Property Viewing Preparation Template

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Property viewings are crucial for any real estate transaction. This template helps executive assistants meticulously organize and review all pertinent details to ensure smooth and successful property viewings. From reviewing property specs to preparing marketing materials and coordinating with stakeholders, this guide covers everything needed to increase the chances of a sale or rental.

By following the steps in this template, you can enhance the property viewing experience, making it seamless and professional.

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Property Viewing Preparation Template for Priority Matrix

Property Viewing Preparation Template in Priority Matrix

Ensure successful property viewings with this comprehensive preparation template.

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Proposed Tasks

Critical & Immediate

  • Prepare Property Viewing Schedule due in 1 day
    ☐ Coordinate with stakeholders ☐ Finalize viewing date and time
  • Prep Viewing Tools and Materials due in 1 day
    ☐ Prepare necessary tools for viewing (keys, floor plans, etc.)
  • Confirm Viewing Appointments due in 1 day
    ☐ Confirm appointments with potential viewers
  • Property Details Review due in 2 days
    ☐ Review property specs ☐ Check any property updates ☐ Confirm property availability
  • Coordinate with Maintenance Team due in 2 days
    ☐ Ensure all maintenance tasks are complete
  • Coordinate Viewing Logistics due in 2 days
    ☐ Plan viewing route ☐ Prepare for any special needs of viewers
  • Pre-Viewing Site Visit due in 1 week
    ☐ Conduct a physical check of the property ☐ Verify property cleanliness ☐ Check functionality of utilities

Critical & Not Immediate

  • Prepare Property Information Packets due in 3 days
    ☐ Compile property details ☐ Print and prepare packets
  • Prepare Property History due in 3 days
    ☐ Compile and review property's history
  • Prepare Property Photos due in 3 days
    ☐ Arrange for professional photos ☐ Review and select photos
  • Coordinate with Property Owner due in 1 week
    ☐ Confirm viewing arrangements ☐ Discuss any special instructions
  • Compile Comparable Market Analysis due in 1 week
    ☐ Research comparable properties ☐ Prepare analysis report
  • Review Property Inspections due in 1 week
    ☐ Review recent inspections ☐ Address any issues

Not Critical & Immediate

  • Update Property Listing due in 1 day
    ☐ Update property details on listing platforms
  • Prepare Marketing Materials due in 1 week
    ☐ Update listings ☐ Create promotional materials
  • Prepare Property Staging due in 1 week
    ☐ Plan and execute staging
  • Prep Viewer Follow-up Strategy due in 2 weeks
    ☐ Plan communication strategy post-viewing ☐ Prepare follow-up materials

Not Critical & Not Immediate

  • Prepare Viewer Feedback Forms due in 2 days
    ☐ Design and print feedback forms
  • Prepare Viewer Information Packets due in 3 days
    ☐ Compile viewer information for sales team
  • Prepare Property Valuation due in 2 weeks
    ☐ Compile property valuation report