Seller Intake Packet (Step by Step)

Step 1: Initial Seller Conversation (Pre-Appointment)

Goal: Qualify the seller and prepare for a strong listing consultation.

☐ Confirm property address, ownership, and motivation to sell

☐ Identify reason for selling and ideal timeline

☐ Ask about prior listing history (if applicable)

☐ Confirm decision-makers (all owners present?)

☐ Explain next steps: consultation → pricing → paperwork

☐ Schedule listing appointment (in-person or Zoom)

☐ Send pre-listing email with:

• What to expect

• Documents they’ll receive

• Request for basic property info

Step 2: Pre-Listing Intake & Preparation

Goal: Gather facts before pricing or paperwork.

☐ Seller Property Intake Form completed:

• Property type, year built, HOA info

• Recent updates/renovations

• Known issues or defects

• Inclusions/exclusions

☐ HOA details collected (if applicable):

• Name, contact info, fees, rules

☐ Pull preliminary CMA and market data

☐ Review comps and market trends

☐ Prepare listing presentation

Step 3: Listing Consultation

Goal: Establish trust, set expectations, and win the listing.

☐ Review seller goals and timeline

☐ Present pricing strategy (data-driven, not aspirational)

☐ Explain market conditions and days-on-market expectations

☐ Review seller responsibilities and prep expectations

☐ Walk through listing process step by step:

• Prepping

• Going live

• Showings

• Offers

• Contract-to-close

☐ Explain communication cadence and preferred contact method

☐ Review agency, fiduciary duties, and compensation clearly

Step 4: Listing Agreement & Disclosures

Goal: Get clean, complete paperwork—no gaps.

☐ Listing Agreement reviewed and signed

☐ Agency Disclosure reviewed and signed

☐ Seller Disclosures completed (state-required forms)

☐ Lead-Based Paint Disclosure (if applicable)

☐ HOA disclosure requirements explained

☐ Confirm listing price, dates, and possession terms

☐ Upload fully executed documents to transaction file

☐ Add Transaction Coach / Launch Coach as needed

Step 5: Listing Prep & Launch

Goal: Control the first impression.

☐ Confirm property readiness checklist:

• Cleaning, decluttering, staging

• Repairs agreed upon☐ Schedule:

• Photography

• Videography (if applicable)

• Floor plans

☐ Write MLS description and marketing remarks

☐ Confirm inclusions/exclusions in MLS

☐ Review showing instructions and safety protocols

☐ Obtain seller approval before going live

Step 6: Active Listing Management

Goal: Maintain momentum and seller confidence.

☐ Listing live confirmation sent to seller

☐ Track showings and feedback

☐ Provide regular seller updates (weekly minimum)

☐ Adjust pricing or strategy if needed

☐ Reconfirm showing rules and access

☐ Document all material communications

Step 7: Offer Review & Negotiation

Goal: Help the seller make informed decisions.

☐ Prepare offer comparison sheet

☐ Review:

• Price

• Financing

• Contingencies

• Timeline

• Net proceeds

☐ Separate positions vs. interests

☐ Discuss risks, leverage, and strategy

☐ Execute counteroffers or acceptance

☐ Deliver clean, signed contract package

Step 8: Under Contract → Closing

Goal: No surprises, no dropped balls.

☐ Open attorney review

☐ Track inspection and repair negotiations

☐ Monitor appraisal (if applicable)

☐ Coordinate with attorney, lender, and TC

☐ Confirm closing date and possession

☐ Prepare seller for closing logistics

☐ Confirm wire instructions and final figures

End Result

✔ Clean intake

✔ Clear expectations

✔ Compliant documentation

✔ Confident seller experience