Free Checklist Templates for Real Estate

Real Estate

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Agent Performance Review Checklist

Production & Pipeline Review

Pull GCI and units closed from back office

Break down production by listing and buyer side

Analyze lead-source ROI by channel

Compare results against team benchmarks

Transaction File & Compliance Review

Audit a sample of closed transaction files

Verify agency disclosure timing at first contact

Confirm EMD deposit timing in the trust account

Spot-check MLS accuracy and advertising compliance

Document a remediation plan for compliance gaps

Client Experience & Communication

Pull client satisfaction surveys and NPS scores

Audit CRM response times on new leads

Review seller-update cadence on active listings

Read online reviews on Zillow and Google

Licensing, Ethics & Development

Confirm CE hours completed for license renewal

Verify NAR Code of Ethics training status

Collect the agent's self-evaluation

Draft production and skill goals for next period

Review Meeting & Sign-Off

Hold the performance review meeting

Discuss split, cap progress, and tier eligibility

Sign off on the review with overall rating

Schedule the 30-day coaching check-in

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Brokerage Technology Inventory Audit

Hardware & Device Inventory

Inventory agent laptops and workstations

Catalog MFPs and signing-station scanners

Audit Supra eKEY and lockbox assignments

Log drone equipment and FAA registration

Software & SaaS Subscriptions

Audit CRM seats and renewal dates

List transaction-management subscriptions

Reconcile MLS, eSign, and showing-tool accounts

Catalog CMA and marketing-tool licenses

Security & Access Controls

Verify MFA on email, CRM, and Dotloop

Review wire-fraud safeguards with the TC

Audit trust-account banking access

Confirm device encryption and screen-lock policy

Data Backup & Retention

Identify backup tools for transaction files

Verify retention against state license law

Test restore from the transaction archive

Document escrow ledger backup cadence

Findings & Sign-Off

Compile the audit findings

Open remediation tickets for security gaps

Escalate the failed restore test

Designated REALTOR signs off on the audit

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Brokerage Trust Account Management Checklist

Trust Account Setup

Verify the account is titled as broker trust

Confirm signatories with the broker-in-charge

Register the account with the state commission

Earnest Money Intake

Log the incoming earnest money deposit

Deposit EMD within the state-required window

Verify wire instructions by phone before disbursement

Issue an EMD receipt to the cooperating broker

Monthly Three-Way Reconciliation

Pull the bank statement and trust ledger

Reconcile bank to ledger to client subaccounts

Confirm whether the three balances match

Escalate the variance to the broker-in-charge

Compliance and Audit Prep

Review against state commission trust rules

Check for commingling and missing deposits

File a self-report with the state commission

Retain trust records for the required period

Stakeholder Reporting

Send the monthly trust statement to the BIC

Issue a closing statement at disbursement

Resolve discrepancies raised by agents or clients

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Buyer Consultation Checklist

Pre-Consultation Preparation

Review the buyer intake questionnaire

Pull a fresh CMA for the target area

Assemble the consultation packet

Confirm the meeting and send the agenda

Consultation Meeting

Present the agency disclosure at first substantive contact

Execute the buyer representation agreement

Confirm financing status

Capture must-haves, nice-to-haves, and dealbreakers

Deliver the wire-fraud advisory

Lender Referral and Pre-Approval

Refer to two or three lenders

Collect the pre-approval letter

Property Search and Showings

Set up the MLS auto-search

Schedule showings via ShowingTime

Capture written showing feedback after each tour

Offer and Negotiation

Confirm the co-broke compensation in writing

Draft the offer with appropriate contingencies

Submit the offer and track response

Negotiate the counter and ratify the contract

Under Contract Milestones

Deposit earnest money to the trust account

Order and attend the home inspection

Submit inspection objections before deadline

Track appraisal and financing milestones

Review the title commitment with the buyer

Closing and Possession

Conduct the final walk-through

Reconfirm wire instructions verbally

Review the Closing Disclosure with the buyer

Attend closing and confirm recording

Post-Closing Follow-Up

Submit the closed transaction file for compliance review

Send the preferred-vendor list

Schedule the 30-day client check-in

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Buyer Due Diligence Coordination Checklist

Contract & Disclosure Review

Calendar all contract contingency deadlines

Confirm EMD posted to escrow

Walk through the seller's property disclosure

Verify the home's build year

Confirm lead-based paint disclosure delivered

Inspection Period

Schedule the general home inspection

Order specialty inspections

Review the inspection report with the buyer

Submit repair requests or objections

Title & Survey

Confirm title commitment received from escrow

Resolve title objections with the title officer

Order the property survey

Financing & Appraisal

Confirm the lender ordered the appraisal

Record the appraisal result against contract price

Negotiate the appraisal gap

Track loan conditions to clear-to-close

HOA & Insurance

Confirm whether the property has an HOA

Order HOA estoppel and governing documents

Bind homeowner's insurance for the lender

Final Walkthrough & Closing

Schedule the final walkthrough

Verify wire instructions verbally with escrow

Confirm clear-to-close from the lender

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Continuing Education Checklist

Renewal Requirements and Planning

Confirm the license renewal deadline

Look up state CE hour requirements

Check NAR Code of Ethics cycle status

Confirm brokerage CE reimbursement policy

Course Selection and Enrollment

Verify the CE provider is state-approved

Select an alternate state-approved provider

Pick courses covering mandatory topics

Register and pay course fees

Course Completion

Complete required coursework hours

Pass each end-of-course exam

Save completion certificates and final scores

Compliance Filing and Recordkeeping

Post hours to the state license portal

Upload certificates to the audit portal

File certificates in the brokerage compliance folder

Apply Learning to Practice

Update intake forms for legislative changes

Brief the team on fair housing updates

Set the next renewal cycle reminder

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Contract to Closing Checklist for Buyers

Contract Review & Ratification

Confirm the ratified contract and effective date

Calendar all contingency deadlines

Review the buyer representation agreement

Earnest Money & Disclosures

Wire earnest money to the broker trust account

Review the seller's property disclosure

Request HOA estoppel and governing documents

Inspection Period

Schedule the general home inspection

Attend the inspection walkthrough

Review the inspection report findings

Submit inspection objections to the seller

Title & Appraisal

Review the title commitment for objections

Coordinate the lender's appraisal

Review the appraised value against contract price

Negotiate the appraisal gap

Financing & Insurance

Submit final underwriting conditions to the lender

Confirm clear-to-close from the lender

Bind the homeowner's insurance policy

Verify flood zone and bind flood insurance if required

Final Walkthrough & Closing

Conduct the final walkthrough

Review the Closing Disclosure with the buyer

Verify closing wire instructions by phone

Sign at closing and confirm recording

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Contract to Closing Checklist for Sellers

Pre-Listing Preparation

Pull a CMA against active comps

Schedule MLS photos and Matterport

Confirm year-built for disclosure scope

Marketing and Offer Negotiation

Activate the MLS listing and syndication

Host broker preview and public open house

Negotiate price, contingencies, and closing date

Contract Ratification

Execute the purchase agreement via DocuSign

Deposit earnest money to broker trust

Deliver the seller's property disclosure

Deliver the lead-based paint disclosure

Under Contract Milestones

Coordinate the buyer's home inspection

Resolve inspection objections with the buyer

Confirm appraisal value against contract price

Negotiate appraisal gap coverage

Closing Preparation

Review the ALTA Settlement Statement

Coordinate the buyer's final walk-through

Verify wire instructions verbally with title

Day of Closing

Attend the closing appointment

Confirm funding and deed recording

File the closed listing in MLS

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Cybersecurity Checklist for Real Estate

Wire Fraud Prevention

Confirm verbal wire-verification SOP with title partners

Update the buyer wire-fraud warning handout

Audit agent email accounts for forwarding rules

Reset credentials and notify affected clients

Account Access and MFA

Enforce MFA on email, CRM, and transaction platform

Review MLS and lockbox access roster

Confirm shared-account passwords have rotated

Transaction File Protection

Confirm transaction files are stored in approved system only

Verify trust account portal access is broker-only

Review encryption on devices holding client PII

Test the transaction-file backup restore

Agent Training and Awareness

Run a phishing simulation on all agent accounts

Hold the quarterly wire-fraud and phishing briefing

Document the incident reporting procedure

Vendor and Integration Review

Inventory third-party integrations into CRM and email

Request SOC 2 reports from key vendors

Confirm vendor contracts include breach notification terms

Sign off on the quarterly cybersecurity review

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Departing Agent Exit Interview Checklist

Departure Intake

Capture the agent's profile and last day

Confirm voluntary or involuntary separation

Update forwarding contact information

Active Pipeline Reassignment

Inventory active listings and pending contracts

Confirm whether the agent has open transactions

Reassign listings and buyers to covering agents

Notify sellers and buyers in writing

Document co-broke and referral splits

License and MLS Transfer

File the license transfer with the state commission

Remove the agent from local board and MLS roster

Deactivate Supra and ShowingTime credentials

Retrieve lockboxes from active and recent listings

Systems and Brand Access

Disable email, CRM, and transaction-management logins

Export client and lead data to brokerage ownership

Set an email auto-reply with the new contact

Take down brokerage signage and marketing

Final Commission and Compliance

Reconcile pending commissions and cap status

Audit transaction files for compliance gaps

Confirm 1099 delivery for year-end

Exit Interview and Documentation

Schedule the exit interview with the broker

Walk through the exit interview script

Sign the brokerage release and final acknowledgment

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Down Payment Assistance Checklist

Eligibility Screening

Verify household income against AMI limits

Pull tri-merge credit and confirm minimum FICO

Confirm first-time homebuyer status

Verify property eligibility and purchase price cap

Program Selection and Match

Identify state HFA and local government programs

Research non-profit and CRA-funded grants

Check employer-sponsored EAH benefits

Select the DPA program for this transaction

Application Package

Collect income and asset documentation

Complete the program application form

Submit reservation to the program portal

Approval and Loan Coordination

Confirm DPA approval status with the lender

Complete HUD-approved homebuyer education

Source alternate assistance if program denied

Coordinate DPA second with first-mortgage CD

Closing and Post-Funding

Verify DPA funds wired to escrow

Sign DPA second mortgage and recapture documents

Deliver post-closing package to the buyer

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Home Buyer's Checklist

Financial Preparation

Pull tri-merge credit and dispute errors

Set the buyer's price ceiling and cash-to-close

Secure a written lender pre-approval

Sign the buyer representation agreement

House Hunting

Build the must-have and deal-breaker list

Set up MLS auto-search and saved alerts

Tour homes via ShowingTime

Confirm buyer is ready to write

Offer and Negotiation

Run a CMA on the subject property

Confirm co-broke compensation in writing

Draft contingencies into the purchase contract

Submit the offer through Dotloop or SkySlope

Negotiate the counter-offer

Under Contract Milestones

Deliver EMD to the escrow holder

Schedule the licensed home inspection

Submit inspection objections before deadline

Track appraisal order and value

Confirm clear-to-close from the lender

Closing

Review the Closing Disclosure against the LE

Verify wire instructions by phone

Conduct the final walkthrough

Sign at the closing table and record

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Home Inspection Coordination Checklist

Pre-Inspection Scheduling

Calendar the inspection contingency deadline

Book a licensed inspector within the period

Send access instructions to the inspector

Confirm utilities are on at the property

Day of Inspection

Meet the inspector at the property

Walk the property with the buyer

Flag pre-1978 lead-based paint concerns

Report Review and Buyer Decision

Receive the inspector's written report

Debrief material findings with the inspector

Send the findings summary to the buyer

Capture the buyer's response decision

Deliver the termination notice before deadline

Inspection Objection and Negotiation

Draft the inspection objection notice

Deliver the objection to the listing agent

Negotiate repairs, credits, or price reduction

Execute the repair amendment

Repair Verification and Contingency Release

Schedule the agreed repairs with the seller

Verify repairs before the final walk-through

Confirm release of the inspection contingency

Update the transaction coordinator and buyer

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Home Seller's Listing-to-Close Checklist

Listing Agreement & Intake

Execute the listing agreement and agency disclosures

Walk the seller's property disclosure with the seller

Capture build year and trigger lead-based paint disclosure

Deliver the LBP disclosure and EPA pamphlet

Order HOA estoppel and governing documents

Pre-Listing Prep

Walk the property and recommend declutter and repair items

Confirm staging decision

Book the photographer for post-staging

MLS Input & Activation

Finalize the CMA and list price with the seller

Confirm syndication and showing preferences

Input the listing into MLS

Install the lockbox and yard sign

Activate the listing and verify syndication

Marketing Launch

Send the just-listed email blast

Post to social channels and farm postcards

Schedule the broker preview and public open house

Offer Negotiation

Log incoming offers and confirm buyer agent compensation

Review offers with the seller

Draft and deliver the counter-offer

Ratify the contract and distribute copies

Contract-to-Close Milestones

Confirm EMD deposit to broker trust

Track inspection period and respond to objections

Confirm appraisal ordered and monitor value

Renegotiate the appraisal gap

Track financing contingency to clear-to-close

Closing & Post-Close

Verify the Closing Disclosure timing

Coach the seller on wire-fraud verification

Coordinate the final walk-through

Attend closing and confirm funding

Update MLS to sold within 48 hours

Submit the closed file for broker compliance review

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MLS Listing Review Checklist

Property Details & Data Accuracy

Verify the address against tax records

Confirm square footage and source

Confirm bed and bath count matches records

Check year built for pre-1978 trigger

Financial & Tax Information

Confirm list price matches the listing agreement

Verify annual tax amount and tax year

Confirm HOA fees, frequency, and what they cover

Confirm buyer agent compensation offer

Listing Description & Fair Housing Review

Scan the description for fair housing violations

Proofread for spelling and grammar

Confirm description matches current condition

Verify school district claims against district boundaries

Photos & Media QA

Confirm primary photo and photo order

Verify photo count is within MLS cap

Check for personal items and identifying info in photos

Confirm virtual tour and Matterport links work

Confirm drone footage has FAA Part 107 compliance

Disclosures & Legal Compliance

Confirm seller's property disclosure is signed and complete

Attach the lead-based paint disclosure

Confirm agency disclosure is in the file

Order HOA estoppel and resale package

Verify state-specific disclosures are attached

Agent, Brokerage & Showing Setup

Verify listing agent name and license number

Confirm brokerage name and office ID are correct

Set syndication preferences per seller instructions

Configure showing instructions and lockbox access

Final broker sign-off before activating

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Mortgage Closing Checklist

Loan File Setup & Disclosures

Open the file in the transaction system

Capture loan type and year built

Deliver the lead-based paint disclosure

Confirm the signed agency disclosure

Confirm the Loan Estimate was delivered

Underwriting & Loan Conditions

Confirm submission to underwriting

Re-verify employment with a fresh VOE

Coach the borrower through credit refresh

Track conditions through clear-to-close

Appraisal, Title & Insurance

Confirm the appraisal was ordered

Compare appraised value to contract price

Negotiate the appraisal gap

Order the title commitment

Review the title commitment for objections

Clear title objections before CD issuance

Confirm the hazard insurance binder

Closing Disclosure & Pre-Closing

Confirm CD issuance three business days out

Reconcile final fees against the Loan Estimate

Verbally verify wire instructions with escrow

Confirm cash-to-close with the borrower

Signing & Funding

Schedule the final walkthrough

Coordinate the signing appointment

Witness signing of the note and deed of trust

Confirm funding authorization from the lender

Post-Closing & Compliance

Record the deed and mortgage at the county

Verify commission disbursement on the ALTA

Update MLS status to closed

Submit the file for broker compliance review

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New Agent Onboarding Checklist

Pre-License & Paperwork

Confirm license status and transfer needs

Submit license transfer to the state commission

Verify E&O insurance enrollment and coverage dates

Send Day 1 welcome packet and logistics email

Day 1 Brokerage Orientation

Tour the office, lockbox cabinet, and listing wall

Walk through the independent contractor agreement

Sign policy manual and antitrust acknowledgment

Systems & Tools Provisioning

Provision brokerage email and CRM seat

Activate MLS membership and Supra eKEY

Set up transaction-management account

Configure DocuSign signing templates

Compliance & Standards Training

Complete agency disclosure and dual-agency module

Complete fair housing and anti-steering training

Review EMD handling and trust-account SOP

Complete wire-fraud prevention training

Mentor Program & Pipeline Kickoff

Pair with a mentor for the first three transactions

Enroll in the new-agent jumpstart bootcamp

Build the sphere-of-influence list in CRM

Shadow a buyer consultation and listing presentation

30/60/90-Day Development

Hold the 30-day check-in with the managing broker

Review the first ratified contract with compliance

Conduct the 90-day production review

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Offer Review Checklist

Offer Intake & Completeness Check

Log the offer receipt and source

Verify buyer legal names against the pre-approval

Confirm all required signatures and initials

Confirm EMD amount and deposit deadline

Price & Financing Review

Run a fresh CMA against the offer price

Review the pre-approval letter and loan type

Verify proof of funds for the cash offer

Build the seller net sheet

Flag escalation clauses or appraisal-gap language

Contingencies & Timelines

Review the inspection contingency window

Review the appraisal contingency and gap terms

Confirm the financing contingency expiration

Check for a home-sale contingency

Pull the buyer's current listing status

Closing Terms & Concessions

Confirm the proposed closing date with the seller

Evaluate requested seller concessions

Assess requested repair credits

Inclusions & Special Provisions

Confirm personal property inclusions and exclusions

Review rent-back or post-closing possession terms

Confirm buyer-agent compensation in the offer

Compliance & Seller Presentation

Verify required disclosures are attached

Save the offer package to the transaction file

Present the offer comparison to the seller

Draft the counter-offer terms

Deliver the seller's response to the buyer's agent

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Open House Preparation Checklist

Pre-Event Property Prep

Walk the property with the seller

Schedule cleaning and minor repairs

Refresh staging and curb appeal

Secure valuables and personal items

Marketing & Promotion

Post the open house to MLS and syndication

Push social and email blasts to the sphere

Mail just-listed postcards to the farm

Print sign-in sheets and property flyers

Day-Of Setup

Place directional signs along approach routes

Open blinds, turn on lights, set the temperature

Set out refreshments and flyers

Visitor Management & Security

Greet visitors and collect sign-in info

Disclose agency at first substantive contact

Keep visitors accompanied through the home

Capture event metrics at close

Post-Event Follow-Up

Send the seller a same-day recap

Import sign-ins to the CRM and trigger drip

Personally call hot leads within 24 hours

Schedule a price-strategy call with the seller

Remove signs and return seller property

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Property Appraisal Preparation Checklist

Documentation Gathering

Confirm property occupancy status

Pull the deed and title commitment

Compile property tax records

Collect leases and rental rolls

Gather HOA estoppel and dues schedule

Improvements and Permits

List renovations from the past five years

Pull permits for major renovations

Compile warranty and receipt packet

Comparable Sales Packet

Pull three to five closed comps

Note pending sales within a half-mile

Flag neighborhood factors affecting value

Appraiser Site Visit

Schedule the appraiser access window

Prepare the property for inspection

Meet the appraiser with the packet

Appraisal Review

Record the appraised value

File a reconsideration of value

Negotiate the appraisal gap

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Property Marketing Plan Checklist

Pricing & Market Analysis

Pull a fresh CMA in Cloud CMA or RPR

Identify the target buyer profile

Confirm list price with the seller

Confirm buyer-agent compensation in writing

Property Preparation

Walk the property with the seller

Confirm whether the home was built before 1978

Deliver the lead-based paint disclosure

Coordinate staging and pre-photo cleaning

Marketing Asset Production

Schedule the photographer and Matterport

Select MLS photos within the photo cap

Draft the MLS property description

Produce flyers and social graphics in Canva

MLS Input & Activation

Confirm syndication and showing preferences

Input the listing into the MLS

Activate the listing in MLS

Marketing Launch

Send the just-listed email blast

Post to Instagram, Facebook, and LinkedIn

Mail just-listed postcards to the farm

Schedule broker preview and public open house

Post-Launch Cadence & Review

Send Day 3 showing activity report

Compile Day 7 showing feedback summary

Hold the Day 14 price review with seller

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Property Rehab Checklist

Pre-Rehab Scope and Budget

Walk the property with the GC

Confirm build year for LBP scope

Order EPA RRP-certified lead testing

Pull permits from the local AHJ

Lock the rehab budget with contingency

Exterior Repairs

Repair roof damage and leaks

Replace damaged windows

Repaint exterior siding

Refresh landscaping and curb appeal

Mechanical Systems

Update plumbing to code

Replace the electrical panel and rewire

Replace the HVAC system

Replace attic and crawlspace insulation

Kitchen and Bathroom Upgrades

Install new cabinets and countertops

Replace fixtures and appliances

Upgrade to water-efficient toilets and faucets

Finishes and Air Sealing

Install new flooring throughout

Repaint walls and ceilings

Seal windows and doors for energy efficiency

Final Inspection and Listing Prep

Pass municipal final inspection

Address inspector punch list items

Walk the GC punch list

Hand listing file to the listing agent

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Real Estate Advertising Checklist

Compliance Review

Screen ad copy for fair housing violations

Add brokerage name and agent license number

Apply state-required advertising disclosures

Listing Content Verification

Verify the square footage source

Confirm the build year for lead-based paint

Add the EPA lead-based paint disclosure

Cross-check features against the seller disclosure

Photography and Visual Assets

Select photos within the MLS syndication cap

Confirm whether drone footage is included

Verify FAA Part 107 pilot certification

Apply brokerage branding to all graphics

Audience and Channel Selection

Identify the target buyer profile from the CMA

Set MLS syndication preferences with the seller

Configure the Facebook Housing special ad category

Disclosures and Permissions

Obtain the photographer copyright release

Confirm agency disclosure language in the ad

Verify testimonials have signed client authorization

Launch and Tracking

Add a UTM-tagged landing page or tracking number

Schedule the just-listed launch across channels

Log final compliance sign-off

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Real Estate Agent Onboarding Checklist

Pre-Start Paperwork & License

Verify the agent's state license status

Submit license transfer to the state commission

Complete state post-license requirements

Sign the Independent Contractor Agreement

Enroll the agent in E&O insurance

Day 1 Orientation

Hold welcome meeting with broker and team

Tour the office and supra/lockbox setup

Walk through brokerage culture and ethics expectations

Technology & Systems Setup

Provision brokerage email and Google Workspace

Configure CRM and import sphere contacts

Activate MLS access through the local board

Train on Dotloop or SkySlope transactions

Compliance & Disclosure Training

Complete fair housing and anti-steering training

Review state agency disclosure requirements

Walk through RESPA Section 8 referral rules

Confirm NAR Code of Ethics training status

Enroll the agent in the ethics renewal course

Sales Production Training

Shadow a listing presentation with mentor agent

Build a practice CMA in Cloud CMA or RPR

Role-play buyer consultation and objection handling

Walk through the buyer representation agreement

Marketing Launch & 30-Day Review

Set up Zillow and Realtor.com agent profiles

Schedule professional headshot and bio shoot

Mail "I've joined" announcements to the agent's sphere

Hold the 30-day production review with the broker

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Real Estate Assistant Training Checklist

Workstation and System Access

Provision email and Microsoft 365 access

Set up the transaction management platform

Add the assistant to the CRM

Configure ShowingTime and lockbox access

Brokerage Compliance Orientation

Review state agency disclosure requirements

Walk through Fair Housing advertising rules

Train on wire fraud verification protocol

Review the trust account and EMD SOP

Sign the confidentiality acknowledgment

Confirm whether your state allows dual agency

Train on written dual agency consent

Listing Coordination Training

Walk through the listing intake checklist

Practice MLS input in the training environment

Train on the lead-based paint disclosure trigger

Shadow a listing photo shoot

Transaction Coordination Training

Train on contract-to-close deadline calendaring

Practice EMD deposit tracking within the state window

Walk through the inspection objection workflow

Review appraisal and financing contingency tracking

Client Communication Standards

Review email and text response templates

Train on the showing-feedback collection workflow

Practice the fair-housing-compliant neighborhood script

30-Day Readiness Review

Review the training transaction file

Sign off on assistant readiness

Schedule remediation training sessions

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