Listing-to-Closing Guide: Step-by-Step Checklist
Updated: Sep 26
From For Sale Sign → To Sold → To Referrals
Phase 1: Pre-Listing Preparation
☐ Initial consultation with seller
☐ Review Listing Paperwork – Go over the listing agreement, MRED exemption (if applicable), and required disclosures with the seller.
☐ Review Market Conditions – Use Infosparks to analyze local market trends and provide insight to the seller.
☐ Review Comps – Generate a comparative market analysis (CMA) using Cloud CMA to establish pricing strategy.
☐ Prepare a Seller Net Sheet – Use ATNAGENTONE to calculate estimated proceeds for the seller.
☐ Develop a Marketing Plan – Discuss strategies for maximum exposure, including online listings, open houses, social media, and print marketing.
☐ Get Seller Signatures – Ensure all required documents are signed by the seller.
☐ Get Designated Managing Broker Signatures – click on on SUBMIT FOR REVIEW for Rick Williams our DMB to sign off.
☐ Gather disclosures & property details
☐ Discuss pricing strategy + CMA
☐ Home prep: staging, repairs, cleaning
☐ Marketing plan reviewed with seller
☐ Signage ordered from our storefront (Instructions)
☐ Generate Address Report in REMINE – Pull addresses of potential buyers around the property for targeted marketing
☐ MLS input & verify accuracy
☐ Upload photos and disclosures to MLS listing
☐ Go to Kalehuddle.com and click on activate my listing
Phase 2: Active Listing
☐ Use the app Up Sign Down to get sign installed by Oakley
☐ Install lockbox
☐ Go to ShowingTime and set up showing instructions www.showingtime.com
☐ Launch marketing (flyers, social, email)
☐ Schedule & host open houses
☐ Reverse Prospect
☐ Gather feedback from showings
☐ Weekly seller update
☐ Discuss with the seller’s Murphy’s law: When a property goes on the market something breaks. They may want to get seller’s coverage of Armadillo Home Warranty and it will cover issues until the closing.
☐ Contact Maria Kennedy mariaw@anmtg.com or Terrence Terrell Terrence@anmtg.com and request open house fliers
☐ Conduct open house
☐ Enter all open house attendees contact info into Real Geeks CRM and create a drip campaign
☐ Follow up after each showing for feedback
Phase 3: Under Contract
☐ Receive & review offers with seller
☐ Negotiate terms & acceptance
☐ Prepare a seller net calculation (atnagent.com )
☐ Deliver executed contract to all parties
☐ Upload all executed documents to dot loop
☐ Change status on MLS to A/I
☐ Request the brokerage statement on kalehuddle.com
☐ Identify if attorney or title company will hold earnest money
☐ Send copy of earnest money deposit to buyer agent and attorneys
☐ Schedule inspections
☐ Negotiate inspection repairs/credits
☐ Email attorneys the resolution of the inspection credits/repairs
☐ Appraisal ordered & confirmed
☐ Prepare appraisal package
☐ Provide appraiser with package, a smile and maybe a coffee ;) ☐ Change status on MLS to A/I
☐ Confirm that survey has been ordered
☐ Loan approval monitoring
☐ Celebrate when you get the Clear to Close!!!!
☐ Change status on MLS to Pending
Phase 4: Closing Preparation
☐ Order municipal inspection if required
☐ Final walk-through scheduled <24 hours prior to closing
☐ Ensure that seller leave: 1) receipts for repairs 2) all keys 3) garage openers 4) appliance manuals
☐ Confirm HOA paid/current
☐ Remind seller to request mortgage payoff
☐ Coordinate with attorney/title company
☐ Order final water reading if necessary
☐ Confirm utilities transfer
☐ Schedule sign removal
☐ Attend closing to pick up settlement statement and commission check
☐ Upload deposit slip and settlement statement to Dot Loop
☐ Submit all files for review in Dot Loop
☐ Prepare closing gift for seller
☐ Prepare a welcome gift for the buyer
Phase 5: Post-Closing & Referrals
☐ Change status on MLS to Closed
☐ Post the story of this transaction on social media
☐ Hand-deliver or mail thank-you card/gift to seller
☐ Deliver the welcome gift for the buyer
☐ Add buyer to database / drip campaign
☐ Request online review/testimonial
☐ Request referrals
☐ 30/60/90 day check-ins
☐ Anniversary follow-up each year
☐ Invite client to future client events
Kale Realty Listing Closing Checklist
Follow these steps to successfully close a listing with Kale Realty:
1️⃣ Submit All Required Paperwork into Dotloop Checklist
Log in to Dotloop and navigate to your transaction checklist
Upload all required documents, including:
Executed Listing Agreement
Executed Purchase Contract
All Required Disclosures (e.g., Lead-Based Paint, Radon, etc.)
MLS Printout (Final Status: Closed)
Any Amendments or Addendums
Review non-required documents to determine if they are applicable and should be included in the file.
2️⃣ Complete the Request for Brokerage Statement
Go to www.Kalehuddle.com and click on Request brokerage statement
3️⃣ Download the Brokerage Statement from Your Dotloop Checklist
The Brokerage Statement will be uploaded to your checklist in Dotloop
4️⃣ Review & Send Brokerage Statement to Seller’s Attorney
Once the Brokerage Statement is available in your checklist:
Review it carefully for accuracy.
Download the statement.
Email it to the seller’s attorney for review.
5️⃣ Attend the Closing
Be present at the closing to ensure a smooth transaction.
Collect the settlement document from the title company.
6️⃣ Collect & Deposit Commission Check
Pick up the commission check at closing.
Deposit the check at any Chase Bank branch
Request the title company to overnight or wire the funds directly to Kale Realty.
7️⃣ Upload Chase Deposit Documents to Dotloop
Upload the Chase deposit slip and Chase deposit form to the Dotloop checklist for record-keeping.
8️⃣ Upload Final Settlement Statement to Dotloop
Ensure that the Final Settlement Statement (ALTA/CD) is uploaded to the Dotloop checklist.
9️⃣ Send a Thank-You Gift to Your Client
Show appreciation by sending a personalized thank-you gift to your seller.
Consider a handwritten note, a small gift, or a digital gift card to stay top of mind for future referrals.
Stay in touch with your client !!!!
✅ Congratulations! You’ve successfully closed a listing with Kale Realty! 🚀🎉
** If you want to be paid in 2 hours or less after closing, email rick@kalerealty.com for more information.
I have a sales closing coming up. What do I need to do?
Congratulations on your upcoming closing! As soon as you have an accepted offer on your listing, share the executed contract with the seller’s attorney and buyers agent
in Dotloop, go to your listing checklist and click TRANSACTION, this will open up a new checklist where you can add the executed contract as well as executed disclosures. Be sure to include documentation about who is paying buyer agent compensation.
Approximately one (1) week prior to closing you’ll need to provide the seller’s attorney with a brokerage statement. You will need to fill out a brokerage statement request in Dotloop FORMS. Fill out the request, and attach (assign) it to the checklist in Dot Loop for Admin to review.
The admin will receive your request, draw up the statement, and add it to Dotloop checklist. You will receive a notification that the brokerage statement is ready for you to download. You can now share the brokerage statement with the seller’s attorney and title company.
Prior to the closing, make sure your seller has removed everything from the property. When your seller has the home ready, let the buyer’s broker know so she can set up the final walkthrough. The contract states that the property must be in “broom clean” condition. Many nice sellers leave a six pack of beer or a bottle of wine in the refrigerator to show their gratitude.
Make sure your seller is aware that he cannot remove anything that is physically attached to the property unless it is specified in the contract that the seller will be taking it. Otherwise, you are likely to have a very angry buyer at the closing table.
Many sellers should not and do not attend their closings. They sign a power of attorney and have the attorney sign all the paperwork for them.
As the listing broker, there is no need for you to show up on time. Many brokers show up towards the end of the closing, give the buyer’s broker the keys, and pick up the check and settlement statement. You will upload the settlement statement to the Dotloop Checklist, and bring the check to the office, or you can even deposit the check directly into Kale’s account at any Chase branch. If you deposit the check, simply add the Commission Deposit Submission form and the deposit receipt to the Dotloop Checklist. As long as you’ve submitted all the necessary documentation for the transaction, your commission will be processed within three business days after the funds clear.
What steps do I need to take for a new sales listing?
Pre Listing Appointment
Prepare a CMA using Cloud CMA – Click here for a video on CMA.
Prepare your documents for the seller in dotloop – Click here for a video on seller docs in dotloop.
Listing Appointment
Be sure to start with a tour of the property. Take notes and ask questions. Now is a great time to feel out the seller and find out their motivation for selling. After your walkthrough sit down and go over the process and set expectations with your client. Explain how you will work for them and what benefit you bring to the table. Now is the time to talk commission.
Now it is time to talk about pricing. First ask if they have a price in mind so you know what you are working with. If they refuse to give a price, give your estimated value and use the CMA to explain it.
Bring out your laptop or have them use theirs so you can go over the paperwork on dotloop and have them sign it. Go through each piece and explain. Make sure they know to ask you questions as you go through it.
If you are not going to list on the MLS within 24 hours of the agreement, get the MLS Listing Exemption form signed. It is located in Kale Realty Documents in dotloop.
Next Steps:
Listing on MLS
Showings
Make sure that you have communication with your client to ensure they are always aware of showings coming up if they are living in the home. If the home is vacant you may find it easier to use the showing service on the MLS to let fellow agents schedule via the MLS.
The home should be clean and ready to be shown. Set the expectation with your seller if the property is not vacant. Your seller should never be at the showing. Try not to overlap showings.
Browse our Video Library and Article Library for content about Offers & Negotiations, Inspections and Appraisals, Closings, and Getting Paid.
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