Appointments and Showings
Cincinnati Area Board of Realtors
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Appointments and Showings Cincinnati Area Board of Realtors ® |
Prior to obtaining your client’s signature on the listing agreement, it is your duty to discuss with your client your firm’s policies with regard to how the property will be shown to potential buyers. You should determine with your client:
● Showing Instructions
Determine entry and lock box location, how to handle pets and security system codes. Make sure the seller understands they will need to take precautions regarding valuables, medications and firearms. Determine who will be allowed lock box entry to the listing and be certain the listing agreement reflects those instructions. Determine whether a cooperating agent should be requested to leave a business card at the showing.
● Available Showing Times
You should discuss with the seller any specific dates and times the property will or will not be available for showings. These times should be noted on the property’s showing information sheet. You should encourage your seller to make the property available as much as possible as a convenience for potential buyers to view the home.
● Seller Confirmation
If the seller requires that every showing must be personally confirmed by him or her, the listing REALTOR® should take steps to determine how the appointment confirmation shall occur as quickly as possible. It is the responsibility of the listing REALTOR® to contact the cooperating REALTOR® immediately after confirmation has been obtained.
If the seller does not require personal confirmation, the listing REALTOR® should leave a message by the means determined at the time of listing notifying the seller that a showing has been scheduled for that day.
● Special Circumstances
In the event of any unforeseen illness or any other reason that requires the home not to be shown for a short period of time, the listing REALTOR® should note the names of any REALTORS® seeking cooperation, or any other interested party or parties, and contact them as soon as the property is once again available for showings.
● MLS Rules and Regulations
Your listing becomes an offer of compensation and cooperation to other participants in the system. Cooperation in this context means you are granting all other MLS participants the ability to show the property.
If the seller agrees to list the property with you, but requires that it not be shown for an extended period of time following the list date, you should strike the MLS Authority Clause, have the seller initial it, and submit it to MLS within three business days as required by MLS Regulations. Once the property is ready to be shown, an Addendum to the Listing Agreement should be submitted to MLS in order to activate the cooperation with other brokers and offer compensation.
It is a violation of MLS Regulations to submit a property in the system and deny access to other participants. However, if the seller specifically requires you to deny cooperation and compensation to a certain individual participant, it is your responsibility to immediately inform that party, in writing, that this particular offer of compensation is not extended to them.
● Professional Obligation
Prior to the showing, it is your responsibility to carefully review any special instructions regarding entry to the home such as pets or a security system. Make it clear if you are previewing a property and the buyer will not be attending. If the appointment is for an inspection, make sure the listing REALTOR® is aware of the inspection that is taking place. Be on time. Call the listing REALTOR® if you are running late or must cancel the showing. Never give a key or lock box combination to a buyer, as it is a violation of Article 16 of the Code of Ethics to do so without the express permission of the listing broker.
As a cooperating REALTOR®, you have been entrusted with the reasonable and diligent care of the seller’s home. Always wipe your feet, knock or ring the doorbell and wait a moment or two before entering. Stay with your clients during the showing. Turn off water faucets completely after testing water pressure and lock all doors when exiting the property. Make sure lighting, thermostat settings, etc. are left undisturbed.
After the showing, you may make it a practice to leave
your business card at the seller’s home so the seller knows who has been in
their home. Check with the listing REALTOR® at the time of setting the
appointment to determine as to whether this is all right.
● Cancellation of Showing Appointment
If the buyer cancels the appointment or declines entering the property, it is your obligation to let the listing REALTOR® know as soon as possible. It is unprofessional to ask a seller to leave his or her home in anticipation of a scheduled showing even though you already know the showing will not take place. If the buyer decides not to enter the property upon arrival, point out that the property may offer a desirable interior worth checking out.
It is in your client’s best interest to make each showing as easy as possible.
Avoid long holds, multiple call transfers, etc.
As a courtesy, the cooperating REALTOR® should provide feedback on the property to the listing agent, upon request.
The listing REALTOR® should contact the cooperating REALTOR® to confirm the viewing and request buyer comments.
Date: April 2009