Steps To A Successful Listing

This module will provide you with a 360 on a listing transaction so you will have an idea of what to expect as you move your clients through the process.   We have some resources available for you at the end of the module

• Working with A Realtor (810)

• Listing Agreement (200 - freehold or condo). 

• Data Information Sheet (specific to board)

• Fintrac Client Identification for all parties (630)

• Seller Direction (244) (I would have it completed even if not holding back offers to show the Seller made their choice)

We also suggest using Lock Box permission form if there is not one available from your board.
Our Schedule B Can Be Uploaded with Listing and found HERE

Don’t overlook the fact that while you do this day in and day out it may have been quite some time since your client sold a house or… if this was their first purchase not at all.

• Be ready to take them through the process and use visuals

• Be ready to help them calculate the “net proceeds” including mortgage fees

• Be ready to help them understand the requirement for Fintrac

• Be ready to help them understand offer dates and what the logistics are 

Together you will decide with your clients as to how appointments will take place and whether you will have an offer strategy… have these forms ready

• Covid Explanation

• Permission for LockBox

• Seller Direction re: Offers

Time to do a little detective work

• Confirm the property is not currently under contract (terminated vs suspended)

• MPAC/Propertyline/GEO Warehouse (confirm lot size and title) (parking and locker)

• Determine if Spousal Consent is required.  

• Survey  https://www.protectyourboundaries.ca

• Tax Bill (on an unassessed new condo may not be available)

• Utilities

• Condo Docs if Applicable (parking locker pets policies)  https://www.condocafe.com/

• Off Season Photos 

CONSIDER:  

Investigate some of the additional paid reports available on Geo-warehouse that will include any liens on the property

Remember
You can not contract your way out of your legislative requirements.  You are ultimately responsible for the accuracy of everything in the MLS listing.

The MLS Data form

Should be completed with the Seller’s input and requires their signature

Caution!
Pay particular attention to chattels that may rented (hot water tank / alarm / hvac)
Photography and Video

We always recommend a professional photographer and you can source this on our Agent Toolkit under partners.  You may also want to consider floor plans.

Remember!
You are prohibited from using another member’s photos

Virtual Tours Appearing on MLS must be unbranded 

(your tour provider will likely give you two links one "Branded" and one "Unbranded")

Request MLS Add/Edit Privileges from Management/Ops-Admin if you have not been set up. *Please note that most Boards, with the exception of TRREB, will automatically enable your Broker Load privileges. If you are a TRREB member, you must first complete the "Listing Best Practices - Mini Course" in Learning Studio/Thinkific before your Add/Edit privileges can be activated.*

Link to Listing Best Practices - Mini Course: https://housesigma.thinkific.com/courses/ListingBestPractices/

[If you experience any issues accessing the course, contact Ops-Admin@HouseSigma.com. Once you have completed the course, inform them so they can activate your Broker Load privileges.]

You can use the data from the MLS Datasheet to upload into MLS (direct upload via webforms)

A draft listing worksheet can be produced prior to hitting the go-live button

Photos and non-branded tours are loaded along with attachments (schedule B, survey if available, any other pertinent documents)

Accessing BrokerBay

Log into the BrokerBay platform. If you forget your password, you can reset it on the BrokerBay platform or contact Ops-Admin for assistance.

Setting Up Your Listing

• Configure your listing in BrokerBay with the correct showing instructions and offer date (if applicable).

• Once your listing is live on MLS, it will automatically appear in BrokerBay.

Important Reminders

✅ All MLS listings must be available for showings.
✅ Learn BrokerBay before you need it. Don’t wait until you have a new listing or offer night—take the time to familiarize yourself with the system now.
✅ User-friendly and intuitive – BrokerBay is easy to navigate, but preparation is key.

Configuring Your Showing Instructions

🔗 How to Add Showing Instructions

🔗  Adding Showing Instructions Video Tutorial

Tip: Click on one of the links above to learn how to add Showing Instructions to your listings in BrokerBay! These concise articles will walk you through:

• Configuring Showing Settings

• Setting Showing Agent Instructions

• Managing Listing Contacts

• Adjusting Showing Availability & Restrictions

• Troubleshooting & FAQs

Configuring Your Offer Instructions

🔗 BrokerBay – Adding Offer Instructions

🔗 BrokerBay – Registering & Managing Offers

If there is an Offer Date Buying Brokers may chose to register their offer early or wait until the day of offers.

With no Offer Date a Buyer Brokerage will call to register the offer and arrange for a presentation time

Multiple Offers often happen organically

You also may encounter a Pre-emptive or (Bully) Offer at which time you should contact your Broker immediately!

Important!

Ensure you are fully conversant with your requirements and duties when it comes to hosting offers.  Please see our Offer Guide:  Listing Agent