Norwin Lee Tolentino

HI! IT’S NORWIN LEE REAL ESTATE VA PORTFOLIO Inside, you’ll find a comprehensive look at my professional journey—from my transaction coordination expertise and operational strengths to the systems, workflows, and tools I’ve mastered throughout my real estate VA career. This portfolio highlights my core responsibilities, key achievements, client testimonials, and the proven processes I use to ensure smooth, timely, and organized transactions. Please take the time to explore how I can support your real estate business, as it offers a clear and authentic representation of the value I bring to every team I work with. -- WHO AM I? With more than 9 years of diverse professional experience and a strong background in transaction coordination, operations management, and client support, I specialize in streamlining real estate workflows and ensuring seamless, compliant, and timely transactions. This portfolio showcases the skills, achievements, and dedication that define my work—reflecting my commitment to excellence, reliability, and continuous improvement in the real estate industry. STRENGTHS Operationally Excellent and Highy Organized Transaction-and Process-Oriented Proactive and Communicative Detail-Oriented and Accuracy-Focused Technologically Adaptable and Systems-Savvy Client-Centered and Service-Driven Leadership-Oriented and Mentorship-Focused MISSION To provide reliable, detail-driven, and proactive real estate support by streamlining transactions, optimizing operational systems, and delivering clear communication that enables agents and team to operate efficiently and confidently. VISION GUIDING PRINCIPLES To become a trusted Real Estate Operations and Transaction Management Professional known for creating organized, compliant, and seamless workflows that elevate client experiences and support long-term business growth in the real estate industry. SKILLS & EXPERTISE CORE REAL ESTATE SKILLS Transaction Coordination Listing Management Buyer Workflow Management CRM/Database Systems Management MLS Updating and Compliance Management PROFESSIONAL SKILLS Communication Problem-Solving Client Management/Coordination Workflow Creation Organization & Time Management TECHNICAL SKILLS/TOOLS CRMS used (Streak, Realvolve, Skyslope, Dotloop, Compass.com, Chime, etc.) MLS (MLS Listings, BrightMLS, CrisNetMLS, FlexMLS, GSMLS, CJMLS, NJMLS) Communication Tools (Slack, Line2, Google Voice) Graphic Design Tools (Canva) REAL ESTATE CHECKLIST California Listings Prospecting Tasks Pre-Listing Tasks continuation Listing Presentation Upload Signed Listing Docs to the CRM New Seller Lead received via email with Create the Google Drive Folder (Shared property address and contact information > Folder) and upload signed Listing Docs to Save/Add it to the CRM’s Prospective Gdrive Pipeline Create Group Text with Clients Request/Gather/Exchange Social Media Save Phone Numbers of Sellers to Accounts Phone Contacts Create Email Label Format: Seller - First and Last Name - Property Address Pre-Listing Tasks Send the Project Manager and Office Prepare the Listing Agreement Documents Phone vCards Addendum L1 Open Escrow with First American Title Residential Listing Agreement Packet Company Compass Vendor Advisory Preliminary Title Report Confidentiality and Non-Disclosure Natual Hazards Report Agreement Combined Disclosures REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Property Profile HOA Docs (if within a Homeowner’s Association Request for County Records Send the Seller Disclosure Addendum Send Residential Input Form to Sellers for Initial MLS Drafting Send Listing Features Walkthrough Save it to the GDrive Write Listing Video Script and MLS Public Remarks Prepare the 4-Page Flyer Prepare the Feature Labels Prepare the whole Seller Disclosure Package Checklist Pre-Listing Tasks continuation Glide Disclosures TDS SPQ FIRPTA Earthquake Disclosure (if built before 1960) LBP (if built before 1978) Seller Disclosure Part II Compass Disclosures Seller or Tenant Acknowledgement of Obligation to Secure and Protect Personal Belongings Affiliated Business Arrangment Disclosure Buyer Prelim Title Report REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Pre-Listing Tasks continuation Buyer Prelim Title Report ... Fixtures and Carbon California Water Monoxide Detector Notice Restrictions, Shortages, and Wildfire Disaster Advisory Conservation Advisory Fire Hardening and Defensible Environmental Hazards Space Advisory, Disclosure, and Advisory, Acknowledgement, Addendum and Agreement Square Foot and Lot Size Receipt for Links to Booklets Advisory Disclosure Information Advisory Buyer’s Investigation Advisory Market Conditions Advisory Representative Capacity San Mateo/Santa Clara Signature Disclosure (For LLC, Counties Advisory Assignees, Companies, Water Heater and Smoke Corporations) Detector Statement of Trust Advisory (if Seller is a Compliance Trust) Water Conserving Plumbing .. REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Pre-Listing Tasks continuation New Build/New Construction Listing Agreement Packet SB800 Reports from Escrow Completed New Preliminary Title Report Construction Purchase Property Profile Addendum Set-Up Disclosures.Io Package New Construction Notice of Upload and Organize the Completion & Notice to disclosures Close Escrow County Records Set-Up New Listing to Compass Business Seller Disclosure Addendum Tracker Real Estate Transfer Disclosure Add Sellers to the Compass Statement Database/Contacts Seller Property Questionnaire Add Listing Information to Seller’s Agent Visual Inspection Pipeline Disclosure - Listing Agent Upload required Disclosures Buyer Homeowner’s Insurance .. REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Pre-Listing Tasks continuation ... Advisory ... Carbon Monoxide Detector Buyer Homeowner’s Association Notice Advisory (if applicable) Water Heater and Smoke Compass Disclosures Detector Statement of Fire Hardening & Defensible Compliance Space Advisory Wildfire Disaster Advisory Market Conditions Advisory Wire Fraud & Electronic Fund San Mateo/Santa Clara Transfer Advisory Counties Advisory HOA Docs Parking & Storage Disclosure Maps (for Condos and Townhouse) Acreage Map Seller’s Affidavit of Non-Foreign Easements Map Status Plat Map Square Foot and Lot Size Reports Advisory Combined Escrow Water Conserving Plumbing .. Disclosures .. REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Pre-Listing Tasks continuation Natural Hazards Report Highlight Disclosures Preliminary Title Report County Records Property Inspection Report Address Termite Inspection Report Area of Mod (House SF) Roof Inspection Report Lot Size Foundation Inspection Year Built Report HOA Docs Pool Inspection Report Require Statement of Fees: Add stamps to the following: Litigation: YES/NO County Records Request for a copies of the Property Inspection Report following and upload to package: Roof Inspection Report Permits Termite Inspection Report Solar Docs/Solar Agreement Foundation Inspection Report Prepare/Create Tentatie Schedule - Agent to Pool Inspection Report Verify HOA Docs Schedule Vendor Meeting .. REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Pre-Listing Tasks continuation ... Send/Inform the sellers of the upcoming Staging Inspection Schedules via text message Painting Read Inspection Reports Contractor Summarize Inspection Reports Gardening/Landscaping Upload Inspection Reports to Disclosure Send created Tentative Schedule to Sellers Package via Text Schedule Cleaners Plot Tentative Schedule to the Agent’s Schedule Photography Calendar Photos Schedule Inspections Floor Plan Property Inspection 3D Matterport Termite Inspection Schedule Videography Roof Inspection Draft Listing on the MLS Foundation (optional) Order Luxury Signpost Pool (optional) Send Approved MLS Printout to Sellers for Add Inspection Dates to the Calendar Signature (usually included on SD Part III) .. REAL ESTATE CHECKLIST California Listings Pre-Listing Tasks continuation Active Listing Tasks continuation Create CMA Order shoecovers from Escrow Record Expenses/Reimbursements on CRM Prepare the Offer Review/Disclosures Link + 12 photos Active Listing Tasks Assign Lockbox and set email and text Prepare Listing Video showing notifications Create the Video Thumbnails for XHS, Add the Property Address to the Open WeChat, YouTube, Reels for FB and IG House Sign-Up Sheet Post Listing Video on Little Read Book, Review the Disclosure Package for YouTube, Facebook, Instagram, Wechat Modifications/Additions Add YouTube Link: Request for Sellers Approval for any MLS disclosure changes CRM Update all disclosures once the sellers have LIVE ON MARKET given approval Add Listing date to the calendar Make sure the disclosure’s package link is Add Compass Link to CRM set to PUBLIC Send Compass Link to the Sellers via text .. REAL ESTATE CHECKLIST California Listings Marketing Tasks Capture all leads (Open House) and add them to Compass Database Update ClickSend Contact List Add Listing to the Mass Email Add Listing to the Mass text Prepare the QR Code Prepare Postcard Under Contract Tasks continuation Send Contract Ratification Email to Escrow Offer + Buyer Agent Summarize the terms/Contract Create the Escrow Timeline Draft/Send the Congratulations email to the Sellers Draft/Send the Closing Party Coordinators email Offer Tasks Update the MLS status to PENDING as soon Make sure the disclosure package is as Escrow received the EMD/receipt and ready/complete confirmation page sent On DocuSign, prepare the Ratified Contract Update Status of the transaction in CRM envelope for the seller to sign Update Status of the Pipeline in Business Tracker Under Contract Tasks Send WhatsApp Under Contract Notification Check all signed documents .. Add Contract dates to the calendar .. REAL ESTATE CHECKLIST California Listings Under Contract Tasks continuation Under Contract Tasks continuation Add Contract dates to the calendar .. Two weeks to close (Agent) Send two weeks to close check-in Under Contract date email to all parties Contingency Deadline Request for seller’s settlement Close of Escrow date statement SIP date Create CMA Add transaction tasks to the calendar (TC + Order destaging AI) Order Home Warranty One day after contract ratification Closing gift Compliance File Creation Closing Anniversary Check Compliance Docs Set-up Under Contract Folder on Business One week after contract ratification Tracker Appraisal Upload Ratified Contract Docs Submit Commission Information RPA Package Ask Agent regarding Seller’s closing Contingency Removal gift .. SMCO + BCO + SCO (if applicable) .. REAL ESTATE CHECKLIST California Listings Under Contract Tasks continuation Under Contract Tasks continuation ... Buyer-Pre-Approval Letter ... Add UC to the Postcard Buyer Proof of Funds Review Listing Agent Commission Compliance Tasks Reimbursements to the Sellers Audit all disclosures, make sure all parties Referral Fees have signed Enter/Input Commission Information Send incompletely signed disclosures to the Request for Commission Approval (Sales buyer side/sellers Manager/Broker.. if LC is less than 2.50%) Upload all required disclosures in Business Remind Agent to Order Closing Gift + IG Tracker Follow-Up Follow up with the buy-side party if there are Testimony Request any incomplete disclosures Ask for seller’s closing gifts Double checking of commissions Prepare Under Contract Graphic Submit Commissions and request to e Double-Check UC Graphics copied when Auditor sends Commission Post UC Graphic on all Social Media Demand to Escrow Add UC to Mass Email.. REAL ESTATE CHECKLIST California Listings Pre-Closing Tasks Pre-ClosingTasks continuation Two Weeks before Closing ... Agent’s Calendar Request for the Prelim Settlement Send Utility Information to the Buyer’s Statement Agent Send Prelim Settlement Statement to Agent Closing Tasks Check if the closing gift has been MLS Protocols ordered Remove the Floor Plans Make sure Escrow received the Agent’s Remove the YouTube Link Commission Demand Remove the 3D Matterport Link One Week Before Closing Remove 2D Virtual Tour Link Advise sellers to disconnect Utilities Remove Disclosure Package Link after closing or after vacating the Remove Scheduling Link property when there is a rentback Update MLS Status to SOLD + Send Ensure sellers have been scheduled to Screenshots to the Audit Committee Group sign Make sure all information is correct Add Closing Appointment to .. Property Address .. REAL ESTATE CHECKLIST California Listings ClosingTasks continuation ... Purchase Price Buyer Agent Information Close of Escrow date Financing (Mortgage/Cash) Marketing SOLD Tasks Prepare Sold Graphic for Social Media Double-Check SOLD Graphic Post SOLD on all Social Media Add SOLD to Mass Email Add SOLD to Postcard Upload Closing Docs to Business Tracker Move Folder to SOLD/CLOSED Archive Disclsoures Package Post-Closing Tasks Update status of the following to SOLD .. Post-Closing Tasks continuation ... CRM Business Tracker Update the email label Format: Closing Date Property Address Name of Client Example:- Main St Angelo Smith Create SOLD Folder under the Agent’s GDrive Account Save all emails (subscribed to the Google Chrome Extension) Order Salespost Removal CA SAMPLE WORKS How do I instruct Sellers after signing the Listing Agreement? Send the Listing Instructions email to the sellers. Quick Tips! LISTING INSTRUCTIONS 1.When prompted to create an account, pick the FREE version. 2.Only one account needs to be created with only 1 Seller to fill out Hi Seller One, and Seller Two! the forms. 3.If you have difficulty answering the questions, PLEASE FLAG the This is Norwin, I am the Transaction Manager at the “Agent’s Team question and TYPE the issue, so we will see it on our end. Name”. I will be supporting “Agent’s First Name” in listing your house for 4.Please also note in the disclosures NOT just the PRESENT sale on the market until closing. modifications, but any FUTURE modifications. Like, new painting and flooring for March 2026. Please review and follow our Listing Steps. STEP 1 Please fill out the disclosures we are going to send thru the GLIDE SYSTEM. This will prompt you to create an account. Once, done, we will begin sending you the Seller Disclosures Part II via DocuSign for Signature. If you have any questions regarding the disclosures on Glide. Please let me or your “Agent” know. Here is a 10-minute GLIDE Tutorial for your reference on how to get started. https://www.youtube.com/watch?v=z1SRQsn53cw&feature=youtu.be STEP 2 Kindly fill out the “SELLER DISCLOSURE ADDENDUM” with any work done to the home, PERMITTED or NON-PERMITTED. Example: Fixed Living Room Ceiling Nov 2025 Additional Master Bedroom sqft Apr 2020 Reminders: 1.Mention all FUTURE work to be completed. 2.It is important we note everything that has been updated so that we do not RUN into any issues while we are in contract. DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS How do I instruct Sellers after signing the Listing Agreement? Send the Listing Instructions email to the sellers. What is a Seller Disclosure Addendum? See example for 123 Main St, Cupertino LISTING INSTRUCTIONS Address: 123 Main St, Cupertino Tips If you are having a hard time using the FORM, you may want to type it up on your end and reply to this email and we’ll organize the list for you. STEP 3 You will have to fill out the “Residential Input Form” so we can draft the listing in the MLS, add all information you could share regarding the interior and exterior features of the property. Thank you so much! Let us know if you have any questions! AGENT’S NAME DRE: Phone: Email: Social Media Links Seller 1 Date Seller 2 Date DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Residential Input Forms APN #: Cross St: Property Type: Single Family Home (Detached) Single Family Home (Attached) Condominium Townhouse Number of Beds: If Condo or Townhome, please indicate ownership type: Common Interest Development Condominium Ownership Cooperative Housing (Coop) Corporation Individual Planned Unit Development Tenants in Common Trust Number of stories: Street Address: Building #: Number of Baths: Living Space SQFT: Property Faces: East North Northeast Northwest South Southeast Southwest West CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Unit Features (for Townhouse/Condo) Below Ground Bi/Split Level Unit Common Wall at Garage Only Corner Unit End Unit No common wall Other unit above Other unit below Top floor or penthouse Tri Level Unit Lot SQFT: Secondary Living Space Description (for SFR) Apartment Over Garage Accessory Dwelling Unit Guest House Other Is property within City Limits?: Secondary Living Space SQFT: Elementary School District: Elementary School: Middle School: High School District: High School: Is property in an incorporated area?: Listing Status: Active Coming Soon Comp Year Built: City Transfer Tax?: Zoning: CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Listing Date: Listing Price: Contract Sale Conventional 2nd Conventional 3rd FHA Expiration Date: Possession Notice: COE COE + 30 Days COE + 35 Days Immediate Negotiable Seller Rent Back Tenant Rights Upon Completion Special Listing Condition Auction Court Confirmation may be required HUD Owned New Subdivision Not Applicable Notice of Default REO/Bank Owned Property Short Sale/Subject to Lender Fireplace?: Acceptable Financing Terms All Inclusive Trust Deed (AITD) Assumable Assumable by Qualified Vet Buyer’s Financial Statement Required Cal Vet Loan Cash or Conventional Loan Number of Fireplaces: Fireplace: Dual see through Family Room Free Standing CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Gas burning Gas log Gas starter Insert Living Room Primary Bedroom Other Location Outside Wood Buring Wood Stove Other: Accessibility Bathroom features Elevator lift Flashing doorbell warning Flashing warnings Grab bars Kitchen features Lower light switches Parking Wheelchair access Wide Halls/Doors 3 ft None Bathroom Bidet Double sinks Dual flush toilet Full on ground floor Half on ground floor Marble Primary-Oversized Tub Primary-Stall Shower(s) Primary-Sunken Tub Primary-Tub with jets Outside access Oversized Tub Pass Through Sauna Shower and Tub Shower over Tub - 1 Shower over Tubs - 2 Skylight Solid surface Split Bath Stall shower Stall shower 2+ Steam shower CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Stone Sunken/garden tub Tile Tub Tub in Primary Bedroom Tub with jets Tubs - 2+ Updated Bath Other: Bedroom: Ground floor Inverted floor plan Loft bedroom More than one bedroom on ground floor More than one Primary bedroom More than one Primary bedroom on ground floor Primary suite/retreat Primary suite/retreat - 2+ Reverse floor plan Walk-in Closet Communications: Audio/Video prewired Cable TV DSL Fiber ready Intercom Networked Satellite Dish TV Antenna None Cooling: Ceiling Fan Central AC Evaporative Cooler Multi-Zone Whole House/Attic Fan Window/Wall Unit None Other: Dining Room: Breakfast bar Breakfast nook Breakfast room Dining “L” CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Dining area Dining area in family room Dining area in living room Dining bar Eat in kitchen Formal dining room No formal dining room No informal dining room Skylight Sunken Dining area Family Room Kitchen/Family room combo No Family Room Separate Family Room Flooring Carpet Concrete Granite Laminate Marble Slate Stone Tile Travertine Unfinished Vinyl/Linoleum Wood Other: Heating: Baseboard Central Forced Air Central Forced Air-Gas Common Electric Fireplace Floor Furnace Forced Air Gas Heat pump Heating 2+ Zones Individual Room Controls No Heating Propane Radiant Solar CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Solar & Gas Wall Furnace Other: Interior Amenities Air purifier Bay window Built-In Vacuum Dumbwaiter Floor Drain Garden Window High Ceiling Inverted Floor Plan Open Beam Ceiling Security Gate Skylight Vaulted Ceiling Video/Audio System Walk-in Closet Wet Bar None Other: Kitchen 220V Outlet Built-in BBQ Grill Cooktop-Electric Cooktop-Gas Countertop-Ceramic Countertop-Concrete Countertop-Formica Countertop-Granite Countertop-Laminate Countertop-Marble Countertop-Other Countertop-Quartz Countertop-Solid surface/Corian Countertop-Stone Countertop Synthetic Countertop-Tile Dishwasher Exhaust Fan Freezer Garbage Disposal Hood over range Island Island with sink CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Microwave No appliances Oven-Built in Oven-Double Oven-Electric Oven-Gas Oven Range Oven Range-Built-in Oven Range-Electric Oven Range-Gas Pantry Refrigerator Skylight Trash Compactor Warming Drawer Wine Refrigerator None Other Laundry Coin operated Community Facility Dryer Electricity Hookup (110V) Electricity Hookup (220V) Gas Hookup In Garage In Utility Room Inside Outside Tub/Sink Upper Floor Washer Washer/Dryer None Other Rooms Artist Studio Atrium Attic Basement-Finished Basement-Unfinished Bonus/Hobby Room Den/Study/Office Formal Entry Great Room Laundry Room Library CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Loft Media/Home Theater Mud Room Office Area Recreation Room Safe/Panic Room Separate Living Unit Solarium Storage Utility Room Wine Cellar/Storage Workshop None Other Security Fire Alarm Fire Escape Fire System-Sprinkler Security Alarm Security Gate with Guard Security Lights Video/Audio system Window bars Window bars with quick release None Other Is there a pool?: Pool/Spa Cabana/Dressing Room Community facility Heated-Solar Pool-Above ground Pool-Black Botoom Pool-Cover Pool-Fenced Pool-Fiberglass Pool-Gunite Pool-Heated Pool-In Ground Pool-Indoor Pool-Lap Pool-Solar Pool-Solar Cover Pool/Spa Combo Spa-Above ground Spa-Black bottom CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Spa-Electric Space-Fenced Spa-Fiberglass Spa-Gas Spa-Gunite Spa-In Ground Spa-Indoor Spa-Jetted Spa-Solar Spa/Hot tub Steam Room or Sauna None Other: Is there a horse property?: Number of Garage Spaces: Number of Carport Spaces: Number of Open Parking Spaces: Parking: Attached Garage Assigned spaces Carport Common Parking Area Covered Parking Detached Garage Electric Car Hookup Electric Gate Enclosed Gate/Door Opener Guest/Visitor Parking Leased Parking No Garage No Parking Off-site Parking Off-street Parking On Street Parking Area Parking Restrictions Tandem Parking Unassigned Spaces Uncovered Parking Underground Parking CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Utilities Available-Not on site Individual Electric Meters Individual Gas Meters Master Meter Natural Gas Public Utilities Solar Hot Water Heater-Leased Solar Hot Water Heater-Owned None/No Utilities Other: Electric Vehicle Hookup: Electric Vehicle Hookup Level 1 (120v) Electric Vehicle Hookup Level 2 (240v) Water: Individual Water Meter Irrigation Connected Irrigation Wate Available Public Reservoir Water available on street Water Filter-Leased Water Filter-Owned Water Purifier-Leased Water Purifier-Owner Water Softener-Leased Water Softener-Owned Well Other: Sewer Community Sewer/Septice Existing Septice Septic - Plans Approved Septice - Connected Septice Required Sewer - Private Sewer - Public Sewer Available Sewer Available on site Sewer Connected Sewer in Street Sewer not Available Sewer not Connected Unknown Other: CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Construction Type: Adobe Brick Cinder Block Concrete Masonry Metal Modular Non-conforming Shingle Steel Steel Frame Stone Stucco Vinyl Siding Wood Wood Frame Energy Saving Attic Fan Ceiling insulation Double Pane Windows Energy Star appliaces Energy Star HVAC Green Features Insulation-Floor Insulation-Per Owner Insulation-unknown Low flow shower Los flow toilet Sealed crawlspace Skylight Smart Home System Solar Heating Solar Heating-Pool Solar Power Solar Screens Storm doors Tankless water heater Thermostat Controller Triple Pane Windows Walls insulated Whole House Fan None Other: CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Exterior Amenities: Backyard Balcony/Patio BBQ Area Courtyard Deck Dog Run/Kennel Drought Tolerant Plants Fenced Fire Pit Gazebo Low Maintenance Outdoor Fireplace Outdoor Kitchen Outdoor Misting system Porch-Enclosed Sprinklers-Auto Sprinklers-Lawn Storage Shed/Structure Tennis Court None Other: Fence: Chain Link Cross Fenced Fenced Fenced Back Fenced Front Gate Partial Cross Fenced Patrial Fencing Rail Split Rail Wood Other: Foundation: Concrete Perimeter Conrete Perimeter and Slab Concrete Slab Crawl space None Other CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Lot Description Flag Lot Grade-Gently sloped Grade-Hillside Grade-Hilly Grade-Level Grade-Mostly Level Grade-Rolling Grade-Side Slope Grade-Sloped Down Grade-Sloped Up Grade-Steep Ground floor Land Locked Paved Pond on site Possible Lot Split Private/Seculted T-Intersectio Views Other Structures Barn Cabana Cabin Cellar Garage Green House Gym Kennel/Dog Run Non-Conforming Pergola Pool House Poultry Coop Sauna Shed Storage Facility Studio Tennis/Racquetball None Other: Other Structure Description: Property Condition: Built/Remodeled Green Fixer Upper Seller will Divide CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Seller will Remodel Other Roof: Clay Composition Concrete Elastomeric Fiberglass Flat/Lot Pitch Foam Metal Mansard Polyurethane Rock Rolled Composition Shake Shingle Slate Tar and Gravel Tile Wood Shakes/Shingles Style: A-Frame Art Deco Barn Type Bungalow Colonial Contemporary Cottage Country English Craftsman Custom Dome Edwardian Eichler English Farm House French Georgian Luxury Marina View Description Bay Bridge CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Canyon City Lights Court/Cul-de-sac Forest/Woods Garden/Greenbelt Golf Course Greenbelt Hills Lake Marina Mountains Neighborhood Ocean Park Vineyard Waterfront None Is Property in a Community? If Yes, Community Name: Number of Units in Community: Community Amenities: Additional storage BBQ Area Basketball Court-Indoor Half Cabana Car wash area Club House Common Utility Room Community Pool Community Security Gate Concierge Eleator Garden/Greenbelt/Trails Golf Course Gym/Exercise Facility Playground Recreation Room Roof Deck Sauna/Spa/Hot Tub Tennis Court/Facility Trash Chute None Other: CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Community Restrictions Age-No Restrictions Guest Restrictions Height Restrictions HOA Rental Restrictions No Waterbeds Parking Restrictions Pets-Allowed Pets-Cats permitted Pets-Dog permitted Pets-Not Allowed Pets-Number Restrictions Pets-Other Pets-Restrictions Pets-Rules Retirement Community Senior Community (55+) Senior Community (62+) Senior Community (65+) None Other: Is there an HOA: If YES, HOA Name: HOA Phone: HOA Fee: HOA Fee Frequency: Monthly Quarterly Semi-Annually Annually HOA Covers Common Area Electricity Common Area Gas Decks Door Person Electricity Exterior Painting Fencing Garbage Gas CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Heating Hot Water Insurance Insurance-Common Area Insurance-Eathquake Insurance-Flood Insurace-Hazard Insurance-Homeowners Insurance-Liability Insurance-Gardening Maintenance-Common Area Maintenance-Exterior Maintenance-Road Management Fee Organized Activities Pool/Spa/Tennis Recreation Facility Reserves Roof Security Service Sewer Water Water/Sewer HOA Docs: Articles of Incorporation ASS Membership Pre-Appr required Budget Bylaws CCR&S Financial Statement Miniutes No Associates docs Available Reserve Study Rules & Regulations Other: Is this a New Constructions?: If Yes, Construction Status: Completed Completed-Never Occupied Existing New Construction New-To-Be-Built Proposed Under Construction CA SAMPLE WORKS What do sellers fill-out on a Residential Input Form? Estimated Completion Date: Hazard Disclosures: Fire Zone Flood Insurance Required Flood Zone - See Report Hazardous Waste Area Hillside Lead-Base Disclosure Natural Hazard Disclosure NHDS Report None Property is Occupied? Showing Instructions: 24-Hr Notice Appointment Only Call First Call Listing Agent Call Owner Call Tenant Do Not Disturb Occupants Do Not Go Direct Do Not Show Gate Code - Call LA Go Directly LA Must be Present Lockbox Lockbox Location - See Remarks Lockbox-None Lockbox-Other Lockbox-Supra iBox No Sign Pets-See Remarks Restricted Hours Security System See Remarks Subject to Inspection Other features?: Homeowner that filled out this form: CA SAMPLE WORKS How do I Open Escrow? Send the Open Escrow email to the Escrow Agents OPENING OF ESCROW Hi Escrow Officer and Escrow Officer Assistant! How to do the Tentative Listing Timeline/Schedule? See below step by step process. LISTING TIMELINE/SCHEDULE Step 1: Draft the Listing Timeline: Example: Please Open Escrow for “Whole Property Address” and please deliver 123 Main St Listing Timeline the following once available: May 30 to May 31: Garage Painting (Lorenzo) -JCP Report June 1 to June 2: Exterior Painting (Lorenzo) -Preliminary Title Report June 15: Move-Out Day -Property Profile June 16 to June 25: Flooring (Ivy) -Courtesy Map June 26 to July 01: Remodeling (Yuan) -Easements Map July 02 to July 04: Landscaping July 02 to July 16: Interior Painting (Lorenzo) Seller Contact Information: July 23: Cleaning (Irma) Seller One Complete Name July 24: Staging (126 Design) Mobile: July 25: Videos (Ryan) Email: July 25: Photos (Stan) July 28 to August 11: OFF Market Advertising Seller Two Complete Name LIVE ON MARKET: August 12 Mobile: August 13: Broker's Tour Email: August 14/15: Twilight Open House August 16: Saturday Open House Thanks! August 17: Sunday Open House DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS LISTING TIMELINE/SCHEDULE Step 1: Draft the Listing Timeline: Example: 123 Main St Listing Timeline Offer Review: TBD Accepted Offer: TBD Close of Escrow: TBD Step 2: Send the schedule to the Agent. Once the Agent approves, we send the schedule to the sellers. Sellers will check and also suggest adjustments. After adjustments add all dates to the calendar. Example of how I add dates to the calendar. From Listings to Closing (with all inspections, work completed, Under Contract & Closing.) DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS LISTING TIMELINE/SCHEDULE DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS What are the Transaction Tasks I add to the calendar? Note: The Agent’s Calendar is different from the Transaction Coordinator’s calendar. Since this Agent doesn’t want to know what the tasks for Transaction needs to be completed or performed, I use another calendar wherein I can be reminded what needs to be completed. TC CALENDAR DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS Disclosure Summary TDS (Transfer Disclosure Statement) Why is it IMPORTANT? 1. With Central AC/Heating To know repairs that need to be fixed before we GO LIVE on market. 2. 1 Garage door opener Help the Agent be more aware of the house and can answer 3. 220 V near the PG&E meter questions from Buyers and Sellers right away. 4. Roof: 27 years old 5. Two water fountains may or may not be working DISCLOSURE SUMMARY 6. Solar panels installed 7. 2 240V Electric chargers (1 Tesla) Example: 8. 2 rooms upgraded into a great room Disclosure Summary - 123 Main St -2 walls in family room removed -fireplace removed Property Address: 123 Main St, San Jose CA 95138 -2 windows replaced with a sliding door Beds: 5 9. Seller created a partition wall so there's 2 total Office rooms Baths: 5.5 House SF: 4,600 sf (Realist) SPQ (Seller Property Questionnaire Lot SF: 12,226 sf (Realist) 1. Solar panels were installed for renewable energy (Feb 2023) 2. Spa is ABOVE GROUND and portable. NOT included in sale. Can be Schools: sold to buyer Evergreen Elementary 3. Seller not aware of the working condition for the two water fountains East Side Union High 4. Remodeled rooms: -Kitchen Preliminary Title Report: -Master/Primary bathroom Escrow: Old Republic Title Company -Family room (removal of fireplace) Ownership Type: Fee -Split office area = two office rooms Homeowners: Venkatraman Lawitwit & Nidhi Chandra Ormaku 5. Interiors repainted (husband and wife) 6. Whole house flooring UPGRADED DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS LA-AVID (Listing Agent-Agent Visual Inspection Disclosure) 1. Dining Room: Has TILE flooring 2. Bedroom #2 downstairs is currently used as a den with library cabinets 3. Garage = 4 spaces Solar Advisory & Questionnaire 1. Company: Your Energy Solutions 2. Age: 2 years old 3. Panels: 50+ 4. System: 15KW (no battery bank, it's an on-grid system) 5. OWNED 6. Annual true-up bill from solar company: $300 Property Inspection Report Inspector: HomeSentry Inspections Roofing: -Damaged or missing shingles -Evidence of leaks in the attic Exterior: -Cracked or deteriorating siding -Peeling paint on window frames and doors Plumbing: -Leaking faucet in the kitchen -Signs of water damage under the bathroom sink Electrical: -Exposed wiring in the basement -Malfunctioning GFCI outlets in the kitchen HVAC System: -Dirty air filters needing replacement -Unusual noises from the furnace Foundation: -Minor cracks in the basement wall -Evidence of moisture intrusion Termite Inspection Report Inspector: South Bay Termite Cost of Termite Repairs: $1,575 Roof Inspection Report Inspector: HomeSentry Inspections Ventilation: Roof and soffit ventilation are present and in satisfactory condition. Vent Stacks: Metal and in satisfactory condition. Chimney: Wood frame with stucco finish, in satisfactory condition. Flashings: Metal and in satisfactory condition. Soffit and Fascia: Wood, in satisfactory condition. Gutters & Downspouts: Metal and in satisfactory condition CA SAMPLE WORKS How to Order County Record? COUNTY RECORDS REQUEST Step 1: Send an email to the County Assessor’s office: Step 2: Fill-out the form. Why is County Record of a Property Important? To check if the lot size and living area of the property information is correct/accurate. Sometimes REALIST has a different lot/living area sqft from the county. It is important that we have the same information. Otherwise, we need to schedule a property appraiser to go measure the property and submit documents to the Assessor’s Office for update. Example: Good day, County Assessor! We are helping the sellers get a copy of their Property Characteristics record for 123 Main St, San Jose CA 95014. Seller One, and Seller Two: Could you please reply to this email and confirm this order? See attached form. Thanks! COUNTY RECORDS REQUEST FORM CA SAMPLE WORKS How to do I Organize the Disclosure Package? DISCLOSURES.IO Step 1: Send Glide Disclosures to the Sellers to fill-out. Step 2: After filling out all Glide Disclosures. We Send Seller Disclosures Part II for seller to sign. Step 3: Once all signed, we upload ALL Seller Disclosures to Disclosures.io, rename, organize, highlight important information. See Sample: CA SAMPLE WORKS CA SAMPLE WORKS CA SAMPLE WORKS CA SAMPLE WORKS How do I prepare the Listing Marketing Report? Notes: Listing Marketing Report is a collection of data gathered from various real estate platforms that shows how well a property has performed. It highlights online activity such as how many people viewed it and outlines the marketing steps the agent has taken. LISTING MARKETING REPORT AGENT 123 MAIN ST, CUPERTINO CA SAMPLE WORKS AGENT’S NAME Realtor DRE- Mobile: Email: Website: LOGO CA SAMPLE WORKS Sending CONGRATULATIONS email to the Seller CONGRATULATIONS EMAIL TO SELLER(S) CONGRATS, we are UNDER CONTRACT! Hello All! My name is Norwin, I will be here to support YOUR AGENT throughout the SALE and after the CLOSING should you need me. Per the Residential Purchase Agreement, here is a brief summation of upcoming contractual obligations: Purchase Price of $4,401,688.00. The Buyers will submit a deposit of $133,000.00, which will be deposited into the escrow account of First American Title. The Buyers waived all contingencies. Your Estimated Closing Day is scheduled for 04/03/2024. ***CRUCIAL: Please advise immediately if any party to this transaction will NOT be able to attend the closing OR if a POWER OF ATTORNEY is needed. Escrow Company: First American Title Escrow Officer: Lisa Lo |- |-Escrow Assistant: Linda Lopez |- |-We encourage questions about ANYTHING at all that comes up. Do not hesitate to reach out to any of us on your team at any time. We look forward to working with you on this! Many thanks! Norwin We have attached a copy of the Ratified RPA, SMCO 1, BCO 1, and Escrow Timeline, highlighting the items you need to pay for and what items are included in this sale. DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. AGENT’S NAME DRE: Phone: Email: Social Media Links CA SAMPLE WORKS Sending CLOSING PARTY COORDINATORS email. CLOSING PARTY COORDINATORS Closing Party Coordinators Hello All! We are excited to be working together to facilitate a quick and easy process for the transaction UNDER CONTRACT for 123 Main St, Cupertino with a Purchase Price of $4,401,688. Sellers: Seller One Seller Two Buyers: Buyer One Buyer Two OUR TEAM Listing Agent: Listing Agent Name DRE- Our team has attached a copy of the Ratified Contract and Escrow Brokerage Name DRE- Timeline. 542 El Camino Real, Menlo Park CA 95025 O:- Below are Important Dates for this transaction. Please let us know if any E:-of our dates differ from yours. IMPORTANT DATES: Date of Acceptance || 03/13/2024 Deposit Due (Business Day(s) || 03/02/2024 Buyer’s Final Walkthrough || TBD Estimated Close of Escrow || 21 days || 04/03/2024 Listing Agent Transaction Coordinator: Norwin Lee Tolentino M:- E:- Buyer Agent: Buyer Agent Name DRE- Brokerage Name DRE- C:- E:-DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS Escrow Officer: Lisa Lo First American Title O:- E:-Escrow Assistant: Linda Lopez M:- E:-Lender: Joanna Wang NMLS 987651 BMO C:- E:-We look forward to working with you! Norwin on behalf of the Agent’s Team Name! AGENT’S NAME DRE: Phone: Email: Social Media Links DISCLAIMER: All personal information is fictitious and used for demonstration purposes only. CA SAMPLE WORKS ESCROW TIMELINE This document is sent to all parties involved in the transaction (sellers and buyers, buyer’s agent and listing agent, escrow, and lender). It contains important information about the property once it is under contract. DISCLAIMER: All personal information is fictitious and used for demonstration purposes only.