First impressions matter. This checklist ensures you never forget a step when onboarding new clients. Click the checkboxes as you complete each item - your progress is saved automatically.
Day 1: Initial Contact
All ClientsSend welcome email/text
Thank them for choosing you, confirm their contact info, and set expectations for next steps.
Within 5 minutes of signingAdd to CRM with complete profile
Enter all contact info, property preferences/details, timeline, and lead source.
Schedule kickoff call or meeting
30-minute call to review goals, timeline, process, and answer questions.
Send agency disclosure forms
Required disclosures about agent representation and duties.
Buyer Onboarding
Buyers OnlySend buyer questionnaire
Collect detailed preferences: neighborhoods, must-haves, deal-breakers, lifestyle needs.
Connect with lender for pre-approval
Introduce to preferred lender or verify existing pre-approval letter is current.
Before first showingSet up property alerts
Configure MLS search alerts matching their criteria for immediate notifications.
Review buyer representation agreement
Explain terms, commission structure, and get signed agreement.
Send "Buying Process" overview
Educational document explaining the home buying journey from search to close.
Schedule first property tour
Pick 3-5 homes that match criteria to start calibrating preferences.
Add to buyer drip campaign
Automated emails with market updates, tips, and new listings.
Seller Onboarding
Sellers OnlySchedule listing presentation
In-person meeting to discuss pricing, marketing, and timeline.
Prepare CMA (Comparative Market Analysis)
Research recent sales, active listings, and market trends for pricing strategy.
Review and sign listing agreement
Explain terms, commission, marketing plan, and seller responsibilities.
Complete seller disclosure forms
Property condition disclosure, lead paint disclosure, and other required forms.
Schedule professional photography
Book photographer for interior, exterior, and drone shots if applicable.
2-3 days before listingProvide staging recommendations
Send decluttering checklist and staging tips or schedule professional staging.
Coordinate pre-listing repairs
Identify and address any issues that could affect sale price or cause inspection problems.
Review showing procedures
Lockbox setup, showing times, pet procedures, and feedback collection process.
Week 1: Follow-Up
All ClientsCheck-in call (Day 3)
Quick call to answer any questions and confirm they received all materials.
Confirm all documents signed
Verify all required agreements and disclosures have been executed.
Send "Meet the Team" intro
Introduce your transaction coordinator, lender, title company, and other key contacts.
Add to calendar with key dates
Block time for showings, meetings, and milestone check-ins.
Communication Setup
All ClientsConfirm preferred contact method
Ask: phone, text, email, or app? Morning, afternoon, or evening?
Set communication expectations
Explain how often you'll be in touch and how to reach you for urgent matters.
Connect on social media (if appropriate)
Add on Facebook, Instagram, or LinkedIn to stay connected long-term.
Add emergency contact info
Get secondary contact for urgent communications if primary is unavailable.
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