After Settlement

Purpose

In this procedure, the Sales Administrator notifies stakeholders that the sale is settled, retrieves signs, returns keys, conducts a mail out to neighbours and closes the sales master record.  This procedure starts when the Seller’s Solicitor/Conveyancer confirms settlement.  It ends when the Sales Administrator closes the sales master file.

When the property sale is settled, the company can remove the sales listing and put it in the archives.  This creates space for other sales listings and prevents confusion about whether the sales listing is still current.

Procedure

Sales Administrator

• Receives settlement confirmation from the Seller’s Solicitor/Conveyancer
• Completes the Sale Settled section of the Sales Record Sheet
• Prepares notification letters to the Seller, Buyer, Referral or Conjunction Agent
• Arranges for the Sales Consultant to sign the letters
• Makes copies of the letters, sends the letters, and files the copies in the sales master file
• Requests the Sign Erector to retrieve the sign and lock box from the property
• De-registers the keys and sends them to the buyer
• Updates the Sale Record and Checklist
• Moves the sales master record to the settled sales storage area
• Receives the testimonials and publishing permission from the Sales Consultant and files them

Sales Consultant

• Signs notification letters on request from Sales Administrator
• Requests testimonials from the Seller and Buyer, with permission to publish and to use their name.
• Records testimonials and permissions for publication and gives them  to the Sales Administrator