Importance of Notes to Check the Property

"By developing these habits, you’ll set yourself up for smoother transactions and stronger client trust."

- Dan Rochon

Episode Summary

As real estate professionals, we often face a multitude of details to track when managing properties or working with clients. One thing that’s easy to overlook but absolutely essential is documenting property conditions during client walkthroughs. It might not seem like the most glamorous task, but trust me, it’s one that can make a huge difference in your long-term success.

The Power of Proper Documentation

I can’t stress this enough: treat property documentation like property management. The more organized you are from the get-go, the easier it will be to manage your workload as it grows. Whether you’re handling one property or dozens, establishing a system for capturing every detail during walkthroughs will save you from potential headaches down the road.

I recommend a combination of notes and photos during your walkthroughs. It’s not enough to simply jot down a few details here and there; you need both the context of your notes and the visual clarity of photos to ensure you capture the condition of the property accurately. This approach will help you recall specific details more efficiently and give you concrete evidence to address any issues that may arise with the property.

Focus on Condition, Not Perfection

When it comes to documenting the property's condition, it’s important to remain focused on what’s relevant. Yes, it’s tempting to note every minor detail, but your goal should be to capture the overall condition of the property, and focus on issues that truly matter, like water damage, structural concerns, or missing fixtures.

While minor discrepancies are natural over time, don’t raise them unless they’re something that could impact your client’s expectations or the closing process. Accuracy and clarity should always come first. If you’re consistent with this process, you’ll build a reputation for thoroughness and reliability with your clients.

Key Takeaways

• Systematic Documentation is Key: Treat property documentation with the same care and attention as property management itself. The more organized you are, the easier it becomes to track the details as your workload grows.

• Use Both Notes and Photos: Capture the overall condition and specific issues (watermarks, damage, etc.). This will ensure accuracy when addressing concerns and help you recall details quickly.

• Focus on Condition During Walkthroughs: Pay attention to how the property looks during the walkthrough, ensuring it matches the state at closing. Minor issues can be noted, but raise them only if necessary for the client’s concerns.

By developing these habits, you set yourself up for smoother transactions, and stronger client trust. Every note and every photo is an opportunity to build a foundation for better service and more successful deals.

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