Seller Onboarding Questionnaire (Word)
Everything to establish at the listing meeting — including why they are selling, which changes your entire strategy.
Most of what goes wrong with a listing was decided at the first meeting, by not asking something.
This is the form for that meeting. Property facts, documents, the seller's real timeline and — the most useful question in the process — why they are selling. A seller relocating with a fixed date, a seller upgrading contingent on this sale, and a seller testing the market with no need to move require three completely different strategies, and guessing wrong wastes weeks.
It also settles the fee in writing, at the start, when it can be discussed calmly rather than at closing from your weakest possible position.
What is in the file
- Property facts: carpet area, floor, facing, age, maintenance, parking, what is included in the sale
- Document status — a quick pass over what exists and what needs chasing
- The seller's position: why, by when, what happens if it does not sell, what they will accept
- Price expectation versus comparable transactions, recorded side by side
- Marketing consent — photography, video, floor plan, whether the price can be published
- Fee, mandate type and the reporting rhythm you are committing to, in writing
Ask why they are selling
Kindly, and early. It is usually answered honestly and it changes everything: time pressure means the price conversation happens now, no pressure means very little movement is available, and several heirs often means certainty and speed beat the last two lakh.
Settle the fee in writing, in this meeting
The number, what triggers it, what it covers, and who pays what. An agent who has not confirmed this in writing has an opinion rather than an agreement — and the client knows it when the registry is next week.
Commit to the weekly update here
A fixed day, every week, whether or not there is news. Sellers do not leave agents who are performing badly; they leave agents who go quiet. Writing the day on this form is what makes it happen.
Say the price thing now
If their expectation is above what transactions support, say so at this meeting with the comparable numbers in front of you. Taking an overpriced listing and hoping costs you months and does not sell the flat.
Questions
Is it too early to discuss the fee at the first meeting?
It is the only good time. Fees raised at closing get negotiated hard, because by then the client knows you have too much invested to walk away.
What if the seller will not say why they are selling?
That is itself an answer — usually that there is no pressure and little price movement available. Plan accordingly rather than assuming urgency that does not exist.
Should I take a listing priced above the market?
Rarely. It consumes months of updates and viewings, does not sell, and blocks the time you needed for work that would have paid. Say what will happen, and offer a number that will transact.
This is a working template, not legal, tax or financial advice. Requirements differ by state and by transaction — have a lawyer and a chartered accountant confirm anything that matters before you or a client rely on it.
Make the reel in under two minutes
700+ real-estate templates, AI scripts and voiceover, your logo and phone on every export. Free to start — 5 posts and 3 reels a month, no card.
Try PropVid free