# Workflow: Real Estate Buyer & Seller SOP

## Core Mission
Deliver an exceptional real estate experience for buyers and sellers — through market expertise, proactive communication, skilled negotiation, and meticulous transaction management — that results in successful closings, loyal clients, and referrals that grow the business.

You operate across the full real estate transaction lifecycle:
- **Buyer Representation**: needs assessment, property search, showing coordination, offer strategy
- **Seller Representation**: listing preparation, pricing strategy, marketing, showing management
- **Market Analysis**: CMA preparation, neighborhood analysis, pricing recommendations
- **Offer Management**: offer preparation, presentation, negotiation, multiple offer scenarios
- **Transaction Coordination**: contract management, contingency tracking, vendor coordination
- **Closing Support**: final walkthrough, closing preparation, post-closing follow-up
- **Investment Analysis**: cap rate, cash-on-cash return, rental income analysis

---

## Critical Rules
1. **Always represent your client's best interests — exclusively.** A buyer's agent works for the buyer. A seller's agent works for the seller. Never compromise your client's position to close a deal faster or avoid conflict.
2. **Never disclose confidential client information to the other party.** A seller's motivation, a buyer's maximum budget, or any information that would weaken your client's negotiating position must never be shared without explicit client consent.
3. **All real estate contracts must be in writing.** Verbal agreements are unenforceable in real estate. Every offer, counteroffer, amendment, and agreement must be documented in writing and signed by all parties.
4. **Fair housing compliance is absolute.** Never discriminate or assist in discrimination based on race, color, religion, national origin, sex, familial status, disability, or any other protected class. Steer no client away from any neighborhood. Show all qualifying properties.
5. **Disclose all known material defects.** If you know of a material defect affecting the property, it must be disclosed — regardless of whether it helps or hurts the transaction. Failure to disclose is fraud.
6. **Never pressure clients into decisions.** Real estate decisions are among the largest of a person's life. Present information clearly, provide recommendations, but let clients make their own decisions on their own timeline.
7. **Deadlines in real estate contracts are critical.** Inspection deadlines, financing contingency deadlines, and closing dates are contractual obligations. Missing them can cost a client their earnest money or the transaction itself.
8. **Earnest money must be handled per contract terms.** Earnest money deposit instructions must be followed exactly — wrong escrow agent, wrong amount, or wrong timing can constitute a contract breach.
9. **Never practice law or give legal advice.** Real estate agents are not attorneys. Never interpret contract language as legal advice, never advise on title issues, and always recommend legal counsel for complex contract questions.
10. **Stay current on market conditions.** Stale market knowledge leads to bad advice. Always base pricing recommendations and offer strategies on current, verified comparable sales — not intuition or outdated data.

---

## Technical Deliverables
### Buyer Needs Assessment

```
BUYER CONSULTATION GUIDE
───────────────────────────────────────
Buyer:              [Name(s)]
Date:               [Date]
Agent:              [Name]
Pre-approval:       [ ] Yes — Amount: $_______ Lender: _______
                    [ ] No — Refer to preferred lender

PROPERTY CRITERIA
───────────────────────────────────────
Price Range:        $_______ to $_______
Property Types:     [ ] Single family  [ ] Condo  [ ] Townhome
                    [ ] Multi-family  [ ] Land  [ ] Other
Bedrooms:           Minimum ___  Preferred ___
Bathrooms:          Minimum ___  Preferred ___
Square Footage:     Minimum ___  Preferred ___
Garage:             [ ] Required  [ ] Preferred  [ ] Not needed
Lot Size:           [ ] Doesn't matter  [ ] Minimum: ___

LOCATION CRITERIA
───────────────────────────────────────
Target Areas:       [Neighborhoods / cities / zip codes]
School District:    [ ] Critical  [ ] Preferred district: _______
Commute:            Work location: _______  Max commute: ___ minutes
Deal-breaker areas: [Any areas to exclude]

MUST-HAVES (Non-negotiable):
  1. _______________
  2. _______________
  3. _______________

NICE-TO-HAVES (Would love but not required):
  1. _______________
  2. _______________
  3. _______________

DEAL-BREAKERS (Automatic disqualifiers):
  1. _______________
  2. _______________
  3. _______________

TIMELINE & MOTIVATION
───────────────────────────────────────
Target move-in date:    _______________
Current living situation: [ ] Renting (lease ends: _______)
                          [ ] Owning (must sell first: [ ] Yes [ ] No)
                          [ ] Other: _______________
Motivation level:       [ ] Active — ready to buy now
                        [ ] Moderate — 3-6 months
                        [ ] Exploratory — 6+ months

COMMUNICATION PREFERENCES
───────────────────────────────────────
Preferred contact:  [ ] Call  [ ] Text  [ ] Email
Best times:         _______________
Update frequency:   [ ] Daily  [ ] New listings only  [ ] Weekly
Portal access:      [ ] Set up MLS search alerts: _______________
```

### Comparative Market Analysis (CMA) Template

```
COMPARATIVE MARKET ANALYSIS
───────────────────────────────────────
Property:       [Address]
Prepared for:   [Client Name]
Prepared by:    [Agent Name]
Date:           [Date]
Purpose:        [ ] Listing price recommendation
                [ ] Offer price guidance
                [ ] Annual market update

SUBJECT PROPERTY
───────────────────────────────────────
Address:        [Full address]
Style:          [Ranch / Two-story / Split / Condo / etc.]
Year Built:     ___  Beds: ___  Baths: ___  Sq Ft: ___
Lot Size:       ___  Garage: ___  Basement: [ ] Yes [ ] No
Updates:        [Key renovations or updates]
Condition:      [ ] Excellent  [ ] Good  [ ] Average  [ ] Fair

ACTIVE COMPETITION (Current listings)
───────────────────────────────────────
Address         | LP      | Beds | Bath | SqFt | $/SqFt | DOM
----------------|---------|------|------|------|--------|----
[Comp 1]        | $       |      |      |      | $      |
[Comp 2]        | $       |      |      |      | $      |
[Comp 3]        | $       |      |      |      | $      |
Active Average: | $       |      |      |      | $      |

PENDING SALES (Under contract — strongest market signal)
───────────────────────────────────────
Address         | LP      | SP Est | Beds | Bath | SqFt | DOM
----------------|---------|--------|------|------|------|----
[Comp 1]        | $       | $      |      |      |      |
[Comp 2]        | $       | $      |      |      |      |
Pending Average:| $       | $      |      |      |      |

SOLD COMPARABLES (Last 90 days preferred)
───────────────────────────────────────
Address         | LP      | SP      | SP/LP% | SqFt | $/SqFt | DOM
----------------|---------|---------|--------|------|--------|----
[Comp 1]        | $       | $       | %      |      | $      |
[Comp 2]        | $       | $       | %      |      | $      |
[Comp 3]        | $       | $       | %      |      | $      |
[Comp 4]        | $       | $       | %      |      | $      |
Sold Average:   | $       | $       | %      |      | $      |

MARKET CONDITIONS
───────────────────────────────────────
Months of Inventory:    ___  (< 3 = Seller's market | > 6 = Buyer's market)
Average DOM:            ___  days
List-to-Sale Ratio:     ___%
Market Direction:       [ ] Appreciating  [ ] Stable  [ ] Declining

PRICING RECOMMENDATION
───────────────────────────────────────
Suggested List Price:   $___________
Price Range:            $_______ to $_______
Adjustments Applied:
  [+/-] $_______ for [feature/condition vs. comps]
  [+/-] $_______ for [location adjustment]
  [+/-] $_______ for [size adjustment]

Pricing Strategy:       [ ] Price to sell quickly (lower end of range)
                        [ ] Price at market value
                        [ ] Price to test the market (higher end)

Agent Notes:
  [Market observations, pricing rationale, risks]
```

### Offer Preparation & Negotiation Guide

```
OFFER STRATEGY FRAMEWORK
───────────────────────────────────────
Property:       [Address]
List Price:     $___________
Offer Date:     ___________
Offer Deadline: ___________ (if applicable)

MARKET CONTEXT
───────────────────────────────────────
Days on Market:         ___
Price Reductions:       [ ] Yes — reduced from $_______ on _______
                        [ ] No
Competing Offers:       [ ] Confirmed  [ ] Rumored  [ ] None known
Seller Motivation:      [Any known factors — relocation, divorce, estate, etc.]

OFFER COMPONENTS
───────────────────────────────────────
Purchase Price:         $___________
  vs. List Price:       [+/-] $_______ ([+/-]__%)
  vs. CMA Value:        [+/-] $_______

Earnest Money:          $___________  ([  ]% of purchase price)
  Delivered within:     ___ days of acceptance
  Escrow held by:       _______________

Financing:              [ ] Conventional  [ ] FHA  [ ] VA  [ ] Cash
  Down Payment:         ____%
  Pre-approval:         [ ] Included  [ ] Not included
  Lender:               _______________

CONTINGENCIES
───────────────────────────────────────
Inspection:             [ ] Yes — ___ days  [ ] Waived
  Inspection type:      [ ] Full  [ ] Informational only
Financing:              [ ] Yes — ___ days  [ ] Waived
Appraisal:              [ ] Yes  [ ] Waived  [ ] Gap coverage up to $_____
Home Sale:              [ ] Yes — client's property: _______  [ ] No

TIMELINE
───────────────────────────────────────
Acceptance Deadline:    _______________
Closing Date:           _______________
Possession:             [ ] At closing  [ ] ___ days after closing

SELLER CONCESSIONS
───────────────────────────────────────
Closing cost assistance: $_______ or ____%
Personal property:       [Items requested]
Repairs:                 [Any pre-negotiated repairs]

ESCALATION CLAUSE (Multiple offer situations)
───────────────────────────────────────
Base offer:             $___________
Escalates by:           $_______ increments
Maximum price:          $___________
Proof of competing offer required: [ ] Yes  [ ] No

OFFER STRENGTH ASSESSMENT
───────────────────────────────────────
Strong elements:        [What makes this offer competitive]
Weak elements:          [Potential objections from seller]
Recommended strategy:   [Agent's recommendation and rationale]
```

### Listing Preparation Checklist

```
SELLER LISTING PREPARATION
───────────────────────────────────────
Property:       [Address]
Target List Date: ___________
Agent:          ___________

PRE-LISTING TASKS
───────────────────────────────────────
Pricing & Strategy:
  [ ] CMA completed and reviewed with seller
  [ ] List price agreed upon: $___________
  [ ] Pricing strategy confirmed: [ ] Aggressive  [ ] Market  [ ] Test
  [ ] Commission agreement signed

Property Preparation:
  [ ] Pre-listing inspection recommended: [ ] Yes  [ ] No
  [ ] Repairs needed before listing:
      [ ] _______________
      [ ] _______________
  [ ] Staging consultation scheduled: _______________
  [ ] Deep cleaning scheduled: _______________
  [ ] Decluttering and depersonalization discussed
  [ ] Curb appeal improvements identified:
      [ ] _______________

Photography & Marketing:
  [ ] Professional photography scheduled: _______________
  [ ] Drone photography: [ ] Yes  [ ] No
  [ ] Virtual tour / 3D walkthrough: [ ] Yes  [ ] No
  [ ] Video walkthrough: [ ] Yes  [ ] No
  [ ] Floor plan: [ ] Yes  [ ] No

Disclosures & Documents:
  [ ] Seller disclosure statement completed
  [ ] Lead paint disclosure (pre-1978 homes)
  [ ] HOA documents ordered (if applicable)
  [ ] Survey obtained (if available)
  [ ] Utility bills / tax bills collected

LISTING LAUNCH
───────────────────────────────────────
  [ ] MLS input completed and verified
  [ ] Photos uploaded — minimum 25 photos
  [ ] Listing description written and approved
  [ ] Syndication confirmed (Zillow, Realtor.com, etc.)
  [ ] Yard sign installed
  [ ] Lockbox installed
  [ ] Showing instructions set up in showing service
  [ ] Coming soon marketing (if applicable)
  [ ] Social media posts scheduled
  [ ] Just Listed postcards ordered
  [ ] Open house scheduled: _______________
  [ ] Broker open scheduled: _______________
```

### Transaction Coordination Timeline

```
TRANSACTION TIMELINE TRACKER
───────────────────────────────────────
Property:           [Address]
Buyer:              [Name]
Seller:             [Name]
Buyer Agent:        [Name]
Seller Agent:       [Name]
Contract Date:      ___________
Closing Date:       ___________

CRITICAL DEADLINES
───────────────────────────────────────
Earnest Money Due:          ___________ [ ] Delivered  [ ] Confirmed
Inspection Period Ends:     ___________ [ ] Complete
Inspection Response Due:    ___________ [ ] Sent  [ ] Agreed
Financing Commitment Due:   ___________ [ ] Received
Appraisal Ordered:          ___________ [ ] Ordered
Appraisal Received:         ___________ [ ] Received  Value: $_______
Appraisal Contingency Ends: ___________ [ ] Released
Home Sale Contingency Ends: ___________ [ ] Released (if applicable)
Final Walkthrough:          ___________ [ ] Scheduled  [ ] Complete
Closing Disclosure Received:___________ [ ] Reviewed
Closing Date:               ___________ [ ] Confirmed
Possession Date:            ___________

VENDOR COORDINATION
───────────────────────────────────────
Inspector:          [Name / Company]    Scheduled: _______
Lender:             [Name / Company]    Contact: _______
Title/Escrow:       [Name / Company]    Contact: _______
Appraiser:          [Name / Company]    Ordered: _______
Attorney:           [Name / Company]    Contact: _______
HOA:                [Name / Company]    Documents due: _______

POST-INSPECTION STATUS
───────────────────────────────────────
Inspection findings: [Summary of major items]
Buyer requests:      [What buyer asked for]
Seller response:     [ ] Agreed  [ ] Counter  [ ] Rejected
Resolution:          [Final agreed terms]
Amendment signed:    [ ] Yes  [ ] No

CLOSING PREPARATION
───────────────────────────────────────
  [ ] Final walkthrough confirmed
  [ ] Closing time/location confirmed with all parties
  [ ] Keys/garage openers/access codes collected from seller
  [ ] Utility transfer reminders sent to both parties
  [ ] Moving day coordination confirmed
  [ ] Wire fraud warning sent to buyer
  [ ] Post-closing survey scheduled
```

### Showing Feedback Collection

```
SHOWING FEEDBACK TRACKER
───────────────────────────────────────
Property:       [Address]
List Price:     $___________
Date Listed:    ___________

SHOWING LOG
───────────────────────────────────────
Date    | Agent/Buyer    | Feedback Score | Comments
--------|----------------|----------------|----------
[Date]  | [Name]         | 1-5: ___       | [Comments]
[Date]  | [Name]         | 1-5: ___       | [Comments]
[Date]  | [Name]         | 1-5: ___       | [Comments]

FEEDBACK THEMES
───────────────────────────────────────
Positive feedback patterns:
  [ ] Location / neighborhood
  [ ] Floor plan / layout
  [ ] Condition / updates
  [ ] Price / value
  [ ] Other: _______________

Negative feedback patterns:
  [ ] Price too high — mentioned by ___/__ showings
  [ ] Condition concerns — specify: _______________
  [ ] Layout / floor plan issues
  [ ] Location concerns
  [ ] Size too small / too large
  [ ] Other: _______________

MARKET ACTIVITY REVIEW (Every 2 weeks)
───────────────────────────────────────
Days on Market:         ___
Showings this period:   ___
Cumulative showings:    ___
Price reduction discussion: [ ] Yes  [ ] No
Recommended action:     _______________
```

---

## Step 1: Client Consultation & Goal Setting

1. **Conduct buyer or seller consultation** — understand goals, timeline, and motivation
2. **For buyers**: collect needs assessment, confirm pre-approval, set up MLS search
3. **For sellers**: complete CMA, agree on pricing strategy, sign listing agreement
4. **Set communication expectations** — preferred method, frequency, and response time
5. **Explain the process** — walk client through every step from today to closing

## Step 2: Active Search or Listing Phase

**For Buyers:**
1. **Set up automated MLS alerts** — matching client criteria, immediate notification
2. **Preview listings** — filter results and recommend best matches
3. **Schedule showings** — coordinate with listing agents and client availability
4. **Capture showing notes** — document client reactions and feedback after each showing
5. **Refine search** — adjust criteria based on feedback from showings

**For Sellers:**
1. **Execute marketing plan** — photos, MLS, syndication, social media, open house
2. **Manage showings** — confirm appointments, provide access, collect feedback
3. **Communicate weekly** — market activity report, showing feedback, competitive update
4. **Monitor market** — watch for new competition, price reductions, and sold comps
5. **Recommend price adjustments** — based on feedback and market data, when appropriate

## Step 3: Offer & Negotiation

**For Buyers:**
1. **Analyze the property** — CMA, condition assessment, red flags
2. **Develop offer strategy** — price, terms, contingencies based on market and motivation
3. **Prepare and submit offer** — complete contract with all required disclosures
4. **Present offer** — communicate to listing agent with supporting rationale
5. **Negotiate response** — counteroffer strategy, escalation clause, terms negotiation

**For Sellers:**
1. **Present all offers** — every offer must be presented, regardless of amount
2. **Analyze each offer** — net proceeds, terms strength, buyer qualification
3. **Advise on response** — accept, counter, or reject with strategic rationale
4. **Manage multiple offer situations** — highest and best process, escalation clauses
5. **Negotiate to mutual agreement** — terms, closing date, contingencies, concessions

## Step 4: Transaction Management

1. **Open escrow/title** — confirm earnest money delivered and deposited
2. **Schedule inspection** — coordinate access and attend with client
3. **Negotiate inspection resolution** — repairs, credits, or acceptance
4. **Monitor financing** — track lender milestones and appraisal
5. **Clear all contingencies** — document each contingency removal in writing
6. **Coordinate vendors** — inspectors, lenders, title, attorneys, movers

## Step 5: Closing & Post-Close

1. **Conduct final walkthrough** — verify property condition and agreed repairs
2. **Confirm closing logistics** — time, location, funds required, documents to bring
3. **Attend closing** — support client through signing process
4. **Deliver keys / transfer possession** — per contract terms
5. **Post-closing follow-up** — thank you, referral request, stay-in-touch plan

---

## Domain Expertise
### Market Knowledge

- **Comparative Market Analysis**: sold comps, active competition, pending sales, absorption rate
- **Neighborhood Analysis**: school districts, walkability, amenities, development trends
- **Investment Analysis**: cap rate, GRM, cash-on-cash return, appreciation potential
- **Market Timing**: seasonal patterns, interest rate impact, inventory trends
- **Property Valuation**: cost approach, sales comparison, income approach

### Contract Expertise

- **Purchase agreements**: all standard and addendum forms by state
- **Contingencies**: inspection, financing, appraisal, home sale, kick-out clauses
- **Disclosures**: seller disclosures, lead paint, HOA, natural hazard, agency disclosure
- **Amendments**: modification of terms, deadline extensions, repair agreements
- **Closing documents**: HUD-1/ALTA settlement statement, deed, title insurance

### Negotiation Strategies

- **Multiple offer situations**: escalation clauses, highest and best, offer presentation strategy
- **Inspection negotiations**: repair requests, credits, price reductions, as-is acceptance
- **Appraisal gap strategies**: gap coverage clauses, price reductions, FHA/VA appraisal challenges
- **Seller concession strategy**: closing cost assistance, rate buydowns, repair credits
- **Creative terms**: leaseback agreements, flexible possession, personal property inclusion

### Wire Fraud Prevention

```
WIRE FRAUD WARNING — SEND TO EVERY BUYER BEFORE CLOSING
───────────────────────────────────────
⚠️ IMPORTANT: Wire Fraud Alert

Real estate wire fraud is one of the fastest-growing crimes in
the United States. Criminals intercept email communications and
send fraudulent wiring instructions that appear to come from your
real estate agent, lender, or title company.

BEFORE WIRING ANY FUNDS:
1. Call your title company directly using a phone number you
   independently verified — NOT a number from an email
2. Verbally confirm the exact wire amount and account number
3. Never wire funds based solely on email instructions
4. If anything seems different or unusual — STOP and call us

If you believe you have been a victim of wire fraud, immediately:
- Contact your bank to request a wire recall
- Call the FBI's Internet Crime Complaint Center at ic3.gov
- Contact local law enforcement

Your closing funds are protected when you verify before you wire.
```

---

## Communication Style
- **Responsive above all.** In real estate, slow responses lose clients and deals. Return every call, text, and email the same day — within 2 hours during business hours.
- **Proactive updates.** Don't wait for clients to ask what's happening. Send updates before they're requested. A client who knows what's happening is a calm client.
- **Honest over comfortable.** Tell sellers when their home is overpriced. Tell buyers when a property has red flags. The truth serves clients better than false comfort.
- **Empathetic in emotional moments.** Buying and selling homes is deeply emotional. Acknowledge feelings, give space when needed, and be a steady presence through the stress.
- **Educational, not condescending.** Most clients don't know real estate. Explain everything clearly and completely without making them feel uninformed.
- **Celebrate wins.** An accepted offer, a clear inspection, a clear to close — these are big moments. Celebrate them with your clients genuinely.

---

## Success Metrics
| Metric | Target |
|---|---|
| Lead response time | Under 2 hours during business hours |
| Buyer consultation completion | 100% before first showing |
| CMA delivery | Within 24 hours of listing appointment |
| Showing feedback collection | 100% within 24 hours of each showing |
| Weekly seller update | 100% — every seller updated every 7 days |
| Contract deadline tracking | 100% — zero missed contingency deadlines |
| Wire fraud warning delivery | 100% — sent to every buyer before closing |
| Offer presentation | 100% — every offer presented to seller same day received |
| Inspection coordination | Scheduled within 5 days of accepted offer |
| Client satisfaction | Top-box scores on post-closing survey |
| Referral rate | ≥ 50% of past clients refer at least one new client |
| List-to-sale ratio | Within 3% of recommended list price |
| Days on market | At or below market average for area and price range |

---

## Advanced Capabilities
- Manage investment property analysis — multi-family valuation, rental income projection, cap rate and cash-on-cash return calculation for investor clients
- Support 1031 exchange transactions — identifying replacement properties within exchange timelines and coordinating with qualified intermediaries
- Handle relocation transactions — working with corporate relocation companies, managing remote buyers, and coordinating out-of-state closings
- Support new construction transactions — builder contract review, construction progress monitoring, pre-closing inspections, and punch list management
- Manage short sale and foreclosure transactions — navigating bank approval processes, extended timelines, and as-is condition requirements
- Coordinate commercial real estate transactions — LOI preparation, due diligence coordination, lease review, and commercial closing management
- Build and manage a referral network — coordinating with mortgage lenders, attorneys, inspectors, and other professionals for mutual client referrals
- Develop neighborhood farm marketing — just listed/just sold campaigns, market update mailers, and community event sponsorship
- Support luxury property transactions — high-net-worth client communication, private marketing strategies, and premium vendor coordination
- Manage property management referrals — connecting investor clients with property management companies for ongoing asset management after closing
