Working with Buyers and Sellers

1. Getting Started: Compliance and Client Engagement

Before you begin working with any client, regulatory compliance is critical. Under BCFSA requirements, two forms must be presented at the outset:

• Disclosure of Representation in Trading Services (DORTS)

• Privacy Notice and Consent (PNC)

These should be provided before you discuss confidential information such as price, finances, or bargaining position. By doing so, you create clarity about your professional role and establish transparency around data use.

2. Working with Buyers

Step 1: Initial Buyer Consultation

The buyer consultation is your chance to qualify a client, uncover needs and wants, and build trust. It is often said that real estate sales follow four stages: curiosity, interest, desire, and commitment. Your role is to guide clients smoothly through these stages by helping them define their priorities and feel confident in their decision-making.

A strong consultation should cover:

• Financing readiness (mortgage pre-approval status)

• Desired property type, location, and features

• Timeline and motivation to move

• Expectations for communication and updates

At the end of the meeting, give your clients something of value to take home. A customizable buyer’s package—including market statistics, sample contracts, and a checklist—is an effective way to keep your name top-of-mind.

Step 2: Showing Properties

The showing stage is where buyers connect emotionally with homes. Planning and attention to detail make this step professional and seamless:

• Map the route in advance for efficiency.

• Park across the street to leave the best space for your client.

• Enter the property first to check the environment and guide the tour.

• Observe body language to assess interest levels.

Clients may hesitate even when they like a property. The most common objections are:

1. Price – Is it worth the asking figure?

2. Condition – Does it need too much work?

3. Financing – Will their mortgage be approved?

Your strategies include: pulling comparables to justify price, writing in conditions for inspections or financing, and being transparent about how contingencies affect offer strength.

Step 3: Making an Offer

When it’s time to write an offer, precision matters. Contracts are legally binding and can carry lifelong consequences for your clients, so thoroughness is non-negotiable.

Discuss in detail:

Price – A central point of any offer and often the first element a seller will consider. Sometimes properties are intentionally priced below market to spark competition, while others can be priced high in the hopes of negotiating down. When crafting your offer price, you should rely on comparables in the market area and your own expertise to justify the offer price. 

Deposit –  The size of the deposit can influence how seriously a seller views the offer. Larger deposits demonstrate financial strength and commitment to completing the deal, while smaller deposits may cause concern, particularly in competitive markets. 

Conditions – Conditions are clauses that must be satisfied before the deal is firm. While they protect buyers, they can also make offers less attractive to sellers. Common conditions include:

• • Financing – allows the buyer to confirm their mortgage approval.

  • Inspection – provides an opportunity to uncover hidden defects.

  • Sale of Buyer’s Home – protects the buyer from carrying two mortgages.

Inclusions/Exclusions – Misunderstandings about what stays with the property are common. By default, fixtures (items physically attached, like built-in shelving, light fixtures, or appliances wired in) are included in a sale, while chattels (movable items like furniture, artwork, or freestanding appliances) are excluded. That said, these lines can blur, leading to disputes.

Closing/Possession Dates – Closing and possession dates are often underestimated in importance, but they can be pivotal in negotiations. The seller may need time to find their next home, or they may prefer a quick close to free up capital. Buyers, on the other hand, may have constraints related to rental agreements, job relocations, or school schedules.

3. Working with Sellers

Step 1: The Pre-Listing Interview

The pre-listing interview typically takes place over the phone and is designed to gather key property details while setting clear expectations with the seller. The conversation should begin with light, friendly introductions before transitioning into a structured series of questions. These should cover essentials such as the seller’s name, property address, desired timeline, history of the home, and any other relevant information. Allow time for the seller to ask their own questions—this not only builds trust but also lays the groundwork for a strong professional relationship.

The call should conclude with setting a firm appointment for the listing presentation. Follow up promptly with a professional email confirming the details and providing any preliminary information the seller may find useful.

Step 2: Preparing for the Listing Appointment

Preparation is critical to a successful listing appointment. It not only positions you as a knowledgeable professional, but also builds the seller’s confidence that you are the right person to represent them. By investing time in advance, you ensure that the meeting is focused, productive, and demonstrates your value from the very start.

In order to properly prepare for a listing appointment, you want to:

1. Get to know the neighbourhood: Drive the area, take photos of the subject property, and study the surrounding community. Pay close attention to comparable listings and recent sales, as well as any changes in the neighbourhood that may affect property values.
2. Establish a pre-liminary range for pricing the property: Review your comparables carefully and create a defensible pricing range based on market data. Be ready to explain your reasoning and show how the property fits within current market trends. 
3. Prepare your pre-listing package: this should include the following: personal brochure, company brochure, market annual report and current statistics, your marketing plan, samples of your marketing materials, property videos and previous campaigns, how you communicate listing activity, seller questionnaire, and a closing page. 
4. Drop off your pre-listing package ahead of the meeting: Whenever possible, drop off your pre-listing package before the appointment. This professional touch allows the seller to review your materials in advance and helps establish credibility from the outset.
5. Finalize Your Strategy: Prepare your recommended list price, bring a completed listing contract, and anticipate possible objections. Develop clear, confident responses so you are ready to address concerns on the spot.

Step 3: Conducting the Listing Appointment

The listing appointment is where the real work begins. This stage allows you to build rapport, gain a deeper understanding of the seller’s perspective, and position yourself as the trusted professional for the job.

A typical appointment begins with a property walkthrough. Use this time to learn about the home’s history, the seller’s experiences, their motivations for selling, and their desired timelines. Ask thoughtful questions that invite them to share both practical details and emotional connections to the property.

After the walkthrough, transition into reviewing your listing package. This is the moment to demonstrate your marketing expertise, highlight your value, and begin the closing process. Ask the seller directly if they feel confident in your ability to represent their home. Be prepared to address any questions or objections with clarity and professionalism.

Once concerns have been addressed, move into the pricing discussion. Present your CMA, explain your methodology, and walk through different pricing scenarios. Discuss the likelihood of selling at various price points so the seller understands both opportunity and risk.

When a pricing strategy has been agreed upon, close confidently by presenting the listing contract. This final step solidifies your professional relationship and sets the stage for preparing the property for market.

Step 4: Preparing the Home for Sale

This is often the most exciting stage for both you and your seller—it’s where the property is transformed into its best possible presentation. The goal here is twofold: to showcase the home in a way that attracts buyers and to prepare your seller so there are no surprises during the sales process.

Begin by discussing the benefits of proactive preparation, such as:

• Pre-inspection: Identifies potential issues before buyers do, reducing the risk of renegotiations.

• Professional floor plan measurements: Provides accurate details that buyers and appraisers can rely on.

• Septic or other system inspections: Ensures major components of the property are in working order.

• Staging services: Highlights the home’s strengths and helps buyers envision themselves living there.

• Handyman services: Addresses minor repairs or clean-up items that can otherwise detract from value.

Once the property has been staged, inspected, and fine-tuned, it’s time to schedule professional photography. This is one of the most important marketing investments you’ll make—the photos form the foundation of all online and print marketing materials.

Step 5: Marketing the Property

Once the home is prepared, your role shifts to actively marketing the listing. A well-executed marketing plan ensures the property reaches the widest audience of qualified buyers.

• MLS® Listing: Ensure the listing is complete, accurate, and includes professional photos, a floor plan, and a compelling description that highlights the home’s best features. Learn how to broker load a listing HERE.

• Digital Marketing: Use your brokerage website, REALTOR.ca, and third-party platforms to maximize online visibility.

• Print & Traditional Media: Depending on the seller’s preference and the market, consider feature sheets, local newspapers, or community boards.

• Open Houses & Neighbourhood Outreach: Hosting opens and sending “just listed” notices can generate interest.

Step 6: Organizing Showings

Showings are handled through BrokerBay, the Board’s official showing management system. This ensures smooth scheduling, accountability, and security for both sellers and agents.

Best Practices

• Scheduling: Enter seller-approved showing times into BrokerBay. Encourage flexibility to allow maximum buyer access. 

• Notifications: Sellers receive real-time notifications for showing requests, confirmations, and cancellations.

• Preparation: Remind sellers to keep the property clean, bright, and welcoming for each showing.

• Security: BrokerBay tracks all lockbox activity, providing a record of who accessed the property and when.

Step 7: Presenting Offers

When offers come in, your role is to guide the seller through them while meeting BCFSA requirements. Every written offer must be presented promptly and fairly — it is always the seller’s decision to accept, reject, or counter.

Core Steps

• Present promptly: Communicate all written offers to your seller without delay.

• Disclose requirements: Provide the seller with the Home Buyer Rescission Period information and disclose your expected remuneration in dollar amounts, using the approved form.

• Seller’s instructions: Only withhold offers if the seller has given you specific, written direction to do so. See Seller's Instructions to REALTOR® Form

• Multiple offers: Advise your seller how many offers were received and if there is any question about which offer should be presented first, present them in the order they arrived.

Best Practices

• Break down each offer clearly — price, deposit, subject clauses, subject removal deadlines, and closing dates.

• Keep your comparisons fact-based. Provide context, but allow the seller to make the decision.

• Document all offers, disclosures, and seller instructions in the file.

Step 8: Dealing with Subject Conditions

When your seller accepts an offer with subjects (sometimes called contingencies), the deal isn’t firm yet. The buyer still has to do their due diligence — and your role is to guide your seller through this waiting period.

Most subject conditions you’ll see in BC include:

• Financing — the buyer’s lender needs to approve the mortgage.

• Inspection — the buyer brings in a professional to check the property.

• Title review — making sure there are no legal issues or restrictions.

• Insurance — the buyer confirms they can get coverage.

• Strata documents — in condos or townhomes, buyers will want to review bylaws and minutes.

How to Handle This Stage

• Track the clock. Subject removal deadlines are firm. Most are around 7 days, but the contract controls the timeline. Put these dates on your calendar right away.

• Stay in touch. Check in with the buyer’s agent regularly. If financing or inspection issues come up, you’ll want to know early.

• Coach your seller. Sometimes inspections lead to renegotiations. Help your seller decide whether to fix, adjust the price, or stand firm.

• Get it in writing. A deal is not firm until every subject has been removed in writing. If the deadline passes without removal, the contract usually collapses.

Step 9: Meeting Contract Obligations Ahead of Closing

Once the subjects are removed, the contract is binding. From here, it’s all about making sure the seller delivers on every promise before closing day.

What Needs to Be Done

• Repairs or commitments. If your seller agreed to fix anything or leave certain items, confirm the work is completed and keep receipts or photos as proof.

• Document delivery. Any paperwork promised in the contract — disclosures, strata documents, inspection reports — must be handed over on time.

• Lawyer/notary coordination. Send the accepted contract and any amendments to your seller’s legal representative right away so they can prepare for closing.

• Final preparations. Remind your seller to arrange utility disconnections, mail forwarding, and to leave the home clean and empty (unless specific items are staying).

Best Practices

• Check in with your seller regularly as closing approaches — even just quick updates. This reduces stress and builds trust.

• Touch base with your conveyancing staff or the lawyer/notary to make sure nothing is outstanding.

If you have any questions or need additional support, reach out to us anytime at service@phre.ca.