What Are Showings?

When a buyer wants to see a property, the buyer’s agent makes an appointment with the seller’s agent. This is done by calling the agent’s company or the agent himself or herself and asking for a “showing” appointment. When I first started at Bray Real Estate, I would hear “showing appointment” on the overhead system & I wondered what that meant. At Bray there are people who set showing appointments for Bray properties & they answer the phone for showings. They talk to the buyer’s agent & find out what time the buyer would like to see the property. They also let the buyer’s agent know if there are specific instructions about when & how to get into the house.

To back up a little bit, when I am working with a seller, someone who wants to sell their property, I gather lots of information from them. One item we need to discuss is how people will make an appointment to look at the property. After all, you have to see the property first to know if you like it enough to buy it. Will the owner need to be there to open the door for the buyer & then leave? Will there be a lockbox on the door with a door key inside? Will there be a combination lock, letters or numbers, on the door with a door key inside? Will there be a special set of keys, like HUD keys, needed to get inside? Once we’ve decided about how to enter the property, we need to think about how much notice should be given & when is a good time. Does the homeowner need time, such as 2-hours notice, to get pets out of the house? Does the homeowner need time to tidy up before someone comes in? If there are tenants in the house, they legally get 24 hours notice before someone can enter, but sometimes tenants will let showings be scheduled with less notice. Are there times that are “off-limits,” such as a day sleeper allowing showings only after 4:00 PM? Are there religious times that the family does not want to be away from the house, such as Sabbath dinners? How will the seller be contacted? Can a message be left on a cell phone? Does the showing desk have to actually talk with the seller & get an okay for the showing appointment to happen? All these considerations are worked out when the property goes on sale, so that showing desk people know how to make the best appointments.

Let’s say that I have a buyer who wants to look at houses with 3 bedrooms, 2 full baths, 1500 square feet, 2-car garage, and a one-quarter acre yard. The house addresses could have come from a list that I sent to the buyer from which the buyer has now chosen several properties. The list could come from a sample of different types that I put together to give the buyer an idea of what’s available, such as 1-story or 2-story, stucco or brick, older or newer. The list could be all the houses available in a specific price range and/or neighborhood or school area.

For the first appointment, I call the agency’s main number & I get transferred to someone who looks at the showing information that the seller put down. This turns out to be a house with small children & they need some time to tidy up. They are in luck because I am scheduling this showing appointment for tomorrow at 10:00 am. Also this house has a lockbox that I can use my keypad on. The seller has time to clean up & think of somewhere fun to go with the children tomorrow morning while I show the house to a potential buyer. Maybe the children will go the Mesa County Public Library.

This buyer is taking time from work or other activities to see these houses. I want the time to be well-spent for the buyer, so we actually schedule several showings from 10:00 to Noon. I will probably schedule 3 from 10-11:00 am, 3 from 10:30-11:30 am, & 2 from 11:00-Noon. I will also schedule them in a continuous path from House A to House B to House C, etc., based on how they are on the map. With the time overlap, the buyer doesn’t have to wait to see any houses & can move right along. With only 1 hour time slots, it is less inconvenient for the seller to be gone from their property.

I email the buyer the house order & the map. When I meet the buyer the next morning at 10:00 am at the first house on the list, I give him or her a clipboard with a photo & short description of the property from the Navica system & a pen to write down their impressions. This is for their use, not mine, because things can get forgotten. Then as we see each house, it goes on one of 3 lists: “yes,” “maybe,” or “no.” The buyer is only deciding whether or not to see the house again, not whether or not to buy. Sometimes as we go along, a “yes” becomes a “maybe,” a “maybe” becomes a “no.” After the buyer is done seeing the houses & has time to make decisions, the buyer sends me a shorter list for houses that deserve a second showing & a longer time spent at the property.

Sometimes there is no shorter list & the buyer chooses to have a new list in a different area. Sometimes new properties become available because they are new to the market or there has been a price drop. Sometimes previously viewed houses are combined with unseen houses on a list. Each time there is a house to be seen, a showing appointment is made. Then the buyer chooses houses for a very small list, maybe only 1 or 2, for a third showing. Eventually after enough showings, the buyer chooses the property he or she wants to buy.