The Buyer Consultation Checklist
HOW TO USE THIS CHECKLIST
This checklist walks you through a complete buyer consultation, from the prep beforehand to the follow-up afterward. Use it as a guide during your first consultations — you don't have to hit every line in order, so let the conversation breathe and adapt as you go. Remember: this is the one setting where a deeper set of questions is welcome. The "intrigue, don't interrogate" rule is for cold texts; once a buyer has agreed to sit down with you, they want to be understood. Your goal is to leave the meeting with a client who trusts you, understands the process, and has signed on to work with you.
1 • BEFORE THE CONSULTATION
CONFIRM AND PREPARE
☐ Confirm the date, time, and location (office, video, or coffee) and send a calendar invite
☐ Review everything you already know about them — lead source, prior messages, CRM notes
☐ Check pre-approval status; if they don't have one, consider an introduction to a trusted lender
BRING YOUR MATERIALS
☐ A current market snapshot for their target area
☐ A simple visual of the buying process / timeline
☐ Required disclosures and agreements ready to review — in TX: IABS, Consumer Protection Notice, and the Buyer Representation Agreement (confirm current forms with your broker)
☐ A notepad or device to capture their answers straight into your CRM
2 • OPENING THE MEETING
☐ Welcome them warmly and build genuine rapport before talking business
☐ Thank them for their time and set the tone — this meeting is about them
☐ Walk through the agenda: "Here's what we'll cover today"
☐ Briefly share who you are, how you work, and what Relive Realty brings to the table
☐ Let them know you'll ask some questions so you can serve them well, then explain the process
3 • UNDERSTANDING THEIR NEEDS
MOTIVATION AND TIMELINE
☐ Why are they looking to buy now? What's driving the move?
☐ What's their ideal timeline — when do they want or need to be in a home?
☐ Any hard deadlines (lease ending, job start, school year, growing family)?
THE HOME ITSELF
☐ Must-haves vs. nice-to-haves (beds, baths, space, layout)
☐ Deal-breakers — what would make them walk away?
☐ Preferred areas, commute needs, schools, and lifestyle priorities
☐ Condition and style — move-in ready or a project, new construction or resale
THE DECISION
☐ Who else is part of the decision, and will they join for showings?
☐ Have they bought before? What was that experience like?
☐ Are they also selling a current home?
4 • FINANCIAL READINESS
☐ Are they pre-approved? With whom, and for how much?
☐ If not, suggest they connect with a trusted lender before touring homes, but do not make it mandatory. Your job is to show homes and do slight qualifying on your own.
☐ Comfortable monthly payment vs. maximum approval — these are often very different numbers
☐ Down payment and funds available for closing costs
☐ Walk through the up-front costs to plan for: earnest money, inspection, appraisal, closing costs
☐ Confirm they understand how pre-approval strengthens their offer in a competitive market
5 • EXPLAINING THE PROCESS
☐ Walk the steps at a high level: search → tour → offer → contract → inspection → appraisal → closing
☐ Set realistic expectations for the current market — competition, pace, and inventory
☐ Explain how offers and negotiations work in plain language
☐ Explain the main contingencies (financing, inspection, appraisal) and why they matter
☐ Clarify your role and how you advocate for them at every step
6 • AGENCY AND AGREEMENTS
This is a required, non-optional part of the consultation. Handle it with confidence — buyers trust an agent who explains the paperwork clearly.
☐ Explain agency and what representing them means: you are their advocate, and their interests come first
☐ Present the required disclosures — in TX, the IABS and Consumer Protection Notice
☐ Review and sign the Buyer Representation Agreement before touring homes
☐ Explain clearly and transparently how you are compensated
☐ Answer every question about the paperwork before moving forward
☐ Confirm all signed documents are saved and a copy is shared with the buyer
7 • SETTING EXPECTATIONS AND NEXT STEPS
☐ Agree on communication preferences and cadence (text, call, email — and how often)
☐ Set up their MLS search and auto-alerts based on their criteria
☐ Explain showing logistics and how quickly to move in a fast market
☐ Confirm their availability for tours and how you'll schedule them
☐ Recap the agreed next steps and who is responsible for what
☐ Schedule the next touchpoint or first showings before you part ways
8 • AFTER THE CONSULTATION
☐ Send a thank-you and a written recap of what you discussed and agreed
☐ Deliver copies of all signed documents
☐ Enter or update everything in your CRM — criteria, timeline, key details, and tags
☐ Activate their home search and confirm they're receiving alerts
☐ Follow up within the timeframe you promised, and keep the momentum going
PRO TIP
Listen more than you talk. The consultation isn't your chance to prove how much you know — it's your chance to understand who's in front of you. Ask, take notes, and let them do most of the talking. The buyer who feels genuinely heard is the buyer who signs, refers, and comes back.
The goal isn't to complete every box — it's to leave with a client who trusts you, understands the road ahead, and has committed to walking it with you.