Vendor Management Checklist
Happy vendors lead to referrals and repeat business. This week-by-week checklist ensures no touchpoint is missed during the sales campaign.
What's Included
The number one complaint vendors have about their agents isn't price; it's communication. Most vendor-agent relationships break down because of missed updates, unclear expectations, and reactive rather than proactive communication.
This checklist covers:
- Pre-campaign preparation tasks
- Week 1: Launch and first impressions
- Week 2-3: Campaign momentum and feedback
- Week 4+: Price adjustments and strategy pivots
- Post-offer negotiation communication
- Settlement period touchpoints
- Post-sale follow-up for referrals
- Templates for each key communication
Why vendor communication matters
1. Referrals start during the campaign
Vendors talk to friends, family, and colleagues throughout their sale. A well-managed vendor who feels informed and supported becomes an advocate, often before settlement. Poor communication creates detractors who actively warn others away.
2. Prevents price reduction resistance
When vendors feel out of the loop, they resist necessary price adjustments. Regular, honest communication about buyer feedback and market conditions makes difficult conversations easier and decisions faster.
3. Reduces your stress
Anxious vendors call constantly, demanding updates. Proactive communication on a predictable schedule reduces inbound calls and gives you control of the conversation; you set the agenda, not them.
Week-by-week breakdown
Pre-launch (Days 1-7)
Coordinate photography, prepare marketing materials, confirm pricing strategy, and set vendor expectations for the campaign ahead. Send a "what to expect" email and schedule your first formal update call.
Launch week
Confirm listing is live across all platforms, share first enquiry numbers, report on open home attendance, and provide initial buyer feedback. This sets the tone for ongoing communication.
Weeks 2-4
Weekly update calls with metrics: portal views, enquiries, inspections, and serious buyer activity. Address any concerns, discuss feedback patterns, and prepare vendors for potential strategy adjustments.
Post-offer to settlement
Guide vendors through the contract process, keep them informed on buyer finance and conditions, and ensure smooth handover. Many agents disappear after the sale; this is exactly where you can stand out.
Who this checklist is for
This checklist is for agents who want to systemise vendor communication and build a reputation for exceptional service. It's particularly valuable for agents managing multiple listings who need a reliable framework to ensure no vendor is neglected.
Team leaders can use this as a training tool to ensure consistent service standards across their agency, regardless of individual agent experience levels.
Download your copy and never let a vendor feel forgotten.
Vendor Management Checklist
Introduction
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