The Essential SOPs Every Real Estate Agent Needs to Run a Successful Business

Closing deals isn't enough to build a thriving real estate business. Without systems in place, you're running on caffeine, chaos, and sheer willpower - like trying to juggle multiple transactions without a checklist, only to realize you forgot to schedule the home inspection. 

Standard Operating Procedures (SOPs) are the silver bullet that top teams use to keep their businesses from spiraling into an unorganized mess.

SOPs smooth out transactions, improve client experience and make sure you stay sane while scaling. 

Here are the top SOPs every real estate agent should have in place:

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Managed in a CRM

Lead Generation & Follow-Up SOP - for converting a Lead into a Client

• Define how leads enter the CRM (website forms, social media, referrals, paid ads, open houses, etc.)
• Categorize leads (hot, warm, cold) and assign appropriate follow-up sequences.
• Set automated reminders for follow-ups and nurture campaigns.
• Track engagement levels and determine when to escalate outreach efforts.
• Maintain a clean and organized database by regularly updating lead statuses.

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Managed in Nekst

Buyer Consultation & Onboarding SOP - for working with a new Buyer Client

• Conduct an initial consultation to determine buyer needs and financial status.
• Guide buyers through lender pre-qualification or pre-approval.
• Set up automated MLS searches and notify buyers of new listings.
• Explain the home-buying process and establish communication expectations.
• Assign action items in Nekst to track progress and ensure timely follow-ups.

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Appointment to List SOP - preparation before a Listing Appointment

• Gather all necessary property details from the seller before the appointment.
• Prepare a comprehensive CMA (Comparative Market Analysis).
• Outline potential pricing strategies and marketing plans.
• Bring all required paperwork, including listing agreements and disclosures.
• Conduct a thorough property walkthrough to assess selling points and concerns.

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Pre-Listing & Seller Onboarding SOP - for preparing the Listing for Sale

• Coordinate professional photography, videography, and virtual tours.
• Provide a home preparation checklist to sellers.
• Develop and schedule marketing materials and property advertisements.
• Finalize listing descriptions and review disclosures.
• Set up showings and ensure lockboxes and key management procedures are in place.

Listing Management SOP - for Marketing and Selling a Listing

• Regularly monitor and update listing performance across MLS and marketing channels.
• Maintain communication with sellers, providing feedback from showings.
• Adjust marketing strategies based on market response.
• Coordinate staging adjustments or price modifications if necessary.
• Ensure all required disclosures remain up to date.

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Broker/Public Open House SOP - for executing effective Open Houses

• Select strategic dates and times for maximum exposure.
• Promote the open house via social media, email marketing, and community networks.
• Prepare and print branded flyers, brochures, and sign-in sheets.
• Stage the home properly and ensure it is in show-ready condition.
• Follow up with attendees and incorporate new leads into the CRM.

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Buyer - Contract to Close SOP - for getting a Buyer Contract Closed

• Ensure all contract terms and contingencies are met within deadlines.
• Coordinate inspections, appraisals, and financing approvals.
• Maintain communication with the lender, title company, and buyer’s agent.
• Guide buyers through the closing process and final walkthrough.
• Confirm funds are wired and documents are signed before closing day.

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Seller - Contract to Close SOP - for getting a Seller Contract Closed

• Verify buyer’s financing progress and contingency removals.
• Manage inspection and appraisal timelines, addressing any issues.
• Provide sellers with a clear timeline of closing procedures.
• Coordinate final move-out and cleaning arrangements.
• Ensure final closing documents are reviewed and signed.

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Buyer - Post-Closing Follow-Up SOP - for following up after Closing

• Send a personalized closing gift.
• Request an online review and referral.
• Schedule check-in calls at 30, 90, and 180 days.
• Provide a homeowner checklist with local service provider recommendations.
• Add the client to an automated follow-up system for long-term engagement.

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Seller - Post-Closing Follow-Up SOP - for following up after Closing

• Ensure sellers receive all final closing documents.
• Offer assistance with moving service referrals.
• Request an online review and referral.
• Follow up at 30, 90, and 180 days to maintain rapport.
• Add the seller to an automated touchpoint campaign.

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Team & Support Member Onboarding SOP - for adding new Team Members

• Clearly define roles and responsibilities.
• Provide training on CRM, transaction management software, and marketing systems.
• Set performance expectations and key performance indicators (KPIs).
• Assign mentors or training partners for new hires.
• Schedule regular check-ins during the onboarding period.

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Team & Support Member Off-Boarding SOP - for removing Team Members

• Revoke access to CRM, email accounts, and internal systems.
• Conduct an exit interview to gather feedback.
• Ensure all assigned tasks are reassigned appropriately.
• Secure return of company assets (laptops, lockboxes, marketing materials, etc.).
• Maintain records of former team members for compliance and future reference.

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ADVANCED SOPs

Personal & Business Finance SOP - for managing Business finances

• Track income and expenses through a dedicated accounting system.
• Set aside quarterly tax payments and manage deductions.
• Maintain separate business and personal bank accounts.
• Review financial reports monthly to assess profitability.
• Plan for business growth by setting savings and reinvestment goals.

Social Media & Content Marketing SOP - for ensuring consistency and effectiveness

• Develop a content calendar for consistent posting.
• Balance content between listings, market updates, educational posts, and engagement.
• Leverage automation tools for scheduling and tracking post performance.
• Respond to comments and direct messages to maintain engagement.
• Monitor analytics to adjust content strategy as needed.

Client Communication & Service SOP - for ensuring a Standard level of customer service

• Set response time expectations for phone, email, and social media inquiries.
• Establish standard scripts for common client interactions.
• Use a task management system to track ongoing client needs.
• Develop a client satisfaction survey to gather feedback and improve service.
• Create a referral program to incentivize satisfied clients to share their experience.

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Final Thoughts

Having well-documented SOPs in place helps real estate agents streamline their operations, provide consistent service, and scale their business more effectively. Whether you're a solo agent or managing a team, these SOPs will save you time, reduce stress, and create a more professional and predictable workflow.

Need help setting up automated workflows for your SOPs? Check out Nekst - where you can manage SOPs for any process, while ensuring powerfully simple transaction management.

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