Agent Performance Review Checklist

Export the agent's gross commission income, units closed, and average sale price for the review period from Brokermint, Lone Wolf, or your back-office system. Separate listing-side and buyer-side production so the next step has the breakdown ready.

Listing-heavy and buyer-heavy agents have very different time profiles and CTC workloads. The split also tells you whether the agent is at risk under the post-NAR-settlement compensation changes, where buyer-side comp now lives outside the MLS.

Pull conversion data from Follow Up Boss, kvCORE, or BoldTrail by lead source — Zillow Premier Agent, Realtor.com Connections, sphere, repeat client, ISA, sign call, open house. Closed-deal cost-per-lead matters more than top-of-funnel volume; a low-conversion Zillow spend can mask itself as activity.

Compare the agent against prior period, team median, and brokerage cap progress. Flag any agent within 3 transactions of cap so the conversation in the review meeting can address split adjustment.

Pull 3-5 closed files at random from Dotloop or SkySlope. Verify completeness against the brokerage file checklist: signed listing/buyer-rep agreement, agency disclosure, seller's property disclosure, lead-based paint disclosure on pre-1978 homes, wire-fraud advisory, ratified contract with all addenda, CD/ALTA settlement statement.

State license law in most states requires the agency disclosure form before discussing buying or selling preferences. Spot-check the timestamp on the signed disclosure against the first showing or substantive client meeting in the CRM. Late or missing disclosures are the most common file-review citation.

Most states require earnest money deposit to broker trust within 3 business days of contract acceptance. Pull the trust ledger and match deposit dates against contract effective dates. Late deposits and any whiff of operating-account commingling are commission-level violations.

Check live and recently-closed listings for: brokerage name and license number on all advertising, square footage source disclosed, fair-housing-compliant description language (no 'perfect for', 'family-oriented', or protected-class references), and sold-status corrections filed in MLS within the required window.

For any file audit failures, write up the specific gaps, the corrective steps, and a re-audit date. Loop in the designated REALTOR or compliance officer if the issues touch trust-account handling, agency, or fair housing — those go beyond a coaching conversation.

Compile post-closing survey responses and NPS for the review period. Read the verbatim comments — a 9 NPS with 'felt rushed at inspection' is a coaching signal that the score alone hides.

Run the response-time report in Follow Up Boss or BoldTrail. Industry conversion data shows leads contacted within 5 minutes convert dramatically better than 1-hour-plus responses; a median response time over 30 minutes for portal leads is the conversation to have.

Sample 2-3 of the agent's active or recently-closed listings. Confirm the seller received showing-feedback summaries on the standard cadence (Day 3, Day 7, weekly) and that any price-adjustment conversations were documented. 'Seller didn't hear from me' is the top complaint that produces brokerage transfers.

Pull recent public reviews from Zillow agent profile, Google Business, and Realtor.com. Flag any unanswered negative reviews — the response (or lack of it) is more telling than the original complaint.

Verify CE hours against the agent's state renewal cycle (typically 12-30 hours per 1-2 years), including any required ethics, agency, and fair-housing modules. Check the state commission portal directly — agent self-reports are often optimistic about what's actually been logged.

For REALTOR members, the Code of Ethics training runs on a 3-year cycle and is enforced by the local board. A lapsed cycle suspends membership and MLS access — confirm completion well before the cycle deadline rather than on it.

Send the self-evaluation form at least one week before the review meeting. Ask the agent to identify their best deal of the period, their worst deal, and one skill they want to build — answers reveal more than a numerical self-score.

Set 2-3 measurable goals: a unit/GCI target, a skill area (listing presentation, buyer-rep negotiation, sphere reactivation), and a process habit (CRM hygiene, response time). Bring these as proposals to the review meeting rather than handing them down.

Walk through production data, file-audit findings, client feedback, and proposed goals in that order. Save commission-tier and split discussions for after the development conversation so the agent doesn't hear the whole review through a money filter.

Confirm where the agent stands against brokerage cap, post-cap split, and any team-specific tier thresholds. Document any adjustments in the agent file and the back-office system before the next funded transaction so the first commission disbursement reflects the new terms.

Capture the rating, any narrative notes, and digital signatures from both manager and agent. The signed review goes in the agent file and is referenced at the next cycle — keep it specific enough to be useful six months from now.

For agents flagged as Needs Improvement, set a calendared 30-day check-in with specific milestones (e.g., response-time median under 15 minutes, two new buyer-rep agreements signed, file audit re-run with no fails). Without a hard date, the plan slides into the next review cycle untouched.