The Ultimate Pre-Buy Meeting Checklist: How Top Real Estate Agents Close More Deals

Here's a question for you: When you're working with a buyer for the first time, do you have a pre-buy meeting checklist?

If not, you're probably not delivering the highest level of service possible. A pre-buy meeting checklist helps you prepare to serve your clients at the highest level.

What could that checklist look like? Let me share some items on my checklist that might give you an "aha" moment to add to your own.

1. Research the Buyer

First, I research the buyer. I do a Google search to ensure there are no red flags and check their social media. This helps me gather additional information that may not have come up during our initial conversation.

I also connect with them on social media, talk to their lender to understand their financial needs, and reach out to whoever referred them. These steps help me get a comprehensive understanding of who they are.

2. Prepare the Buyer

Next, I prepare the buyer. I send them a qualifying questionnaire—just four or five questions—to help me tailor our conversation and serve them better. I explain it like this:

"Hey, before we meet, I’m sending over a short pre-meeting checklist. It’ll take five minutes to complete and will help me better understand your needs."

Most buyers are happy to do this, and I use tools like JotForm to make it easy for them to respond.

3. Provide Market Insights

Before our meeting, I share relevant market stats. This ensures buyers have realistic expectations about the market. I might email them a summary or share a short video I’ve created about the latest market trends. This step helps them adjust their perspective and makes our conversation more productive.

4. Discuss Wants and Needs

During the meeting, I go deeper into their criteria—what they want and why. If they say they need four bedrooms, I ask why. If they mention wanting half an acre, I dig deeper. This approach uncovers valuable insights that help me serve them more effectively.

5. Add to a Drip Campaign

I add buyers to a prebuilt video drip campaign, delivering bite-sized, informative videos about the buying process. This positions me as a high-level professional, not just another agent.

6. Customize the Buyer Presentation

I prepare a buyer presentation tailored to their specific needs. Before we view homes, I suggest a quick "buyer strategy session" to lay out the process and expectations.

This presentation also allows me to secure a buyer representation agreement and showcase a success portfolio, which includes testimonials and examples of past successes.

7. Train the Buyer

Training is a big part of the process. I explain how we’ll approach their search:

• We’ll build a search pattern in the MLS for new listings.
• I’ll explore off-market options, such as for-sale-by-owners, expired listings, and coming-soon properties.
• If they find a listing that catches their eye, I ask them to share it with me so I can perform in-depth research.

I emphasize that I’ll leave no stone unturned and that they’ll know more about a house than the seller does by the time I’m done researching it.

8. Professional Follow-Through

Finally, I ensure every aspect of the process is professional. I confirm appointments, reserve conference rooms, and make sure my clients feel valued. I believe every meeting should be an exceptional experience.

If you approach every buyer this way, your close rate will increase because you're acting like the professional you deserve to be.

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Why do Brokerage Owners, Office Leaders, Team Leaders, and Solo Agents choose Jim to be their coach?

+ 32 Years of Real Estate Sales, Management, and Coaching Experience
+ Top 1% REALTOR Himself (he has been in the trenches)
+ Opened his First Real Estate Company at 23
+ Grew his Real Estate Company to 17 Offices (largest in Oregon)
+ His Current Team Closed $1.4 Billion in Sales in One Year
+ He is a Current Real Trends Top 500 Broker

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