NEW LISTING PROCESS
1. Receive Client Contact Information and Listing Details from Agent
2. Prepare Listing Documents for Agent Review
3. Send Listing Documents to Agent and Seller for Signature via Authentisign
4. Order Sign Install
5. Order SELLER Home Warranty If Requested
6. Order Just Listed Marketing Requested by Agent
7. Obtain All Seller Disclosure Documents Including Seller Property Condition Disclosure, Lead-Based Paint Disclosure, Property Profile, CC&R and HOA
8. Send Disclosure Documents to Seller for Signature
9. Manage Listings in IMLS and SIR Platforms
10. Create and Invite Agent to HUB File
2025 E Riverside Drive, Suite 260 - Listing Documents Package
Transaction Coordinator <transactionmanagement@grouponesir.com> To: “Seller” <seller@emailserver.com>
Hello Seller,
I am the dedicated Transaction Coordinator for Agent Name at Group One Sotheby’s International Realty. Agent Name requested that I prepare our Listing Document Pacakge for your review.
After Agent Name has reviewed and signed the Listing Agreement, you will receive an email at seller@ emailserver.com and seller@anotheremailserver.com via Authentisign, which will require your electronic signature. Please review and sign at your earliest convenience.
If you have questions regarding the listing documents or this process, please reach out to Agent Name for assistance.
Listing Document Package
Agency Disclosure Brochure
RE-16 Seller Representation Agreement
Status Disclosure Form (If Applicable)
Lead-Based Paint Disclosure Form (If Applicable)
We look forward to representing you on the sale of your property. From this initial Listing Document Package to the world-class marketing and sale of your property, we treat each interaction as an opportunity to provide you with a luxury real estate experience.
Thank you,
Open to Close Testing
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702 office: 208.287.5000 | fax: 208.422.2799
AGENT HUB
Your new Agent HUB will provide you access to the transaction data and documents on your listing and transaction files. Inside your HUB, you will find a transaction timeline, contact information for all parties, and contract documents you are able to download at any time.
ACCESSING THE AGENT HUB
You will receive an email from hello@opentoclose.com with your username and auto-generated password on the day your TM processes your listing or transaction. Click HERE or scan the QR codes below to access the Agent HUB.
(Tip: We recommend changing your password to something you will remember upon first login.)
NAVIGATING THE AGENT HUB
Once you log into the Agent HUB, you can navigate through all of your transactions, including the contracts’ timelines, details, documents and contacts.
TROUBLESHOOTING
If you did not receive an invitation email for your Agent HUB, please check your spam folder or search your emails for hello@opentoclose.com . Please reach out to your Transaction Manager for any questions.
THE NEXT STEPS
At Group One Sotheby’s International Realty, we believe every client should receive a luxury real estate experience, regardless of area, size or price point. You and your clients have the support of an entire team of highly talented individuals actively working together to sell your property quicker and at the highest price point possible. Once your Transaction Manager receives your fully executed listings documents, confirms the photoshoot date and target live date, they will send you an email outlining the next steps in the listing process, including assisting you in ordering just listed marketing, the Seller home warranty and more.
2025 E Riverside Drive, Suite 260 - Agency Agreement Received
Transaction Coordinator <transactionmanagement@grouponesir.com>
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702 office: 208.287.5000 | fax: 208.422.2799 TC
To: “Agent Name” <agent.name@grouponesir.com>
Congrats Agent Name,
Seller #1 and Seller #1 signed and completed the listing agreement for 2025 E Riverside Drive, Suite 260, Eagle, ID, 83616.
Please answer these quick questions below so I can assist you in preparing your listing for launch.
PHOTO
· What is the scheduled date for the listing photos?
GOING LIVE
· When is the target date to go live on the MLS?
· Please confirm your list price.
JUST LISTED MARKETING
· Would you like me to order your Just Listed marketing?
· Would you like me to order a sign to be installed? Any specific instructions?
DISCLOSURES
· Which Title company would you like me to order the Property Profile from?
LISTING HOME WARRANTY
· Would you like me to order a listing home warranty for this listing? If so, which company would you like it ordered with?
Thank you,
Open to Close Testing
PUBLISHING AND MAINTENANCE
1. Publish Listing on IMLS and SIR
2. Email Agent New Listing Confirmation Once Listing is Live
3. Upload and Update Approved Photography to IMLS and SIR
4. Set Up Agent on Weekly/Monthly Reporting
5. Send New Listing Syndication Email to Seller that Links the Top Listing Sites
6. Schedule Open Houses 7. Assist With Changes to IMLS and SIR 8. Notify of Upcoming Listing Expirations
2025 E Riverside Drive, Suite 260 - New ACTIVE Listing
TC
Transaction Coordinator <transactionmanagement@grouponesir.com> To: “Agent Name” <agent.name@grouponesir.com>
Hello Agent Name,
Congratulations on your new listing. I am excited to share that your listing is now live across the MLS and the Group One Sotheby’s International Realty network.
Important: Please review the attached MLS printout(s) for accuracy. Please let me know if we need to make any changes.
IMLS
Groupe One Sotheby’s International Realty
As a reminder, you can view and download all executed listing documents using your Open to Close Agent HUB.
Thank you, Open to Close Testing
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702 office: 208.287.5000 | fax: 208.422.2799
LISTING SYNDICATION
2025 E Riverside Drive, Suite 260 - Your Listing Has Successfully Syndicated
Transaction Coordinator <transactionmanagement@grouponesir.com>
To: “Seller” <seller@emailserver.com>
Hello Seller,
I am the dedicated Transaction Coordinator for Agent Name at Group One Sotheby’s International Realty. Agent Name and I are happy to share that your property has now started syndicating to over 10,000 websites, including some of the most trafficked real estate, lifestyle, and news sites in the world. Our signature property distribution enables us to deliver high-quality photography, video, and augmented reality to potential buyers globally, setting us apart from other brokerages in Idaho. Our team takes pride in this and encourages you to take full advantage of what we have to offer by sharing the links to your property on your social media, as well as with friends and family.Below you will find examples of this powerful property distribution platform at work.
Sotheby’s International Realty
About This Site
Sotheby’s International Realty’s proprietary website platform starts with the #1 trafficked luxury real estate website in the world, sothebysrealty.com, and cascades to over 10,000 websites globally and is translated into more than 15 languages and nearly 60 currency conversions. With over 46 million visits in 2021, no one else comes close.
Direct Link Sotheby’s International Realty
Group One Sotheby’s International Realty
About This Site
My personal website is part of Sotheby’s International Realty Cascading Website Platform. This platform consists of a corporate Sotheby’s International Realty website, a local company website, and associate websites. Translated in more than 15 languages and nearly 60 currency conversions.
Direct Link Group One Sotheby’s International Realty
The Wall Street Journal
About This Site
The Wall Street Journal Digital Network receives 25 million monthly visitors to the U.S. edition, 3.1 million monthly visitors to Europe, and 4.8 million to Asia. All three editions have dedicated real estate channels with a focused editorial that is relevant to the respective location.
Direct Link The Wall Street Journal
Luxury Real Estate
About This Site
LuxuryRealEstate.com offers access to the most multi-million dollar properties. LuxuryRealEstate.com, the leading portal for luxury properties online, presenting more multi-million-dollar estates than any near-peer. Frequently distinguished as a leader in the industry, the company has been recognized by Forbes, the Inc. 5000 List and The Wall Street Journal. In addition, they have been honored multiple times by The Webby Awards, ADDY Awards and most recently awarded the ‘Best Directory or Search Engine Website’ in the 2022 Internet Advertising Competition Awards hosted by the Web Marketing Association.
Direct Link Luxury Real Estate
About This Site
LISTING SYNDICATION
Zillow
As the most-visited real estate website in the United States, Zillow and its affiliates offer customers an on-demand experience for selling, buying, renting and financing with transparency and nearly seamless end-to-end service. Zillow Home Loans, our affiliate lender, provides our customers with an easy option to get pre-approved and secure financing for their next home purchase.
Direct Link Zillow
Prop Go Luxury
About This Site
PropGOLuxury.com was created to fulfill the high demand of our affluent Chinese consumer base requesting exclusive properties from around the world. PropGOLuxury. com is the largest and fastest-growing property portal in the China and Asia Pacific region.
Direct Link PropGoLuxury
About This Site
For years, millions of home shoppers have turned to realtor.com® to find their dream homes. Operated by Move, Inc., realtor.com® offers a comprehensive list of for-sale properties, as well as the information and tools to make informed real estate decisions. Today, more than ever, realtor.com® is The Home of Home SearchSM
Direct Link Realtor.com
About This Site
Trulia is an American online real estate marketplace that is a subsidiary of Zillow. It facilitates buyers and renters to find homes and neighborhoods across the United States through recommendations, local insights, and map overlays that offer details on a commute, reported crime, schools, churches, and nearby businesses.
Direct Link Trulia.com
Thank you, Open to Close Testing
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702 office: 208.287.5000 | fax: 208.422.2799
Realtor
Trulia
UNDER CONTRACT: SELLER PROCESS
1. Create Transaction File and Upload Documents to Agent HUB
2. Review Dates and Signatures
3. Prepare Earnest Money Receipt and Distribute to Appropriate Parties
4. Send Under Contract Email to Co-Op Agent, Title Company and Seller
5. Communicate Upcoming Deadlines to GOSIR Agent and Co-Op Agent
6. Invite Agent on All Deadlines and Load to Agent HUB
7. Obtain All Disclosure Documents Required in the Purchase and Sale Agreement
8. Request and Confirm Preliminary Title Commitment
9. Inform Accounting of Any Referrals, Commission Splits or Reductions
10. Follow Up on Fully Executed Documents from Co-Op Agent
11. Complete Closed File Review
12. Review and Obtain Missing Seller Signatures
13. Upload Settlement Statements to Transaction File/Agent HUB
14. Send All Transaction Documents in a Merged PDF to Seller
15. Order Just Sold Marketing and Sign Removal
16. Process Termination Notices
17. Deactivate Listing Reporting Platforms and Photography Tour
UNDER CONTRACT: SELLER PROCESS
2025 E Riverside Drive, Suite 260 - Under Contract
Transaction Coordinator <transactionmanagement@grouponesir.com>
To: “Seller” <seller@emailserver.com>
Hello Seller,
Congratulations on having an accepted offer on your property. As the dedicated Transaction Coordinator for Agent Name, I will be communicating with you throughout the selling process and working hard to make sure this transaction goes as smoothly and as timely as possible.
In order to open escrow with Title Company, we have provided them a copy of the fully signed Real Estate Purchase and Sale Agreement and other necessary information. An escrow officer at this company may be contacting you directly for additional information they need to complete the transaction. To make sure that this process continues to move forward in a smooth and timely manner, we kindly request that you reply to them as quickly as possible.
Below you will find contact information for the Title Company that has been selected.
Seller’s Title Company
Title Company / Escrow Officer
Phone: 000.000.0000 escrow.officer@titlecompany.com
Below is a list of important contract dates and details to keep in mind throughout the transaction.
Purchase Price: $1,000,000
Contract Deadlines:
Acceptance Date: 04/07/2023
Pre-Approval Letter: 04/10/2023
Seller’s Property Condition Disclosure Deadline: 04/17/2023
Primary Inspection: 04/14/2023
Well Inspection: 04/22/2023
Septic Inspection: 04/22/2023
Survey Inspection: 04/22/2023
Other Inspection #1: 04/22/2023
Other Inspection #2: 04/22/2023
Satisfaction and/or Removal of ALL Contract Contingencies Deadline: 04/20/2023
Final Walk-Through: Within 3 Business Days Prior to Close of Escrow
Closing Date: 04/30/2023
Posession: Upon Closing
Thank you, Open to Close Testing
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702
office: 208.287.5000 | fax: 208.422.2799
THE BUYING PROCESS
BUYER DOCUMENTS PACKAGE
1. Receive Client Contact Information from Agent
2. Send Buyer Documents to Buyer for Signature via Authentisign
3. Create Transaction File
4. Upload All Documents to Transaction File/Agent HUB
5. Maintain File Until Accepted Contract is Submitted
UNDER CONTRACT: BUYER PROCESS
1. Create Transaction File
2. Create Buyer Document Package and Send for Signature
3. Receive Fully Executed Purchase and Sales Agreement, Counters and Addenda
4. Upload All Documents to Transaction File/Agent HUB
5. Send Under Contract Email to Co-Op Agent, Title Company and Lender
6. Send Intro Email to Buyer with Earnest Money Instructions
7. Collect Earnest Money Receipt and Distribute to All Parties
8. Communicate Upcoming Deadlines to Agent and Co-Op Agent
9. Invite Agent to All Deadlines and Load to Agent Hub
10. Obtain All Documents Required in the Purchase and Sale Agreement
11. Consolidate All Disclosures and Send to GOSIR Agent and Buyer
12. Send Any Signature-Required Pages to Buyer in Authentisign
13. Inform Accounting of Any Referrals, Commission Splits or Reductions
14. Send Fully Executed Disclosure Documents to Co-Op Agent
15. Complete Closed File Review
16. Upload Settlement Statements to Transaction File/Agent HUB
17. Send All Transaction Documents in Merged PDF to Buyer
18. Order Just Sold Marketing
19. Process Cancellation Notices
UNDER CONTRACT: BUYER PROCESS
2025 E Riverside Drive, Suite 260 - Under Contract
Transaction Coordinator <transactionmanagement@grouponesir.com>
To: “Buyer” <buyer@emailserver.com>
Hello Buyer,
Congratulations on the acceptance of your Real Estate Purchase and Sale Agreement. As the dedicated Transaction Coordinator for Agent Name, I will be working hard to make sure this critical part of the purchase process goes as smoothly and as timely as possible.
I have provided the title company with the Real Estate Purchase and Sale Agreement and other necessary information. An escrow officer at this title company may be contacting you directly for additional information they need to complete the transaction. To make sure that this process continues to move forward in a smooth and timely manner, we kindly request that you reply to them as quickly as possible. Below you will find contact information for the Title Company that has been selected.
Buyer’s Title Company
Title Company / Escrow Officer
Phone: 000.000.0000 escrow.officer@titlecompany.com
Below is a list of important contract dates and details to keep in mind throughout the transaction.
Purchase Price: $1,000,000
Earnest Money: $1,000 must be delivered no later than 04/10/2023
Contract Deadlines:
Acceptance Date: 04/07/2023
Pre-Approval Letter: 04/10/2023
Seller’s Property Condition Disclosure Deadline: 04/17/2023
Primary Inspection: 04/14/2023
Well Inspection: 04/22/2023
Septic Inspection: 04/22/2023
Survey Inspection: 04/22/2023
Other Inspection #1: 04/22/2023
Other Inspection #2: 04/22/2023
Satisfaction and/or Removal of ALL Contract Contingencies Deadline: 04/20/2023
Final Walk-Through: Within 3 Business Days Prior to Close of Escrow
Closing Date: 04/30/2023
Posession: Upon Closing
Attached is a PDF file of all contract documents received so far for your records. We will continue to provide you with copies of all documentation as it happens and a full set of documents at the end of the transaction. Please let Agent Name know if you have any questions.
Thank you,
Group One Sotheby’s International Realty 913 W River St., Ste. 300, Boise, ID 83702
office: 208.287.5000 | fax: 208.422.2799
SUMMARY ONE-SHEET
A transaction summery report is emailed to you each Friday. This summary report outlines the details and deadlines for the transaction, as well as provides a quick look at which documents are completed and which are still outstanding.
(Note: One-Sheets will not be delivered on New Construction or Development transactions.
TRANSACTION MANAGEMENT TEAM
Introducing the Transaction Management team of Group One Sotheby’s International Realty, a unique team of talented, diverse individuals who have combined their efforts in the goal of delivering exceptional real estate services to our sales associates and clients.
KALINN DISHION
President and Managing Broker kdishion@grouponesir.com 208.287.5000
KRISTA WUNSCH Transaction Manager
kwunsch@grouponesir.com 208.287.5000
KHRISTIE LUMAYE VP, Career Development and Coach klumaye@grouponesir.com 208.287.5000
JENNIFER BLACKABY Transaction Manager
jblackaby@grouponesir.com 208.287.5000
FREQUENTLY ASKED QUESTIONS
TURN AROUND TIMES
NEW LISTINGS
Listing Documents Preparation: 24 Business Hours
Publishing New Listings Once All Executed Documents Have Been Received: Before 3 PM - Same Day After 3 PM - Next Business Day
Property Visible on SIR.com: 24 Hours After Going Live
Property Visible on Syndicated Websites: 72 Hours After Going Live
UNDER CONTRACTS
Processing New Under Contracts Once Fully Executed Documents are Received: Before 3 PM - Same Day After 3 PM - Next Business Day
Sending Disclosures: Once All Necessary Documents Have Been Obtained - No Later Than Disclosure
Contract Deadline Reminders: 48 Hours Before the Deadline
Closed File Review: 5 Days Prior to Settlement
AUTHENTISIGN AND PREPARING DOCUMENTS
TM SERVICES
Preparing New Listing Documents:
• RE-16 Seller Representation Agreement
• Agency Disclosure Brochure
• IMLS Input Form
• SIR Data Input Form
• RE-25 Seller’s Property Condition Disclosure
• Status Disclosure (If Applicable)
• Lead Based Paint Disclosure (If Applicable)
Preparing New Buyer Documents:
• RE-14 Buyer Representation Agreement
• Agency Disclosure Brochure
Sending Signature-Required Disclosures
Maintaining Transaction File with Executed Documents
AGENT RESPONSIBILITY
Provide TM with Key Listing Information:
• Seller Name and Email
• Listing Expiration Date
• Commission Details
• Referral Details
Preparing Contract Documents and Sending for Signature:
• All Purchase and Sale Agreements
• All Counters and Addenda
Provide TM with Key Contract Information:
• Client Name and Email
• Title Officer Contact
• Lender Information
• Commission Details
• Referral Details
• Any Other Preferences/Details for Transaction
Review and Confirm File is Ready to Close
FREQUENTLY ASKED QUESTIONS
SIGN INSTALLS
TM SERVICES
• Order Sign Installs on New Listings
• Order Sign Removals Once Listing has Sold, Expired or Withdrawn
• Request Sign Repairs, Placement and Agent Panel Changes
AGENT RESPONSIBILITY
• Communicate with TM on Sign Install Requirements and Ordering Instructions
• Work with TM and Seller on Sign Install Placement
• Let TM Know if Sign Needs Maintenance
OPEN HOUSES AND ACTIVE PIPE/EMAIL BLASTS
TM SERVICES
• Schedule Open Houses on All Systems per Agent’s Request
CLIENT COMMUNICATION
TM SERVICES
• Listing Documents and Buyer Documents for Signature
• Transaction Intro Emails
• Syndication Email
• Obtain Missing Signatures
• Send Disclosures to Buyer
• Send Addenda for Signature
• Buyer Home Warranty
• Preliminary Settlement Statements to Seller and Buyer
• Closing Package of Contract Documents to Seller and Buyer
AGENT RESPONSIBILITY
• Request Digital and/or Print Marketing
UPDATED APRIL 2023
©MMXXIII Sotheby’s International Realty Affiliates, Inc. All rights reserved. Sotheby’s International Realty® is a licensed trademark to Sotheby’s International Realty Affiliates, Inc. An Equal Opportunity Company. Each office is independently owned and operated. Copyright© Group One Sotheby’s International Realty 2023.