14.15 Documentation and Record Keeping

Company policy is to document and record all communications with clients, customers, other agents, or any third party that is part of any transaction (complete or incomplete) that you work on.

Written observations created at the time an event occurred are usually regarded as very reliable evidence of the events that transpired. Associates must keep a communication/activity log file for each client and/or transaction or potential client and/or transaction, including memoranda about activities with respect to the client or prospect.

Keep records of the following:

• Document all sources of information received.

• Keep a telephone (communications) log that summarizes all business calls.

• Keep an electronic file of all email communications. You can create a pdf file of this from Google mail.

• Keep a complete transaction file that includes documentation relating to disclosures, disclaimers, and notes relating to relevant activities. This file is what the TC will prepare for any escrow you open.

• Keep dated records of the types of housing each prospective buyer asked to view, the types of housing options offered (manufactured, single family, condominiums, etc.), and all other services provided. This should be kept in our online transaction document system for record retention and compliance.

• Send the seller written updates about showing activity, as well as feedback relating to any listing you have, and save the updates in your Seller subfolder.

• Indicate on all correspondence who is receiving copies of the written or email correspondence. If you “cc” another individual, the best practice is to specify that individual’s name at the bottom of the written correspondence.

• Use confirmation letters to shift the burden of response to the other party. You can do so by requesting a receipt of an email read or certifying a written letter.

Continuous failure to keep proper records can result in fines or termination from the Company.