Buyer Transaction Forms

Buyer Contact Sheet

You will need a form to fill out when a potential buyer client contacts you. This form will guide you through the initial interview process to help you gather the information that you need to get started with a new buyer. Plus, it reminds you to ask all the right questions to determine if this is a Cold, Warm, or Hot lead. It also has a list of Follow Up items, so you know exactly what to do with your "buyer leads."

Checklist for Buying a Home

You should provide your buyer clients with a Checklist for Buying a Home to help them keep track of the process—especially deadlines! Print the checklist and put it in the Buyer Packet for the first time you meet with them. Email it to them again, with important deadlines filled-in, when you send them an executed contract. Part of your job is making sure your clients understand and meet their contractual deadlines.

Agent To Do List for Buyer Clients

You should have a very detailed checklist for all the activities you must do for your buyer clients. This will be much longer than the checklist that you give to buyers. Put a copy of this list in the front of your buyer client folders to make sure you get everything done in the transaction.

Buyer Criteria for Home Purchase

You may want a form to help you analyze a buyer client’s criteria for purchasing home. Use this form, at your first meeting, to find out what is most important to the client in making a home buying decision.

New Construction Offer Instructions

You may want to use a form to gather information from your buyer clients regarding new construction home purchases. This form will remind you of the various aspects of the builder’s contract that you should discuss with your client in advance of making an offer to a home builder. Then you can submit this form to the builder’s sales agent, in order for the builder’s agent to write the contract.

New Home Plan & Estimate of Costs

If a buyer client decides to purchase a new construction home from a builder, you may want to use a form that will help you and your client estimate the total cost, including options and upgrades, when discussing these items with the builder’s sales agent.

Information About New Home

A few weeks before Closing a buyer transaction, you should email the Information About New Home to the listing agent, to gather some helpful information about the house being purchased. Then send that information to your buyer clients. Buyer clients really appreciate this information.

Planning the Move

You may want to have a document to send to buyer clients, to help them plan their move. Clients really appreciate helpful items like this.

Moving Survival Kit

A very helpful Closing gift for your buyer clients is a “moving survival kit” which will contain many helpful items they need on moving day (which are typically packed). Use this checklist to take to a dollar store to obtain these items. Give the kit to your buyer clients at the final walkthrough or Closing.

Client Tracking Sheet

It is helpful to have a one-pager that lists your active transactions and keeps your primary deadlines in front of you. Print this form on card stock and keep it on your desktop in easy view so you can keep track with all your transactions (at a big-picture level). Each Client Tracking Sheet can track four clients at a time (listed at the top)…so you may need more than one if you are managing more that four clients at a time.

Seller Transaction Forms

Seller Contact Sheet

You need a form to fill out when a potential seller client contacts you, like a Seller Contact Sheet. This form will guide you through the initial interview process to help you gather the information you need to get started with a seller. Plus, it reminds you to ask all the right questions to determine if this is a Cold, Warm, or Hot lead. It also has a list of Follow Up items, so you know exactly what to do with your "seller leads."

Checklist for Selling a Home

You should provide your seller clients with a Checklist for Selling a Home to help them keep track of the process—especially deadlines. Give the checklist to your seller clients when they sign a listing agreement. Then email it to them again, with the important deadlines filled-in, when you send them an executed sales contract.

Agent To Do List for Seller Clients

You need a very detailed checklist for all the activities you must do for your seller clients. This will be much longer than then checklist you give to sellers. Put a copy of this list in the front of your seller client folders to make sure you get everything done in the transaction.

Listing Home for Sale

When you get a new listing, you will need to have some helpful checklists for all the things you need to do to get the house ready for sale. These checklists are for you the agent to help you set up the listing.

Getting Your House Ready to Sell

You should have a helpful checklist that lists the things a home seller needs to do to get their house ready to sell. You may want to email something like this to prospective sellers, to encourage them to select you as their listing agent.

History of House

You may want a form that sellers can fill out to identify the age of their home and all its big-ticket components. Make sure the seller can provide documentation (either written information from the previous owner or sales receipts) to support the information on this document. You may even want to include that supporting documentation with the form.

Once you receive this completed form from your seller, you can create a PDF version (including scanned receipts) and upload it to your MLS for your listings.

Checklist When Showing Home

It will be helpful to give a Checklist for Showing a Home to Potential Buyers to your seller clients, when they sign a listing agreement with you. The following shows an example of this type of checklist.

Help Submitting Offer Instructions

To help buyer’s agents when creating a purchase offer for your listings (and to ensure a smoother process for you and your client), provide them with a list of important items that are necessary to complete the contract in your area. Each area, broker, and agent will be different, so create a document that is specific to your requirements. Save it as a PDF and upload it to the MLS for your listings.

Plan to Sell Your House

Some agents only bring a printed CMA to the listing presentation, but a printed report (such as a Plan to Sell Your Home) is an excellent way to impress a home owner. This document should correspond with your listing presentation, to give the client something to follow as you go through your slides. So whenever you update your listing presentation, update this template as well.

Home Selling Tips & Checklists

After a seller hires you as their listing agent, you may want to provide them with a report that has important home selling checklists, “tips and tricks,” and other useful information. This should be information that you want to make sure the home seller sees at the beginning of the sales process.

Guide to Home Maintenance

You may want a document to help your clients with home maintenance. A document like this can be useful to home owners when they are preparing their home for sale because it should show sellers how long home systems and construction materials last (such as carpet, faucets, roofs, and HVAC systems). This may be a nice guide to give to buyer clients at the Closing table as well, to help them keep track of their home improvements.