Documents

Scripts, checklists, cheat sheets and client handouts. Search by what you need.

Leads & Follow Up

Zillow Script (ALM)

How to run a Zillow connection call: lock in the appointment in the first 30 seconds, find out where else they want to look, and learn why they're moving.

  • The ALM framework: Appointment, Location, Motivation
  • Word-for-word greeting and follow-up questions
  • Answers to common objections: "Are you the listing agent?", "I'll just go to the open house", "I have an agent"
  • What Zillow doesn't want you to say on the first call

10 Day Follow Up for New Clients

A day-by-day plan for the first 10 days after a new buyer lead comes in.

  • What to do each day: call, text, email, video, or take a break
  • Sample voicemails and texts for Zillow and other leads
  • Setting up a Ylopo home search through FUB with daily alerts

How Often to Follow Up, by Stage

How often to reach out to a lead depending on its stage, from New to Nurture.

  • Follow-up timing for every stage: New, Attempted contact, Spoke with, Appointment set, Met with, Showing homes, Nurture
  • Never go more than 3-5 days without talking to a Showing Homes lead
  • Nurture tip: start early, because people change their timelines

What Lead Statuses Mean (Zillow, FUB, CRM)

What each lead status means and when to move a lead to it.

  • Working the lead: New through Showing homes
  • Moving toward closing: Listing agreement, Active listing, Submitting offers, Under contract, Sale closed
  • Why you should never mark Sale Closed if it closed with an outside agent (it triggers a Zillow referral fee)
  • Nurture vs. Rejected

Follow Up and Rapport Training

Why speed wins, what to send after the first call, and how to build trust with buyers and sellers.

  • Answer client texts within minutes
  • Send 1-3 homes a day, one at a time, and say why each one fits
  • What to do after meeting a buyer, and after a listing appointment (signed or not)
  • Ask questions, point out the negatives, and always do what's best for the client

Listing Agent Pre-Showing Conversation

The call to make to the listing agent before every showing, and the 3 things you have to find out.

  • Word-for-word script for calling the listing agent
  • The 3 non-negotiables: what a good price looks like, when offers are due, what terms the seller wants
  • How to find out about other offers

Mentee Training Tips and Best Practices

Ryan's training notes for new agents: mindset, what to prep before meeting a client, and what to do during and after.

  • Take the emotion out of it, and slow down and listen
  • Prep before a client meeting: nearby homes, new construction, tax rate, schools, arrive 10 minutes early
  • Video tours, text shortcuts, Infosparks, finding builder info and gate codes
  • Which lender to send people to, negotiating a low offer, staying organized

Contracts, Escrow & Title

RPA Contract Helpful Tips

Quick questions and answers on the California purchase contract and which form to use when.

  • Which form: COP, RLAS, SIP, TOPA, CBC, buyer counter offer
  • Standard buyer contingencies
  • VA termite rules, mobile homes (MH-PA), septic/well addendum
  • Transaction management fee on the contract, disclosure timelines

Open Escrow: Documents to Send Sherissa

Everything to send Sherissa in one email when an offer gets accepted.

  • Fully executed contract, buyer contact info, proof of funds, BRBC, approval letter, MT-BR
  • How to introduce Sherissa to the listing agent and escrow

What's in an Inspection and How to Handle Request for Repairs

The home inspection process step by step, and how to handle the request for repairs.

  • Scheduling the inspection and doing the AVID
  • Keep repair requests to 4-6 items
  • The seller's 4 options: agree, decline, some of each, or a credit

Seller Net Sheet Request Form

The form Porchlight Escrow needs to run a seller net sheet. Or use the Ticor Agent One app with Porchlight selected.

  • Every item escrow needs: sale price, commissions, loan payoffs, NHD, home warranty, termite, HOA, solar, seller credit, TC fee
  • Who to email it to at Porchlight

Taking Title / Vesting Options

A chart of the common ways to hold title in California, for clients deciding how to vest. You can give it to them, but you can't advise them which to pick.

  • Community property, community property with right of survivorship, joint tenancy, tenancy in common, partnership, trust
  • What happens at death, who can sell, creditor rights
  • Reminder: send clients to an attorney or CPA for advice

Vesting Cheat Sheet (Ticor Title)

Ticor Title's one-page vesting comparison, with the Team Ticor contacts.

  • Tenancy in common, joint tenancy, community property, community property with right of survivorship
  • Team Ticor: Hector Gomez, Anthony Andre, Gaby Mena

Inherited Property Playbook

The full guide to selling a home that came from a trust or a probate — who can actually sign, what the tax hit is, and what to ask on the first call.

  • Trust or probate: which path this seller is on, and what each one needs
  • Step-up basis, the date-of-death appraisal, and Prop 19 reassessment
  • Certification of trust, successor trustee, letters testamentary, court confirmation and overbids
  • The questions to ask at the listing appointment

Lease Cheat Sheets (Tenant and Landlord)

How leases work at Provident, whether you're helping a renter or listing a rental.

  • Representing a tenant: TRBC and LCA, what Sherissa needs
  • Lease listings: Rentspree, Zillow syndication, who picks the tenant
  • How to set your lease fee (no transaction management fee on leases)

Listings & Open Houses

Listing Checklist

The fillable checklist for every new listing: client, property, HOA & amenities, utilities, repairs & upgrades, solar, showings and Showcase details.

  • Showcase listing: who's paying and approvals
  • Special circumstances: trust, probate, short sale, divorce, foreclosure
  • Photo, sign and Supra dates, open houses, staging, showing instructions

Listing Agent Team: Details and Requirements

How the Listing Team works on company leads, what it pays, and how to get on it.

  • Fee: .1%-.3% of the sales price depending on commission, $500 minimum
  • Listing Team members also get sign calls and Call Action leads
  • To join: video to Ryan, in person with Kristina, Zoom with Nazar; accurate comps on 5 properties

Zillow Showcase Flyer

A one-page flyer to show sellers why a Zillow Showcase listing gets more attention.

  • More views, saves and shares than regular listings
  • Top placement in search for the first 7 days, a pin that stands out on the map
  • A dedicated email to about 1,000 high-intent buyers

Open House Procedures, Checklist, Dos and Don'ts

Everything for hosting a Provident open house: the week-by-week timeline, the supply checklist and the rules.

  • Monday-to-Saturday timeline: sign up, door knock, signs, printing, texting the owner
  • Supply checklist: flyers, sign-in sheets, booties, QR codes, swag
  • Rules: arrive by 11:30, stay until 4, dress code, city sign permits (Chino Hills), sharing leads, put everyone in FUB

Marketing & Prospecting

Farming Tips (Geo Farming)

How to pick a farm neighborhood and work it for the long haul.

  • Expect 12-18 months before it pays off
  • Pick a neighborhood with 5-7% turnover and no dominant agent
  • Plan a full year of touches: postcards, door knocking, events like shred days and pie drop-offs

How to Revive a Dead Instagram (Emily, Lawyers Title)

Slides from Emily Allen's social media presentation at our business planning meeting.

  • Clean up your profile so people know who you are in 3 seconds
  • Content pillars and a posting plan for each day of the week
  • Open house shot list, reels tips

Client Handouts & Programs

Buyer Home Feedback Forms

Hand these to buyers at showings so they can rate each home and jot down what they loved, what they'd change and what they want to ask.

  • 3 Homes: rate up to three houses side by side on one page
  • 1 Home: a one-page version for a single showing
  • Outside, inside and area ratings, a quick yes/no check, and room for their questions

Ontario Keys to Community (Down Payment Help)

Up to $120,000 in down payment help for first-time buyers in the City of Ontario, from Albano Qerimi at EZ Fundings.

  • Who qualifies: no ownership in 3 years, income limits, 2% of your own money down
  • Eligible homes: in Ontario, including condos, townhomes and manufactured homes on a foundation
  • 8-hour homebuyer class and 3 months of reserves

Utilities and Important Phone Numbers

Utility companies and city phone numbers by city, to print or send to clients when they move in.

  • Riverside, San Bernardino, Orange County, Los Angeles and Pomona
  • Gas, electric, water, trash, cable, schools, city hall, library
  • For a single city, use the Lawyers Title utilities site (login below)
City-by-city lookup: socalutilities.ltresourcevault.com — username Socalutils, password AlwaysChooseLawyersTitle

Eastvale Communities Map

Map of Eastvale with every community and tract name.

  • Community names like The Trails, Sendero, Serafina, Steeplechase, Sumner Ranch, Everton, Knightsbridge, Willow Ranch, Riverbend, Wyngate
  • Parks, schools and major roads

Company Info

Important FIV Info and Contacts

FIV Realty's official info for your paperwork, and which email to use for what.

  • Brokerage name, broker DRE#, NRDS ID, office address and phone
  • Designated managing broker: Nazar Kalayji
  • Which email: support, compliance (CDAs, Skyslope), signatures (CBC, referral fee, COL), rejected offers
  • Transferring listings or escrows from another brokerage

W-9 (FIV Realty)

FIV Realty's signed W-9, for escrow or anyone who asks for the brokerage's tax form.

  • Signed W-9 for Fiv Realty, Co.

Websites to Bookmark

Every site you'll use daily as a Provident agent.

  • MLS login, CAR / zipForms, Follow Up Boss, Zillow Premier Agent
  • Mortgage News Daily rates, Ticor property data, GreatSchools, Infosparks
  • Tom Ferry training, the roster and active listings sheet
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