Appointment Process

Table of Content

Initial Contact

Initial Contact

Leads will be received by phone, PropertyBase, or email. Your response sets the pace of the exchange and makes a strong first impression. Ensure the client feels prioritized by responding urgently. If you are unable to respond within 1 hour, pass the lead to another team member.

1: OBJECTIVE

Set up an appointment for a face-to-face conversation with the seller.

Initial Conversation

Explain your process, discuss what to expect, and ask key questions like the reason for selling, timing, and what they are looking for in a realtor.

2: ACTION

Ensure the client feels prioritized and valued from the first point of contact.

1: METHOD

Incoming phone call, email, or direct message (DM)

3: OBJECTIVE

Respond urgently, time is of the essence. The primary goal is to set an appointment for a face-to-face conversation with the seller

Initial Conversation

Add Detail To Property Base

Add Detail To Property Base

Ensure client details are added into Property Base immediately. After the call, add a note titled “Initial Call or Conversation” under the Related tab. Update this note as you gather more information.

2: OBJECTIVE

Keep all client information organized and accessible for future reference. Assign drip campaign to the seller.

1: ACTION

Immediately input the client’s information and property details into Property Base.

Send Thank You Mail

Send a personalized thank you email within 1 hour of the initial call. Include the seller’s checklist, KT catalogue, and confirm the appointment details. This touchpoint reinforces professionalism and builds trust

1: OBJECTIVE

Establish professionalism and provide the seller with a clear path forward.

Send Thank You Mail

Appointment Reminder

Appointment Reminder

Send a reminder 24 hours before the appointment. Consider sending a video message to stand out, showing the client that KT Realty does things differently.

2: TIMING

Send this at least 24 hours before the scheduled appointment.

1: ACTION

Send a reminder of the first appointment time via email or text.

3: OBJECTIVE

Confirm the appointment and ensure the seller is prepared.

First Appointment

PRELIMINARY WALK-THROUGH (Duration: 15 minutes)

2: LEAVE BEHIND

Provide the client with a listing package, which includes:
• Your business card
• KT Catalogue with an introductory letter
• A printed copy of the Seller’s Checklist
• An item of value relevant to the client’s needs (e.g., tips for first-time movers).

1: ACTION

Conduct a walk-through of the property, taking ample photos. This step is crucial for preparing the listing strategy and property valuation.

3: OBJECTIVE

Gather initial insights on the property and leave a strong professional impression.

First Appointment

Create Property Folder In Google Drive

Create Property Folder In Google Drive

2: OBJECTIVE

Centralize all information and photos for easy access and future use.

1: ACTION

Upload all pre-listing photos and relevant documents to a dedicated Google Drive folder.

Conduct Comparative Market Analysis (CMA)

2: OBJECTIVE

Provide the seller with an accurate and competitive listing price.

1: ACTION

Perform a thorough CMA to determine the property’s market value.

Conduct Comparative Market Analysis (CMA)

View Comparable Homes

View Comparable Homes

2: OBJECTIVE

Be fully informed if the seller references other properties during the listing conversation.

1: ACTION

Visit or review comparable homes currently on the market to understand the competition.

Post-Walkthrough Thank You Text

2: Timing:

Send this text within a few hours after the walk-through.

1: OBJECTIVE

Maintain positive engagement and build rapport with the seller.

3: CONTENT

Send a text thanking the seller for allowing you to visit their home. Reaffirm your excitement about the upcoming listing conversation and express gratitude for choosing KT Realty.

Post-Walkthrough Thank You Text

Reminder of Listing Conversation

Reminder of Listing Conversation

2: CONTENT

Remind the seller to email the completed checklist or have it ready for review, along with all supporting documents.

1: ACTION

Send a reminder of the listing conversation date and time.

4: OBJECTIVE

Ensure the seller is prepared, which will make the conversation more efficient and productive.

3: TIMING

Send this reminder the day before the meeting.

Update Client Profile In Property Base

2: OBJECTIVE

Keep comprehensive records of the property for future reference and client interactions

1: ACTION

Add detailed notes about the property and upload any relevant photos.

Update Client Profile In Property Base

Prepare for Listing Conversation

Prepare for Listing Conversation

2: OBJECTIVE

Present a well-informed, personalized strategy that demonstrates your expertise.

1: ACTION

Prepare a customized presentation with comparable sales and market data tailored to the specific seller, property, and situation. (Review listing conversation best practices)

Exclusive Listing Contract

2: POST - MEETING ACTION

Prepare all remaining paperwork for electronic signatures if the contract is signed.

1: ACTION

Have an exclusive listing contract ready for the seller to sign during the meeting.

3: OBJECTIVE

Secure the listing and streamline the process by having all necessary documentation ready.

Exclusive Listing Contract

Update Property Base Post-Meeting

Update Property Base Post-Meeting

2: OBJECTIVE

Keep detailed and organized records that will assist in tailoring future communications and strategies.

1: ACTION

Include detailed notes about the meeting, such as information about the seller’s job, pets, children (including names), pros and cons of the property, reasons for selling, and where they plan to move.

Thank You Video Text

2: OBJECTIVE

Show appreciation in a unique and memorable way, reinforcing your commitment to the client.

1: TIMING

Send a personalized thank you video text 2-4 hours after the meeting.

Thank You Video Text

Send a Small Gift or Flowers

Send a Small Gift or Flowers

2: OBJECTIVE

Show your appreciation for their time and consideration in a thoughtful and tangible way

1: ACTION

Courier a small gift or have flowers delivered to the seller.

Evaluate Yourself

• WHAT WENT WELL
• WHAT WAS I UNPREPARED FOR
• WHAT WOULD I CHANGE

PRO TIP: These meetings will be conducted solo and not with a colleague, so it is very important for self-development to critically evaluate yourself. Replay the call in your head – make columns for the three points above and complete your self-analysis. Make notes of this in the client profile.

Evaluate Yourself

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Open House Terms & Privacy Agreement

for KT Open Houses

1. Visitor Etiquette: All visitors are required to maintain a respectful and safe environment in our client’s property by adhering to the following etiquette guidelines unless otherwise directed by a representative of The KT Team:

Footwear: Please remove footwear upon entry to help preserve the property’s cleanliness.
Washroom Facilities: Visitors are kindly asked to refrain from using washroom facilities.
Personal Belongings and Furniture: For privacy and safety, please avoid touching personal belongings or opening furniture not part of the sale. Examples include dressers, media consoles, and most free-standing furniture.
Food and Beverages: Outside food and beverages are prohibited while touring the property.
Furniture: To respect our client’s space, please avoid sitting or lying on any furniture.
Pets: Pets are not allowed within the property.
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KT Realty
229 – 336 Bronte Street South
Milton ON L9T 7W6
info@kormendytrott.com
1 (800) 617-0090

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