Skip to Content

Ever note for Real Estate Buyer Services Records



We can all agree in Sunrise that there are a ton of documents and communications required to service a listing and work with sellers through a transaction.  From surveys to title insurance documents, we have a lot to keep track of, and I’ve already addressed these issues in a previous article in this Ever note for Real Estate series.  However, let’s not overlook buyers.

If a buyer’s attorney sends you a letter a year after you sold them a home asking for records of which properties you showed them before their selection, what do you have and how complete is it?  I know that I really didn’t think about this until I read about a couple suing their buyer agent for not showing them homes that fit their criteria. Common, Doubtful, but possible.  Not being able to prove that you diligently sought out all available suitable properties could be a problem.  In the case I mention, they purchased one of their agent’s office listings.


Later they experienced some buyer remorse and were suing to try and prove that they were steered in the direction of that listing and not shown more suitable homes.

This is unfortunate because it’s so simple these days to keep track of all of the showings for buyers.  You’re printing them out copies, or at least I do, so they can look at the listing details while in the home.  You’re also probably mapping out your route for your own benefit and efficiency.  Many agents use their cell phones and Google Maps to plan their day of showings.

Google keeps a record (if you authorize it to) of your movements in maps during the day.  The image shows my Google Location map for a recent day

It even keeps up with the times of your movements.  After a showing trip, just take a screen shot of the map for both buyer and IRS vehicle records.  You can do this with Ever note’s clipping tool in your browser and save it into the buyer’s notebook with a title that will be easy to find later.

If you don’t like the thought of records of your movements, just take notes or like I’ve done in the past, put your copies of the listing printouts in order, and print them to ever note first.

Then go back to that note and add starting and ending times for the showing trip.  You don’t have to do any of this, but I suggest you definitely save the listing printouts for all showings into a buyer notebook, so you have a record of the homes they saw if it ever becomes necessary to prove it.  I know that my MLS will let me print out the listings to a PDF, which I then send over to Ever note, so I have a permanent record of everything I showed the buyer.

Then there are the failed offers records as well.  Sometimes buyers make offers that end up dead, not accepted or final counter offers not good enough.  All of those should be saved into the buyer’s notebook in Ever note, as there won’t be a transaction file and notebook later for the ones that fell through.  Make notes as to any conversations that may have influenced your buyer(s)’ reactions and counter offers.  It’s quick and easy, so why not keep good records for your own peace of mind.

When a deal does happen, just start a new notebook for the transaction, or simply re-name the notebook you’ve been using and keep sending stuff there.  You end up with a complete and fully searchable file online and on your hard drive.  It’s accessible on your mobile device as well.  Remember that you can take photos, send voice notes, and Ever note will index everything so you can find it later.





We are pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. See Equal Housing Opportunity Statement for more information.

The Neighborly Done Right Promise

The Neighborly Done Right Promise ® delivered by Real Property Management, a proud Neighborly company

When it comes to finding the right property manager for your investment property, you want to know that they stand behind their work and get the job done right – the first time. At Real Property Management we have the expertise, technology, and systems to manage your property the right way. We work hard to optimize your return on investment while preserving your asset and giving you peace of mind. Our highly trained and skilled team works hard so you can be sure your property's management will be Done Right.

Canada excluded. Services performed by independently owned and operated franchises.

See Full Details