MLS Listing Review Checklist

Match the street address, unit number, and parcel ID to the county assessor record. Auto-populated MLS data frequently mis-keys unit numbers on condos and townhomes — a wrong unit number kills syndication matching to Zillow and Realtor.com.

MLS requires a square-footage source field (tax record, appraisal, builder, measured). Never input owner estimate as fact. Mismatched square footage between tax record and listing is a top cause of post-closing misrepresentation claims.

Bedrooms must meet local code definition (egress window, closet, minimum dimensions in many jurisdictions). A finished basement room without egress is not a bedroom — listing it as one is misrepresentation.

Homes built before 1978 require federal lead-based paint disclosure (Title X) including the EPA pamphlet and 10-day inspection opportunity. Capture the year so the LBP disclosure step downstream branches correctly.

Cross-check the MLS list price against the signed listing agreement and the most recent CMA the seller approved. Pricing discrepancies between the agreement and MLS are a frequent broker file-review citation.

Pull from the county assessor, not from auto-populated MLS data which often lags a tax cycle. Note any homestead, senior, or veteran exemptions that will not transfer to the buyer — those reset taxes upward post-sale.

Capture monthly vs. quarterly vs. annual, special assessments pending, and which utilities or amenities are included. Buyers frequently terminate during HOA document review when fees turn out higher than advertised.

Per the NAR settlement, buyer-agent compensation is no longer published in the MLS. Confirm the seller-approved compensation offer is documented in the listing file and ready to communicate off-MLS (brokerage website, direct inquiry, showing instructions per local rules).

Strike protected-class language: "perfect for a family," "walk to church," "safe neighborhood," "master bedroom" (use primary), references to schools as a quality signal, age-related language outside of legitimate 55+ communities. Fair Housing Act violations originate in MLS remarks more than anywhere else in the file.

If the seller declined recommended repairs (carpet, paint, landscaping), the remarks should not describe the home as if those updates happened. Aspirational copy that contradicts the seller's property disclosure invites misrepresentation claims.

School assignment is a recurring source of misrepresentation suits — boundaries change, magnet programs vary, and feeder patterns aren't intuitive. Pull current attendance from the district's official boundary tool, not GreatSchools or Zillow.

Lead photo drives Zillow and Realtor.com click-through. Use the strongest exterior or hero shot, not a kitchen island detail. Order remaining photos in walk-through sequence: exterior, living, kitchen, primary bedroom, remaining beds, baths, exterior amenities.

Most MLSs cap at 25-50 photos (Bright MLS 50, Stellar 50, varies regionally). Going over forces auto-truncation that drops the last-uploaded shots — often the ones the photographer flagged as best.

Look for visible mail, family photos with faces, computer screens, prescription bottles, religious items, political signage. Sellers occasionally object post-publication. Flag for re-shoot or photo edit before going live.

Click both branded and unbranded URLs. MLS requires unbranded for the public tour field — branded tours in that field violate co-broke rules and trigger MLS fines.

The pilot must hold a current FAA Part 107 certificate, and the property must be outside controlled airspace or have LAANC authorization. Hobbyist drone footage on a commercial listing exposes the brokerage to FAA enforcement.

Walk the form section by section — sellers leave items blank that they actually know about (foundation cracks, prior flooding, roof age). Blanks become post-closing lawsuits. Confirm dated signatures on every page the form requires.

Federal Title X requires the LBP disclosure form, EPA "Protect Your Family" pamphlet acknowledgment, and the 10-day inspection opportunity language. EPA fines run into five figures per violation. Skipping this on a pre-1978 home is a clean license-law citation.

State-specific form (e.g., CA Agency Disclosure, FL Transaction Broker Notice, TX IABS). Must be signed at first substantive contact, not at listing activation — but the listing file should contain it before going active.

Some states (CA, FL, VA) impose statutory delivery deadlines for HOA documents post-contract — buyer rescission rights kick in if late. Ordering at listing activation rather than contract acceptance avoids the scramble.

Examples: CA TDS and Natural Hazard Disclosure; FL coastal construction control line; TX MUD/PID notices; NY property condition disclosure or $500 credit; CO source-of-water; NJ flood disclosure. Check the state association's current required-forms list — these change.

Most state advertising rules require agent license number visible on listing public remarks or the marketing field. Team-name advertising rules differ by state — confirm the team name format complies and the designated REALTOR / brokerage name appears.

Confirm IDX, Zillow, Realtor.com, Redfin, Homes.com flags match what the seller authorized in the listing agreement. Quiet-listing sellers frequently get auto-syndicated by default settings — that's a listing-agreement breach the seller will catch within hours.

Set up ShowingTime, BrokerBay, or CSS with the seller's notice preference, occupancy status, pet/alarm notes, and supra/Sentrilock lockbox CBS code. Tenant-occupied properties require statutory showing notice in most states (commonly 24 hours) — note that explicitly.

Managing broker reviews the assembled file, confirms all disclosures are executed, and authorizes status change to Active. Capture the decision, any remaining conditions, and a signature for the file.