Cold Calling Campaign

[Ross French]

I'm in California and just got my agents license so my plan is to begin cold calling in order to find listings. I'm wondering if I can have my wife help me do the same (however she does not have her license). Is this OK to do?

[James Wise]

@Ross French

Every state has a specific list of things that an unlicensed agent can and cannot do. They are all pretty similar but do have some variances. Give this Realtor Mag  article a read What Unlicensed Assistants Can Do in Your State it breaks down the specifics for every state, California included.

Here is what unlicensed assistants can & can not do in my home state of Ohio.

DOS AND DON’TS FOR UNLICENSED PERSONAL ASSISTANTS

DO:

1. Call people to schedule appointments.
2. Call the owners of properties listed by the brokerage to schedule showings, closings, or inspections.
3. Prepare market value analysis forms.
4. Compile listing packages.
5. Prepare listing presentations.
6. Write and place advertisements.
7. Take and develop photographs of properties.
8. Address and mail open-house invitations and thank you notes to open-house attendees.
9. Deliver documents such as offers and counter-offers.
10. Coordinate direct mail campaigns.
11. Create flyers and brochures.
12. Maintain mailing lists.
13. Monitor closing details.
14. Coordinate closings.
15. Communicate with sellers and buyers regarding delivery or pick-up of keys.
16. Process sales.
17. Enter listings on office “listing board”.
18. Mail copies of ads to sellers.
19. Install and maintain “For Sale”, “Open House”, and “Sold” signs (after satisfaction of contingencies).
20. Coordinate sending of gifts, flowers, etc.
21. Order legal description and plot plan.
22. Prepare open house materials and prepare and mail highlight sheets as needed.
23. Submit earnest money to secretary.
24. Assemble For Sale By Owner and expired leads for follow up by REALTOR.
25. Mail expired and For Sale By Owner letters.
26. Assist with organization of agent tour.
27. If and when property is vacated, periodically inspect and oversee maintenance and care.
28. Install and remove lock boxes.
29. Input listings into Multiple Listing Service and handle Multiple Listing Service changes.
30. Map properties for showing to buyers.
31. Inform seller or buyer of title transfer and deliver or pick up keys.
32. Communicate with escrow officer/branch escrow secretary to keep up to date on all activities during the escrow period.
33. Gather the names, addresses, and phone numbers of all parties to the transaction, including sellers, buyers, REALTORS, loan officer, title company, etc.
34. Keep calendar of all important dates, i.e., loan application, loan approval, inspections, satisfaction of contingencies, title transfer, etc.
35. Attend sales meetings at request of REALTORS.
36. Process incoming and outgoing referrals as deemed correct by the company.
37. Special events promotion, organization, and implementation.
38. Handle bank and trust deliveries.
39. Handle all transaction record-keeping in an organized, complete, and clear manner.
40. Search legal and/or city/county records.
41. Compile information and keep records for income tax preparation.

DON’T:

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

Here is another example. This is what can be done in Illinois:

• Answer the telephone, take messages, and forward calls to a licensee
• Submit listings and changes to an MLS
• Follow up on a transaction after a contract has been signed
• Assemble documents for a closing
• Secure public information documents from a courthouse, sewer district, water district, or other repository of public information
• Have keys made for a company listing
• Draft advertising and promotional materials for approval by a licensee
• Place advertising
• Record and deposit earnest money, security deposits, and rents
• Complete contract forms with business and factual information at the direction of and with approval by a licensee
• Monitor licenses and personnel files
• Compute commission checks and perform bookkeeping activities
• Place signs on property
• Order items of routine repair as directed by a licensee
• Prepare and distribute flyers and promotional information under the direction of and with approval by a licensee
• Act as a courier to deliver documents, pick up keys, etc.
• Place routine telephone calls on late rent payments
• Schedule appointments for the licensee (does not include making phone calls, telemarketing, or performing other activities to solicit business on behalf of the licensee)
• Respond to questions by quoting from published information
• Sit at a property for a broker tour that is not open to the public
• Gather feedback on showings
• Perform maintenance, engineering, operations, or other building trades work and answer questions about such work
• Provide security
• Provide concierge services and other similar amenities to existing tenants
• Manage or supervise maintenance, engineering, operations, building trades, and security
• Perform other administrative, clerical, and personal activities for which a license is not required
  
  In Illinois, an unlicensed assistant may NOT perform the following tasks:
• Host open houses, kiosks, home show booths, or fairs
• Show property
• Interpret information on listings, titles, financing contracts, closings, or other information related to a real estate transaction
• Explain or interpret a contract, listing, lease agreement, or other real estate document with anyone outside the employing licensee’s firm
• Negotiate or agree to any commission, commission split, management fee, or referral fee on behalf of a licensee
• Perform any other activity for which a real estate license is required