From executed listing agreement to live on FMLS and GAMLS, there are more than 54 individual tasks that need to be completed correctly and in sequence. Most agents do not have all of them documented. Many are not aware of all of them.
Why the number matters
54 tasks is not an exaggeration or a marketing number. It is what a properly managed listing coordination process looks like when you write it all down. The agents who think listing coordination is simple are usually the ones skipping steps they do not realize are there.
The pre-listing phase
- Execute listing agreement and confirm all signatures
- Verify seller identity and authority to sell
- Collect and review all property documents
- Order title search if not already completed
- Confirm HOA status and request documents if applicable
- Obtain seller's property disclosure statement
- Confirm lead-based paint disclosure requirements
- Verify property tax information
- Confirm school district and county information
- Set up listing file in transaction management platform
- Input critical dates into tracking system
- Confirm lockbox type and access instructions
- Coordinate professional photography
- Review photo delivery and confirm MLS standards compliance
- Draft property remarks for agent review
- Prepare showing instructions
- Confirm seller occupancy status and showing availability
- Set up showing service account if applicable
The MLS input phase
- Input listing data on FMLS
- Input listing data on GAMLS
- Verify data consistency across both platforms
- Upload photos and confirm primary photo compliance
- Input showing instructions on each platform
- Confirm MLS number and listing ID
- Verify list price, days on market, and status
- Confirm commission input and compensation fields
- Submit required disclosures to each platform
- Confirm active status and live date
The compliance and document phase
- Upload executed listing agreement to brokerage system
- Confirm all required disclosures are fully executed
- Verify HOA document delivery if applicable
- Confirm lead-based paint addendum if pre-1978 construction
- File all documents in audit-ready format
- Confirm brokerage file review requirements are met
The ongoing phase
- Monitor showing feedback and communicate to seller
- Track days on market across both platforms
- Prepare price reduction documentation when requested
- Update MLS status on both platforms for any changes
- Confirm open house input if applicable
- Manage offer receipt and organize for agent review
- Track multiple offer deadlines if applicable
- Prepare and circulate counter-offer documents
- Confirm executed contract on both platforms upon binding agreement
- Update MLS status to Active/Under Contract or equivalent
- Initiate contract-to-close coordination upon binding agreement
What this list tells you
Every item on this list is a task that needs to be done correctly, in the right sequence, and documented for compliance. Missing any one of them can create a problem. Missing multiple can create a GREC issue.
Listing coordination at this level of detail is not a part-time task. It is a system. And systems require documentation, oversight, and someone whose job it is to make sure nothing is skipped.