Sign Calls & Unrepresented Buyers

Screening, Safety, and Strategy - Sign calls used to be one of the best opportunities in real estate — a live buyer standing outside a listing, ready to talk. But today’s marketplace is different. Buyers are more informed, more selective, and often already working with another REALTOR® (even if they don’t say so).

Our goal isn’t to run out the door every time the phone rings — it’s to respond professionally, qualify effectively, and protect both our time and our safety while upholding agency and compliance standards.

The Evolution of Sign Calls

There was a time when a sign call was gold — a ready, willing, and able buyer on the curb.
But the industry has changed.

What’s different today:

Many buyers already have representation (even if they “forget” to mention it).
Some are connected to rebate companies or online platforms that discourage traditional full-service relationships.
Others are unqualified, not pre-approved, or just testing the market.
A growing number simply aren’t truthful when asked about their representation or readiness.

Why this matters:
Rushing to meet unverified sign calls is inefficient and risky. It can waste hours, create safety concerns, and blur agency obligations. You’re opening homes to strangers, giving away professional expertise, and operating without clarity on who you represent.

The professional approach today:

Qualify before you meet.
Confirm agency relationships clearly.
Respect your safety and your time.
Add value before committing to a showing.
Focus on serious, ready buyers — not just anyone who calls.

In 2025, professionalism means screening first, showing second.

Common Issues We See

Buyers who already have an agent but withhold that information.
Callers who are unqualified or not yet pre-approved.
Leads from rebate or discount-based programs looking for free access.
People casually browsing, not ready to buy.
Agents rushing to meet unknown buyers without vetting for readiness, safety, or representation.

Each of these scenarios costs valuable time and can expose agents to unnecessary risk.

Brokerage Policy

All unrepresented buyer inquiries must be qualified before scheduling an in-person showing.

Agents must confirm:

Whether the buyer is currently working with another REALTOR®.
The buyer’s motivation and timeline.
Whether they are financially pre-approved.
The type of property and budget range they are considering.
Identification and contact details before any meeting.

If the buyer is already represented, do not proceed with a showing. Politely refer them back to their agent.

If they are unrepresented and serious, transition immediately into a Buyer Consultation — that’s your opportunity to formalize representation and start the relationship properly.

Professional Approach

Respond quickly, even if just to acknowledge their inquiry.
Ask qualifying questions — don’t assume urgency means readiness.
Add value with details, market insights, or comparable listings.
Protect your time — qualify before you drive.
Secure representation through an Exclusive Buyer Representation Agreement (EBRA) once you confirm intent.

Sample Screening Script

“Thanks for your interest in 123 Main Street!
Before we set up a showing, I just want to confirm — are you currently working with a REALTOR®?”
(pause)
“Perfect. Have you had a chance to get pre-approved yet, or are you just starting your search?”
(pause)
“That’s great. Let’s make sure this home fits what you’re looking for — can you tell me a bit about your price range and timeline?”

If they say they are already represented:

“Thanks for letting me know. The best next step would be to have your REALTOR® reach out to me directly so we can arrange the showing through them.”

Safety First

Never meet an unknown buyer at a property without verifying who they are.

Always:

Obtain their full name, phone number, and email before scheduling.
Request a photo ID (through ReallyTrusted if possible).
Whenever possible, meet at your office or a public location first.
Inform your manager, teammate, or office where you’re going and when.
Log the interaction in your CRM or showing record for documentation.

Compliance Reminders

FINTRAC ID Verification: Before any offer preparation or ongoing relationship, complete client ID through ReallyTrusted and upload the report to the deal file.
EBRA (Exclusive Buyer Representation Agreement): Required before providing advice, negotiation, or ongoing service.
Consent to Collect and Use Personal Information: Ensure this is signed with or prior to the EBRA.

Optional Client Forms

Buyer Intake Form: Digital or printable questionnaire to qualify leads before meetings.
Buyer Acknowledgment – Showing as Customer:
For buyers who refuse to commit to representation but insist on a showing.
Use this one-page acknowledgment to confirm they viewed a property as a customer only and were not provided client-level services.
(Recommended for recordkeeping and risk management.)

Best Practices

✅ Treat every inquiry professionally, but only pursue qualified opportunities.
✅ Qualify with respect and purpose — not suspicion.
✅ Keep detailed notes in your CRM or contact log.
✅ Use quick text/email follow-ups to document communication.
✅ Prioritize your time — your expertise is valuable.

Key Takeaway

Old School: “Every sign call is a golden lead — run out the door.”
Modern Professional: “Every inquiry is a chance to qualify, build trust, and protect your business.”

Working smarter isn’t about doing less — it’s about doing what matters most, safely and efficiently.

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