Waite & Associates Realty
Effective Date: [Insert Date]

This SOP establishes consistent procedures for:

• Lead generation
• Client communication
• Property acquisition & sales
• Transaction management
• Compliance and record keeping

The goal is to ensure efficiency, professionalism, and scalability across all operations.

• Oversee all operations
• Handle negotiations and contracts
• Maintain compliance
• Close deals

• Input and manage leads
• Schedule calls and follow-ups
• Send emails/text campaigns
• Maintain CRM

• Lenders, attorneys, inspectors, contractors
• Assist in closing transactions

• Zillow leads
• Website forms
• Facebook / Google Ads
• Cold calling (RedX)
• Referrals
• Direct mail

1. All leads are captured into CRM immediately
2. Tag lead source (Zillow, Website, Cold Call, etc.)
3. Assign priority level:
   • Hot (ready now)
   • Warm (3–6 months)
   • Cold (long-term)

• Respond within 5 minutes (if possible)

1. Introduce yourself
2. Confirm their need (buy/sell/invest)
3. Ask timeline
4. Set appointment

Day 1–3:

• Call + text + email daily

Day 4–14:

• Follow up every 2–3 days

Day 15+:

• Weekly follow-up

Long-Term Leads:

• Monthly nurture (email/text campaigns)

• Property address
• Condition
• Motivation
• Timeline

• Schedule in-person or virtual
• Run comps (CMA or BPO)
• Determine pricing strategy

• Present agreement
• Explain commission
• Get signed contract

• MLS listing
• Photos (if applicable)
• Online marketing (Zillow, Realtor, social media)
• Email blast

• Schedule showings
• Present all offers
• Negotiate terms

• Send to attorney/title
• Coordinate inspections
• Monitor timeline

• Confirm final numbers
• Ensure documents are complete
• Close transaction

• Budget
• Financing status (pre-approved?)
• Timeline

• Set up MLS alerts
• Send listings daily/weekly

• Schedule tours
• Gather feedback

• Prepare offer
• Submit with pre-approval
• Negotiate

• Coordinate inspection
• Work with lender
• Track milestones

• Confirm loan approval
• Final walkthrough
• Close deal

• Maintain digital file for every deal
• Store:
  • Contracts
  • Disclosures
  • Communication logs
• Track:
  • Key dates
  • Deadlines
  • Contingencies

• Follow all New York real estate laws
• Include:
  • Fair Housing compliance
  • Disclosure requirements
  • Agency disclosures
• Ensure all marketing includes:
  • Brokerage name
  • Contact information

• Cold calls (expireds, FSBOs)
• Email campaigns
• Social media posts

• Direct mail campaigns
• Database follow-up

Track weekly:

• Number of leads
• Calls made
• Appointments set
• Contracts signed
• Closings

• CRM (for lead tracking)
• RedX (cold calling)
• Email marketing platform
• MLS system
• Phone + SMS system

• All leads must be contacted
• No missed follow-ups
• All deals must be documented
• Client communication must be professional and timely