Listing Checklist: Get to know your documents

Updated: Sep 11, 2021

When you list your home, an Agent has a lot of information to go through before your home proudly shows on the MLS®. Understanding what is required and why, will help you work more closely with our team every step along the way.


Listing a Detached Home

A single family home is a detached home, even if there is more than one family living in the property. A detached home can be a home with a basement suite and tenants, or a traditional home with the Seller and their family living in it, or any other combination of occupants. The term "Detached Home" merely references that it is a home on a lot, not connected to another building such as in a strata of townhomes. That would be termed an "Attached Home".


The documents Sellers are required to sign before we can list a Detached Home are:

  • Multiple Listing Contract or Exclusive Listing Contract

  • Privacy Notice and Consent

  • Property Disclosure Statement (PDS) - Residential

  • Disclosure of Representation in Trading Services (DORT)

  • Direction Regarding Presentation of Offers

  • BCREA Covid Notice and Acknowledgement

Listing an Attached Home

An attached home can be anything from an apartment, to a condo, a live/work studio, a townhome or row housing. In essence, any housing development where people own their own unit. If it's a home with a structure and walls connected to another person's owned home, then it is an attached home.


The documents Sellers are required to sign before we can list an Attached Home are:

  • Multiple Listing Contract or Exclusive Listing Contract

  • Privacy Notice and Consent

  • Property Disclosure Statement (PDS) - Strata

  • Disclosure of Representation in Trading Services (DORT)

  • Direction Regarding Presentation of Offers

  • BCREA Covid Notice and Acknowledgement

Listing a Newer Home

A home, whether it be an attached home or a detached one requires the same documents as above however we will also ensure that the following documents are a part of your real estate documents package:


The documents added due to a home being under 10 years old

  • Owner Builder Disclosure or New Home Warranty

  • Report from the BC Housing Site

  • Owner Builder Information Report including the Owner Builder Disclosure Notice

Listing Land Only

Land without any building on it requires the following document set however we would also do a full report on the land to ensure we are able to report on the feasibility of building on the lot, if services are brought in or available at the lot line, an FSR report telling Buyers how large of a home is possible on the lot, and so much more.


The documents Sellers are required to sign before we can list a Land Only listing are:

  • Multiple Listing Contract or Exclusive Listing Contract

  • Privacy Notice and Consent

  • Property Disclosure Statement (PDS) - Land Only

  • Disclosure of Representation in Trading Services (DORT)

  • Direction Regarding Presentation of Offers

  • BCREA Covid Notice and Acknowledgement

Key Points for Each Form


Multiple Listing Contract or Exclusive Listing Contract

  • New Listings Contracts must have an effective date within 3 days of posting

  • Contract length must be for a minimum of 60 days as per the Real Estate Board of Greater Vancouver

  • Your listing contract must identify all REALTORS® involved in your sale

  • Your Schedule A is the last page of the listing contract and it identifies everything we will do for you, making us then legally responsible for completing on those tasks for you.

Title Search

A title search will be completed before your listing documents are created. In doing so, we verify the ownership of the home and match it to the identification that the Seller provides to us at the start. This title search is then attached to your listing contracts and kept on file as a means to keep you safe from real estate fraud.


Property Disclosure Statement (PDS)

Whether you complete the Residential, Strata or Land Only PDS document, this document is necessary for your sale because it answers all of the critical questions about your property that the Buyers will then come to rely on as factual. In some cases, you will not have to complete this document such as if you have never actually lived at the property being listed (such as a landlord renting out a home she owns to tenants over the lifespan of her ownership). In this case, the PDS will still be signed and dated, but a line will be scratched through each page and on the last page, it will clearly identify that the Seller has never lived in the unit. For the completion of all PDS documents, you will be required to initial all of your answers and also to initial at the bottom of each page.


Direction Regarding Presentation of Offers

This document is kept on file and is a means of communicating a Seller's wishes about how offers get presented to them. You get to choose if you want us to present all offers to you personally, or if you want the Buyer's Agents to present their offers personally to you. We usually suggest our clients choose for us to present all offers to them personally. The reason is because through the course of working with our clients, we get to know you, we understand better what your priorities are and by buffering you from Buyer's Agent's presentations, we also buffer you from the high pressure tactics they will use when they present their offers to you personally. By choosing to have us present offers to you personally, you get to remove the stress that comes with those high pressure tactics as well. The Seller needs to sign this document before it is valid.


Disclosure of Representation in Trading Services

This document outlines how a REALTOR® works for you and how they do not. In essence, it identifies what is inside and out of the scope of services of real estate. It is required for us to sign for you and provide but your signature is optional, however we always suggest it is a good idea to sign it since it acknowledges you have read and understood the documentation. It must be dated and have at least one option of representation selected to identify if we are, or are not representing you. All team members must be identified on this document.


Privacy Notice and Consent

This document communicates how we will keep your information private and gives you some options to select about protecting your future privacy after your home is sold. By initialling on box 2c, you can ensure that your name does not show on the listing's records after your home is sold.


Special Notes

There are often circumstances that come up with documentation that needs special accommodation. Some of those are outlined for you here.


Estate Sale when Probate Hasn't Happened Yet

  • Name on the contract will be "Estate of John Doe"

  • The signing authority for the contract will be the Executor and beside it will read "Executor of the Estate"

  • We will need a copy of the POA and the death certificate

Estate Sale when Probate Has Happened

  • Name on the contract will show the Executor name

  • The signing authority for the contract will be the Executor's name and beside it will read "Executor of the Will of John Doe"

  • If the lawyer has completed the Probate but the Land Title doesn't show it yet, we will need a copy of the lawyer's documentation showing registration.

Court Ordered Sale/Foreclosure

  • The Seller's name will be the name of the Bank

Power of Attourney Sales

  • We will need the POA documents to be provided, the Seller then becomes the person named in the POA documentation

  • Identifying the Seller as the POA person means that the contracts are then signed as "Seller Name, POA of John Doe" next to each signature

  • "POA" will be written next to each initials on the contracts

If the Seller's ID is Different on Title

  • We will ask for a copy of the name change certificate or marriage certificate

If Two Sellers are on Title but one is Deceased

  • If Joint Tenants there is a right to survivorship, and of course the deceased Seller is not able to sign and does not need someone else to sign on their behalf however our office will need a copy of the death certificate

  • If Tenants in Common, the property must go through probate to produce a clear title possible to then sell


#paperwork #selling101

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Hey there!

 

More than a decade in this business, I know a great REALTOR® is always learning. My favourite golden rule is that communication is key, but in real estate, it's imperative. An informed client is a stress free client.

 

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