Step 1: Process the Listing Intake Form in OpenToClose

Once a listing intake form is submitted through OpenToClose, follow these steps:

🔍 Review & Verify Form Details

• Agent & Client Contacts:
  Ensure all names, emails, and phone numbers are entered and correctly matched with the signed documents (if any). Add contacts to the file if not automatically populated.

• Property & Basic Info:
  Double-check spelling, ZIP code, and confirm accuracy against the MLS tax records (if available). Look at key information like occupancy info, lockbox info, and showing instructions for exmaple

• Dates:
  Verify that the dates have been added and shared with the necessary parties

  1. Photography/Clean Up Date

  2. Listing Live Date

  3. Listing Expiration Date
     
     

📄 Confirm Document Uploads

✅ If the Agent Submitted Listing Documents:

• Review the submitted packet to confirm:

  • Listing Agreement is signed and properly dated

  • MLS Input Sheet is fully filled out 

  • All necessary disclosures

  • Any additional MLS/brokerage-required forms (e.g., Affiliated Business Disclosure, Wire Fraud Notice)
    
    

• Cross-reference for:

  • All required signatures and initials

  • Matching addresses and listing dates

  • Document expiration dates (especially if the go-live date is far out)

• If anything is missing, outdated, or incorrect, follow up with the agent and list the missing items clearly via email or OpenToClose task.
  
  

❌ If the Agent Did Not Submit Documents:

If no listing documents were submitted via the intake form, take the following steps:

1. Start a Transaction in the Agent’s MLS

   • Log into the agent’s MLS (with their permission) to create a new listing file or “partial listing” record.

     • 1. Agents log in info may be available internally, check this site or check with a leader

   • Use the MLS to download the Listing Packet or Template, including:

     • Listing Agreement (with correct broker info auto-filled)

     • MLS Input Sheet

     • Required Disclosures (based on MLS)
       
       

2. Draft the Listing Documents

   • Pre-fill the agent’s name, broker, property info, and commission structure into all relevant documents.

   • Confirm final terms (list price, start date, expiration, commission % split) with the agent.
     
     

3. Send Out for Signature

   • Use the agent’s preferred e-signature platform to send the completed packet to the seller.

   • Notify the agent that the packet has been sent and to keep an eye out for questions or counter-edits from the client.
     
     

4. Upload Signed Docs to OpenToClose

   • Once fully executed, upload the completed documents to the OpenToClose file under the appropriate categories.

   • Use tags and descriptions to label each document clearly.
     
     

📋 Use the Checklist

Each listing file in OpenToClose includes a Prelisting Checklist. As you review and verify the intake form:

• Check off completed tasks

• Add any additional custom steps relevant to the MLS, property, or agent

• Set due dates and assign tasks to yourself or others if needed
  
  

This checklist becomes your file’s master roadmap and should be used daily during the prelisting phase.

🧾 Notes & Tasks

Use the Notes section to track agent preferences, specific timelines, or reminders. Set up any Follow-up Tasks for things like:

• Photography scheduling

• Disclosure review

• Lockbox delivery

• Agent or seller reminders

🔁 Step 2: Full Prelisting-to-Listing Workflow

1. Review Listing Packet & Docs

   • Cross-reference all uploaded files and ensure signatures, initials, and dates are present.

   • Follow up immediately on any missing signatures or outdated documents.
     
     

2. Order or Confirm Vendor Services

   • Schedule photography, lockbox install, sign placement, or any staging services.

   • Ensure vendor contact info is added to the file for agent and TC visibility.
     
     

3. Enter Draft in MLS

   • Begin creating the listing as a draft in the agent’s MLS account.

   • Upload all documents as required by the MLS. Be sure not to publish until the listing agreement date allows.

   • Ensure agent remarks, showing instructions, and commission details are clearly entered.
     
     

4. Verify Listing Details

   • Confirm that photos, price, square footage, and all public-facing details are accurate.

   • Double-check that all required fields are filled in correctly.

   • Compare with MLS tax data when applicable.
     
     

5. Activate the Listing

   • Once everything is verified and it is legally permissible to activate, change the status to Active in MLS.

   • Confirm that the listing appears live on sites like Zillow, Realtor.com, etc.
     
     

6. Send Confirmation to Agent

   • Email the agent confirming the listing is active and attach all relevant links.

   • Update OpenToClose file status to "Active" and mark prelisting tasks as complete.