WHEN A SELLER CALLS

For internal use only

The First Move: What to Do When a Seller Reaches Out

with Gabriel Perez, Keller Williams Realty Pasadena Team Leader

Step-by-Step Guide: How to Handle a “Come List My House” Call

Summary:

When you receive a call from a homeowner wanting to list their property, it’s crucial to follow a structured workflow to ensure you're dealing with the correct person and are fully prepared for the listing appointment. This guide outlines the essential steps to verify ownership, gather property details, and create an organized system for smooth transactions.

Step 1:

Verify Ownership

Before investing time in property research and valuation, confirm that the person contacting you has the legal authority to sell the home.

1. Ask for the owner's full name – Compare it with the property records.

2. Check property ownership – Use a tax record system like Realist, TitlePro 247, or your MLS system.

3. Confirm any legal complications – Identify if the home is in a trust, under probate, or has multiple owners.

Step 2:

Create a Property Folder

Stay organized by creating a digital folder on your desktop or cloud storage for every listing inquiry.

1. Name the folder using the property address (e.g., 1850 Mentone Ave).

2. Store all gathered documents – Tax records, CMAs, title reports, owner verification, and any notes from conversations.

Step 3:

Conduct Preliminary Research

Prepare key property details before meeting the seller.

1. Run a Quick CMA (Comparative Market Analysis) – Gather comparable sales data within 5 minutes.

2. Review tax records – Look for:

   • Bed/bath count

   • Last sale date

   • Property type (single-family, condo, etc.)

   • School district

   • Potential unpermitted additions

3. Check for liens or outstanding mortgages – This will impact negotiations and pricing.

Step 4:

Speak With a Mentor (If Applicable)

If you're new to real estate, consult a mentor before proceeding.

1. Ask for their review of your findings.

2. Confirm any additional steps they recommend before meeting the client.

Step 5:

Call the Seller for Additional Information

Once ownership is verified:

1. Ask key questions:

   • Why are they selling?

   • What’s their timeline?

   • Have they made any major upgrades?

2. Confirm meeting details – Set a time to visit the property.

Step 6: Visit the Property & Gather More Information

1. Walk through the home with the seller – Note discrepancies (e.g., tax records show 3 beds, but the home has 5 due to unpermitted additions).

2. Discuss pricing expectations – Align their expectations with market value.

3. Take detailed notes and photos (if permitted).

Step 7: Prepare the Listing Agreement

1. Draft the contract and disclosures.

2. Ensure all required parties sign (e.g., in cases of co-owners, trusts, or probate situations).

Step 8: Stay Organized & Follow Up

1. Store all final documents in the property folder.

2. If the seller needs time, set a follow-up reminder.

3. Continue to refine the CMA if needed.

By following this structured workflow, you can ensure a seamless listing process while avoiding pitfalls such as dealing with unauthorized sellers or missing key property details.

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