Unlicensed assistants - Dos & Don’ts

MLS secretary/assistant status

No Dotloop account (share the agents) - Pending Policy Change

Licensed assistant - they must be a Key agent & pay dues

Husband and wife agent teams - both are licensed and on a dues program



  • Call people to schedule appointments.
  • Call the owners of properties listed by the brokerage to schedule showings, closings, or inspections.
  • Prepare market value analysis forms.
  • Compile listing packages.
  • Prepare listing presentations.
  • Write and place advertisements.
  • Take and develop photographs of properties.
  • Address and mail open-house invitations and thank you notes to open-house attendees.
  • Deliver documents such as offers and counter-offers QUICKLY
  • Coordinate direct mail campaigns.
  • Create flyers and brochures.
  • Maintain mailing lists.
  • Monitor closing details. Schedule time for this once a week
  • Coordinate closings
  • Communicate with sellers and buyers regarding delivery or pick-up of keys.
  • Process sales
  • Enter listings on office “listing board”
  • Mail copies of ads to sellers.
  • Install and maintain “For Sale”, “Open House”, and “Sold” signs (after satisfaction of contingencies).
  • Coordinate sending of gifts, flowers, etc.
  • Order legal description and plot plan.
  • Prepare open house materials and prepare and mail highlight sheets as needed.
  • Submit earnest money
  • Assemble For Sale By Owner and expired leads for follow up by REALTOR.
  • Mail expired and For Sale By Owner letters
  • If and when property is vacated, periodically inspect and oversee maintenance and care. No representation to seller that you will “watch the property.”
  • Install and remove lock boxes.
  • Input listings into Multiple Listing Service and handle Multiple Listing Service changes.
  • Map properties for showing to buyers.
  • Inform seller or buyer of title transfer and deliver or pick up keys.
  • Communicate with escrow officer/branch escrow secretary to keep up to date on all activities during the escrow period.
  • Gather the names, addresses, and phone numbers of all parties to the transaction, including sellers, buyers, REALTORS, loan officer, title company, etc.
  • Keep calendar of all important dates, i.e., loan application, loan approval, inspections, satisfaction of contingencies, title transfer, etc.
  • Process incoming and outgoing referrals as deemed correct by the company.
  • Handle all transaction record-keeping in an organized, complete, and clear manner.
  • Search legal and/or city/county records


  • Make representations about the services offered by the real estate brokerage.
  • Interpret documents or answer questions concerning documents.
  • Ask, answer, or discuss questions concerning asking price, address, number of bedrooms, or other qualities of a property.
  • Ask owners questions as to their housing needs in order to determine their interest in listing their property.
  • Gather information on an owner’s house or a home an owner may be looking for.
  • Provide information to the owner on properties listed.
  • Request the names of others interested in buying or selling a property.
  • Direct or assist in the procuring of a prospect which is calculated to result in the sale, lease, or exchange of real estate.

- See more at: http://ohiorealtors.org/legal/topics/wpunlicensed-assistants/#sthash.qkICGdcG.dpuf