and attract more potential buyers.

Deep Clean The Home

A clean home says a lot about how the home has been looked after over the years. Therefore it’s important that everything is sparkling clean. This includes:

  • Getting hardwood floors cleaned and buffed
  • Area rugs and carpets professionally cleaned
  • Scrubbing sinks, bathtubs and toilets
  • Dusting all surfaces including trim, ceiling, and walls
  • Cleaning windows inside and out
  • Cleaning up the yard – picking up leaves, trimming plants, and cutting the lawn

Note: It’s important to maintain this upkeep every day until the house is sold.

Gather Listing Information

Gather all property details for the listing information. This includes:

  • Measurements of the interior to determine the square footage of each room and the entire home
  • Unique amenities – for example, outdoor kitchen, pool, wine cellar, fireplace, jacuzzi
  • Details about recent renovations and upgrades
  • Neighborhood details – nearby attractions, schools, parks, public transportation, shopping, etc

Take Good Quality Listing Photos

It’s recommended to hire a professional photographer to take photos of the home. This way the lighting and angles of all photos showcase each space in the best light possible.

Seller’s Disclosure

In most states (not all), a seller’s disclosure is required. Complete and upload this to the listing to save time with the buyer’s agents later. 

Showing Schedule & Access

Establish a flexible showing schedule with the property owners that accommodates both the sellers and potential buyers. Also, provide details on how a potential buyer’s agent can schedule a showing.

Set up a lockbox with the property key to provide access to the buyer’s agent.

Set Up Front Yard Signage

Place durable, eye-catching signage at the front of the property to attract passersby. Ensure the signage is easily visible in all directions.

Also, include a QR code linking to the online listing.

Create a Listing in MLS

Add your listing to MLS with all listing and property information. Review, upload photos and docs, and launch the listing!

This is your first step in generating awareness for the property.

Prepare For & Schedule Open Houses

To prepare for open houses start by adding open house dates in the MLS listing.

Next, share this open house checklist with the sellers to help them prepare for upcoming open houses. This includes things like decluttering tips, having good curb appeal and other ways to make the home present best on open house day.

(See the marketing section below for details on hosting your open house).

Step 3. Marketing Strategy: Listing Checklist

The below tactics in this listing checklist is to generate some buzz for your new listing and to do this you’ll need multiple marketing tactics to get the job done.

Let’s get into the specifics.

realtor on laptop

Create Marketing Materials

Use high-quality photos, property descriptions, and unique selling points to create flyers, brochures, and postcards. 

These materials will serve as the first impression for potential qualified buyers. Make sure to outline the distribution of these materials to reach your target audience.

Virtual Video Tours

With the importance of social media, creating a professional video virtual tour for the right house is one of the best marketing tools you can have. It helps showcase the property’s best qualities.

The big benefit is these videos can be shared easily on multiple platforms to reach more prospective buyers.

Website Promotion

Promote the listing on the brokerage website and for higher-priced listings you can also consider creating a dedicated website landing page. This is ideal for showcasing high-quality photos, virtual tours, property, and local neighborhood information.

Direct Mail

Send out postcards, flyers, and letters to potential buyers in your database plus the local real estate agents to create awareness and boost word of mouth.

Email

Like direct mail, email is a similar strategy, except it’s faster and you can track the performance of your email campaigns to finetune your communication strategy over time. With email, you can link directly to the MLS listing or the website landing page.

Online Ads and Social Media

Shout it from the mountain! (a common marketing phrase) Essentially get the message out online to the right people.

  • Facebook and Google online ads are a great way to do this with location-based targeting and retargeting campaigns based on searches and visits to the listing page.
  • Post new listings and open houses to social media – in local groups, and your personal and professional social media accounts. Use stories, virtual tours and reels to garner attention.

Host Open Houses

Open houses significantly boost the property’s exposure to prospective buyers by creating awareness and word of mouth. 

Ensure the property is staged well, clutter-free, and highlights its unique features. Have plenty of business cards on hand to distribute to visitors. 

Here are some things to consider for your open house:

  • Put up open house signs in the neighborhood
  • Make sure the house smells good – have some home-baked cookies on standby and some fresh flowers
  • Have a sign-in sheet and display marketing materials (home brochure, business cards)
  • Include a home improvements list
  • Be approachable and friendly – This is your opportunity to build rapport, answer questions, and gather feedback that could be crucial to the selling process.

Related: 25 Tips for Your Open House (+ Checklist)

Step 4. The Selling Process & Closing The Sale

This last part of your listing checklist walks you through the selling process and the best part – closing the sale.

couple signing real estate purchase agreement (contract)

Offers & Negotiations

Present offer(s) to sellers with feedback and recommendations on negotiations and counter offers. This is the time to remind them of valuable insights and market knowledge to help them make an informed decision.

Once an offer is agreed to, have all parties sign paperwork.

Inspection & Appraisal

Coordinate home inspection and with the buyer’s agent and book appraisal directly with the appraiser. 

If any complications arise such as requested repairs, prepare for additional negotiations with the buyer’s agent.

Possible Repairs 

Coordinate possible repairs if this has been negotiated with the final contract. Once finished, verify completion with the buyer’s agent.

Finalize Contracts & Documents

The best part of this entire listing checklist! Complete and file all real estate transaction documents, as required by law for your broker.

This includes settlement statements. Give your sellers a few days to review the settlement statement, before closing docs are signed.

Send Utility Info

As a courtesy, send all utility info to the buyer’s agent for the new homeowners to set up.

Closing Gift

Give a closing gift to sellers as a thank you for their business.

Download the Listing Checklist below…

Conclusion

Remember, your tools, including a well-maintained listing checklist, are key to a streamlined and successful real estate business.

It helps you stay confident, and knowledgeable, and manage your tasks with clarity to best serve your client’s interests.

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Charlie Cameron

About Charlie Cameron

Realtor | Real Estate Investor | Team Leader

A top 1% influencer at eXp, and an experienced multifamily and short-term rental investor, Charlie helps real estate agents grow their business and achieve total time, location, and financial freedom through real estate at the Lion League Team at eXp Realty! Learn more.