The property record: what it should contain to work for you
How to structure a property record that answers every call: instruction, documents, photos, viewing and offer history — and who gets to see it.
The owner rings and asks: “How many people have seen it? What did they say?” If the answer takes ten minutes of digging through messages and your diary, the message they hear is that nobody is keeping track of their property. The property record exists to answer that call in ten seconds.
The basics: what the listing needs — and a little more
- Type, address, floor, floor area, year built, condition — the objective facts.
- Price and margin: the asking price, and how far the owner has said they’ll come down.
- The instruction agreement: multi-agency or sole agency, duration, fee — attached, not “somewhere in the office”.
- Owner with contact details and availability for viewings.
Documents: the reason deals get delayed
The deal is agreed in a week and then waits two months for the paperwork. The sooner you know what exists and what’s missing — title deeds, energy performance certificate, planning regularisations, land registry entries — the faster the property reaches the notary. The record keeps a document checklist with statuses, just as it keeps photos.
Viewing history is half the record
- Who viewed it, when and with which colleague.
- Their reaction in one line: “small kitchen”, “wants a second viewing with partner”, “made an offer”.
- Offers with amount and date — and what the owner replied.
This history is also proof of your work: in the conversation about your fee or renewing the instruction, a dated list of viewings says more than any reassurance.
Who sees the record
The record contains the owner’s price margin and buyers’ offers — information that isn’t meant for everyone. Role-based permissions mean a new colleague sees the properties they handle, not the whole portfolio with its prices.
In EstatePro, every property has a record with its instruction, documents, photos and the history of viewings and offers — so “how many have seen it and what did they say” is answered while you’re still on the phone.
Conclusion
Objective facts, the instruction attached, documents with statuses and — above all — viewing history written on the same day. The record that answers the owner’s call is the record that keeps the instruction with your agency.