sTeps A-Z of the buyer Process

Follow these steps and you will have success


1- Initial Phone Call

within 24 hours of Email INtro 

This is your first opportunity to get to know the client. Your job with this call is to introduce yourself, get to know a little bit about them, and ask a few questions about the scope of the project. 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 the scope of what they need. You need to leave the convo knowing :

-The scope of the project
-Their need for a designer
-Their Type of Financing Options; cash, financed via lender, etc.
**If project is being financed, determine timeline, lender, requirements
-The time requirements of the job. Is this an immmediate need or a project we can push down the pipeline? Determine Their Rough Budget

A few questions to ask :

Before The Meetup they will need to do 2 things:

A) Fill out the Construcion Form (if they have not already done so) and reiterate that they need to be as specific as possible.

B) Make sure they have a plan for how they plan to finance the project and that they are pre-approved if they plan to use a bank.


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 our backend system TBD.

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 our database 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 Construction Steps.

Thanks so much for reaching out and for considering 6th Ave Homes for your construction needs! Our team is excited to help you make a space that feels like you.

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 we can schedule the "Meet Up".

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


4- Set Meet up


This will likely coincide with the follow up email or phone call. Set a time where you will not be rushed and can make sure you have enough time to go over all aspects of the project with the customer.

Use this time to answer any other questions that you need answered before your “meet up”.


6- The Meet Up

Time to sell the job!

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 give them some info about our company. Most importantly, we'll use this time to discuss expectations.

At the end of this, you should also be able to provide a rough estimate. This will not be an exact number, but a ballpark range. 

1) 6th Ave Homes Mission + Core Values

2) Your Personal 6AH Bio Page

3) Team Bio Page

4) Copy of Constructoin Steps

5) Copy of their Construction Form

6) Typical Price Breakdown Sheet

7) Disclosures and Insurance Info

8) Typical Contract Example


1) Introduce yourself.

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

3) Explain Team Roles. Jimmy and Jamey, our admin person, supervisors etc. Go over team bios.

4) Get to know them and ask about what is prompting the renovation. Try to hone in on their needs and wants.

5) Go Over their Construction Form. What needs to be renovated and go over the entire scope of the project. Ask if there is anything you are missing on the form that is a "Must Have".

6) Design Services. Are there design services needed?

7) Architectural Services. Are their architectural or engineering servies needed?

7) Timeline. What are their timeline needs?

8) Budget and Financing - Ask them about financing and their budget. Anything we need to know?

1) Explain the process and that this whole thing takes time.

2) Bidding Takes Time - It requires detailed measuring, often needs plans, and will require bringing out subs. It may not even be possible until after demo.

3) The estimate - this could be higher or lower. Not exact.

4) The bid may fluctuate. Sometimes you dont know until you get in there.

5) There will be issues and suprises. That is just part of

construction.But our expert team will know how to handle them.

6) There will be change orders. Change orders affect the bid and costs.

7) The price might go up or down.


7 - Thank You

Within 48 hours of meetup

Write them a hand written thank you note thanking them for meeting with you and for considering 6AH. Let them know you are excited about their project. Ask if they would like to move Forward with Design or Final Bid



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.