sTeps A-Z of the buyer Process

Follow these steps and you will have success


1- Initial Phone Call

within 24 hours of Email

This is your first opportunity to get to know the buyer. Your job with this call is to introduce yourself, get to know a little bit about them, and ask a few questions about what is prompting the move. This is also a good opportunity to win them over and tell them about what we do and why 6th Ave Homes is the company for them.

Additionally this is a time to chat finances and give them some homework before the meet up.  

It is important with this call to establish where they are at with their financing. You need to leave the convo either knowing who their lender is or directing them towards our reccomended lender.

A few questions to ask :

Are you currently working with a Lender? If so have you been pre-approved? Are you interested in talking w/ someone we have great experience with?

Before The Meetup they will need to do 2 things:

A) Fill out the Buyers Form and reiterate that they need to be as specific as possible.

B) Get pre-approved and have all of their financing in order. Before we start looking at houses we need to make sure they are good to go and have a clear idea on what they can afford.


2- Database Entry

Within 4-8 hours of phone call

Keeping track of your leads and staying organized are keys to success in real estate. Anytime you have a lead come in, we ask that you keep track of this lead in your zipforms backend system.

1) Login to your zipforms

2) Hit the "+ New" button in the top left. This will pop open a new window.

3) Enter the name of your Buyers in the "Name" field. Select the options "Purchase" and "Residential". Then select the "BUYING FORMS" from the template drop down menu. Hit "Save".
This will close the pop up window and take you to Buyers transaction that you just created.

4) Select the "Parties" tab in the tob menu section of your transaction window.

5) Hit the "+ New" button in the top left. This will pop open a new window.

6) You will see a drop down tab that says Select One. Chose "Buyer One". Fill in all the information you can. This will save you from having to enter this down the road. Make sure to select "Save As Contact"
We also reccomend looking the buyer up on facebook and downloading their profile picture. You can upload their picture where it says, "Add Photo".
Hit "Save"


3- Follow Up Email(s)

Within 4-8 hours of phone call

Once you have entered them into zip forms you will need to send a follow up email. In your email thank them for considering 6th Ave Homes and make sure to send them a link to the Buyers Steps.

If they are not already working with a lender, send them a secondary email connecting them with Jerry. 

Thanks so much for reaching out and for considering 6th Ave Homes for your real estate needs! Our team is excited to help you find your dream home.

If you could please visit the link below. On it you will find a simple form that we use to gather more info on exactly what you are looking for. Please be as specific as possible as it gives us an idea of how we can best help accomplish your real estate goals. It also walks you through the 6th Ave Homes buying process and gives you a big picture view of what to expect.

Once you fill out the form and have obtained a pre-approval from your lender we can schedule the "Meet Up".

Thanks so much and we look forward to working with you!


4- Set Meet up

After Pre-Approval

When the buyer has completed the buyers form and has obtained a bank pre-approval it is time to schedule "The Meet Up".  Once a time has been confirmed, make sure to send them a google calendar invite. 

Next you will need to set up a MLS Save Search for your client based upon the criteria they entered in their Buyers Form. 

1) Visit and login to your account

2) Click "Matrix". This will open a new window.

3) Click the "Search" tab up top -> "Residential" -> "Quick Search"

4) In top left area, unclick all excpet "Active"

5) Enter in search criteria

6) Make sure to do range for price and size

7) Click on "results" button. This is down in the bottom left area. This will take you to a new page with all of the active listings that meet your criteria.

8) On the left side you can select any property that you think is a good fit.

9) Select "Save". Then "New Saved Search". Name the search.

10) Then select "Create New Contact". Enter name, email, and then "Save". Then "Save" again.


6- The Meet Up

After Pre- Aproval

This is your time to get to know your client and see how we can help them find their dream home. We want to chat about their vision, budget, timeline, and also knock out some paperwork. Most importantly, we'll use this time to discuss expectations.

Things you will need to bring to the "Meet Up" 

1) 6th Ave Homes Mission + Core Values

2) Your Personal 6AH Bio Page

3) Team Bio Page

4) Copy of Buyer Steps

5) Copy of Buyers Form

6) Filled out IABS Doc

7) Buyers Rep Agreement

8) MLS Report of active houses in their criteria

1) Introduce yourself.

2) Tell them about 6th Ave Homes. This includes our Mission and Values

3) Explain Team Roles. Transaction coordinator. If other agents will be showing. Go over team bios.

4) Get to know them and ask about what is prompting the move. Try to hone in on their dream location and dream home.

5) Go Over their Buyers Form. Discuss the form and dream. Ask if there is anything you are missing on the form that is a "Must Have".

6)Financing - Ask them about financing and pre-aproval. Anything we need to know?

7) Make a Copy of their DL. Just let them know that it is brokerage policy to keep on file.

8) Get IBAS & Buyers Rep Signed. A good way to set this up is, "Lets get paperwork out of the way, so we can dive into looking at homes"

9) Go over the list of active properties that you brought with you. Pick out a few favorites

10) Schedule a date to go see see the properties.

1) The Process - Go over the buyer steps.

2) Timing - How soon do they need to move? Explain that it will take 30-45 days from the time they find a house to close. The seller may also need to stay in a house longer and require a lease back.

3) Capacity - Explain that you work with other clients and you will do your best to respond quickly, but will not always be able to drop everything or respond immediately.

4) Showings - Showings will need to be scheduled 6-48 hours in advance. Sellers must approve showings and our times may be turned down.

5) Targets - They will need to widdle down their potential targets. No more than 4-5 houses at a time. No more than 2-3 showings at a time.

7 - Thank You

Within 48 hours of meetup

Write them a hand written thank you note thanking them for chosing to work with you and for the Meet Up. Let them know you are excited to help them find their dream home. A text just isn't the same.



Within 48 hours of meetup

After the Meetup you should have a list of 4 or 5 houses that they are excited to see. Email them a report with their top 4 properties and confirm a few times that they would like do go see them.

Your next job is to do some due diligence on these properties and schedule showings.

It's always a good idea to do some due dilligence prior to seeing the property. We always reccomend looking up some info about the property and calling the listing agent.

1) Offers - You want to make sure there are no other offers on the table. If there are, you will need to move quickly.

2) Issues - Are there any issues or concerns with the house?

3) Reason For Selling - It never hurts to ask what is prompting the move.

4) Info about the house - Ask if there is any information about the house that the sellers would want to pass on to your buyers.

To book with CSS, login into your Matrix and go the MLS search taht you saved under their name. From their saved search in Matrix:

1) Click on the property you are wanting to see.

2) There is a little CSS button under bottom right of house image. It is white with CSS in red letters. Click this. This will open a new window.
NOTE- if a house is not on CSS, this will not show up.

3) Click green "Schedule Appointment Button"

4) Follow the instructions to schedule.

4) No CSS - If No CSS button, scroll down to the bottom of the MLS Sheet. There you will see fields labeled "Call", "Keybox #", and "Showings". Call the number provided to schedule your appointment.


9 -Showings

Showings are when things get fun! We want you to be set up for success on your showings and really go the extra mile for your client.

Things to bring to showings :

1) Water for you and your client

2) A towel - You never know when you will need one. If it is rainy outside or muddy, this will be helpful to wipe shoes off with.

3) A Flashlight - This is good to have for looking under a house and in attics.

4) MLS Sheets - Print off MLS sheets for the properties you are going to see. To do this just hit the "Print" tab at the bottom of your page. Select "Customer Full Report".

5) Info about the neighborhood - Want to really wow your clients? Print off some helpful info about the neighborhood.

Getting inside with your Supra Key:

1) Update E-Key app before you leave (in case there is no service).

2) Click obtain key

3) Enter your personal pin code

4) Click fob and make sure green light is flashing. Then directly point at infared spot on the blue lockbox

5) Get key, Set box outside by door

6) Put the key in pocket (YOU WILL LOSE IT!)

**If have issue and need to call Supra, your ekey # is at the top of your app.



Once you have the key, make sure to go ahead of client and turn on lights. While there make sure you show them the entire property include the attic and outside. When you are ready to leave make sure to turn the lights back off and make sure all doors are locked. 


8- Feedback Agent & Clients

With in 4-12 hours of showing 

It is good etiquette to leave feedback for every house you see, even if your clients are passing. So make sure to login to CSS and give some constructive feedback. Make sure to thank them for the showing and remember it is not our job to be hyper critical.

We also ask that you email a recap to your clients. Recap the things they told you and ask for any further thoughts. 


9-Offer Time!

You are finally here! They have found a house and they want to make an offer. 

Things to do before you draft up an official offer:

1) Call the other agent to check status and seller motivations.

2) Call your clients to discuss their offer.

3) After you have gone over the offer with them on the phone, email them a recap with the offer points for confirmation. You want to make sure you are crystal clear on everything before you type it up.

Steps to making an offer

1) Download and save the MLS Matrix Info for the listing as a PDF

2) Download and save the Realist Tax info. You will need this for the legal description and it is good to have on file for your client. This is accessed through the MLS listing in your Matrix platform.

Underneath the image of the house on Matrix is a TX Button.
Click that for Realist owner and tax info.
Upload into your zipforms client file.

3) Save all suplements. These are the Little paper stacks underneath the image. Download all the files. You will need to have your clients sign the Sellers Disclosure if they have included one. Add these documents to your zip forms transaction.

4) Login to Zipforms and open your clients transaction.

5) Click the "Property" Tab up top.

6) Click MLS Connect. Enter in MLS Login Info. Enter MLS Listing Number. Click "Find". Then click "Import". Click "Save" button up top.

7) Click the "Documents" Tab. Select "One to Four Family Residential" contract from list of documents.

8)Enter in the pertinent info. Info you will need includes:

Sellers info (from realist or tax)
Sales Price + Financing
Title Company
option time and fee
survey who pays
special provisions
home warranty
Seller concessions (FHA may require)
Lead Based Paint and Sellers Disclosure.

Make sure to select financing addendum if you are financing and above all MAKE SURE TO SAVE.

9) Send to clients for signatures. To do this you will click the "E-sign" button at the top of the page. Click "Sign This Form". Select the parties that need to sign. And then you will prompted on where to place signatures.

10) Repeat stpes for Lead Based Paint and Sellers Disclosure.

11) Once signed, send to listing agent. Make sure to include Lead Based Paint, Sellers Disclosure, and Pre-Approval Letter.

We also recommend sending a letter from your clients along with a picture. It never hurts to try to pull the heart strings!

    If offer is not accepted... Rinse… Dry… Repeat    breathe… pray… advise clients to do the same  .      

10-Offer Acceptance

Once an offer has been accepted it is time to make sure all of the paper work is filled out, signed, and turned into the title company. It is paramount that you pay close attention to detail during this stage of the transaction. 

Once you have come to terms with the seller, there are a few things you need to do.

1) Make sure all parties have signed and initialed EVERY page

2) Make sure YOU enter the date execution page. This is YOUR job as the agent.

3) Circulate copies of the signed contract, Sellers Disclosure, Lead Paint (if applicable), Temp Lease (if applicable), and Financing addendum to ALL PARTIES. This includes:
-Sellers Agent
-Title Company
-Buyers Lender

4) Introduce Buyers to the title company via email. Let your buyers know that the title company will be their main point of contact for everything legal regarding the transaction and closing. They will handle the terms with their lender and will be responsible for getting clear title, title insurance, the deed, and ordering the survey.

5) Drop off Earnest money to the title company. THIS MUST BE DONE WITHIN 48 hours of contract execution. YOUR CLIENT WILL BE IN DEFAULT if not turned in.

6) Drop off Option Money to the sellers agent or seller.

11-Option Period

The Option Period is the time for your client to do some due diligence. The clock is ticking and time is of the essence. You will need to schedule and inspection as soon as you can. The quick the inspection happens the sooner you get the report back. You will also need to bring out any contractors at this time if you are wanting to get bids or ask questions. Please visit our resources page for inspectors & contractors.

Once you have the inspection back you may want to ask for some concessions. Just know, any negotiations need to happen before the option period expires. 

There will ALWAYS be concerns brought up on inspections and if it is an old house there will probably be A TON of things brought up. It's an inspectors job to point out anything and everything wrong with a house. But know, that not everything is cause for alarm or worth fighting for. If a house is used, it will have some deficencies. Your job is to coach your client through what is major and what is minor.

For instance some rotted wood on the exterior, minor cracks in grout or sheetrock are not really causes for alarm. However, water damage, issues with HVAC, leaks, and foundation problems are all items that need to be corrected.

When asking for concessions you need to consider a few things :

-Are you getting a deal or market price? If you are already getting a below market price, then do not expect to get very many concessions. If you are paying top dollar, then ask for things to be taken care of.

-How motivated is the seller? If the property has been on the market for months, they will likely say yes to more repairs. If its only been on the market for a few days, dont expect to get too much. BUT, it never hurts to ask.

There are several things you can ask for during the inspection period and in regards to the inspection. I make sure to always send over the inspection with your "ask" so that you have proof of the things you are asking for.

1) You can ask for repairs to be done. Note, a seller may not want to deal with this or know how. If that is the case then move to 2)
2) You can ask for the Seller to lower the sales price, but the estimated price of the repairs.
3) You can ask the seller to contribute towards the buyers closing costs. Often this will put more money directly into the buyers pocket so they can pay for the repairs. If you lower a sales price by $1-2k it does not really afect their mortgage. But $1-2k towards closing costs will come directly from the amount they need to bring at closing.

Submit your requests to the listing agent and be prepared to compromise. Also tell your clients that they may not get any concessions at all and may need to be prepared to walk away or accept the house as is.

If the seller agrees to concessions, fill out the TREC ammendment form. Make sure all parties sign and date the document and have it submitted to the title company BEFORE the option period expires.