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AAREKnowledge Base

Full manual

19 sections and 268 policies from the January 2026 Nationwide edition.

1Introduction

  1. 1.1General – About the Company
  2. 1.2Best Practices Manual’s Mission - To Document Solid Policies and Procedures
  3. 1.3Importance of Reading the Manual Completely and Updates
  4. 1.4Statement of Business Principles

2Policy Manual Overview

  1. 2.1General Purpose
  2. 2.2Incorporated Items
  3. 2.3Associate Licensing, Legal, and Affiliation Requirements
  4. 2.4Responsibilities
  5. 2.5Exceptions to Policies and Procedures
  6. 2.6Changes in the Manual
  7. 2.7Conflict with the Manual and Independent Contractor Agreement

3Independent Contractor Relationship

  1. 3.1Independent Contractor
  2. 3.2Tax Filing Requirements
  3. 3.3Broker-Associates
  4. 3.4Company Authorization to Terminate Agreements
  5. 3.5At-Will Status

4General Office Procedures

  1. 4.1Real Estate Office Business Hours
  2. 4.2Transaction Support Hotline Hours
  3. 4.3Observed Holidays
  4. 4.4Contacting the Company
  5. 4.5Teamwork Encouraged
  6. 4.6Selfish Behavior Discouraged
  7. 4.7Substance Use
  8. 4.8Smoking
  9. 4.9Company Meetings
  10. 4.10Training Program and Schedule
  11. 4.11Office and Conference Room Appearance
  12. 4.12Conference Rooms
  13. 4.13Optional Desks and Private Offices
  14. 4.14Office Equipment
  15. 4.15Dress Code
  16. 4.16Eating in the Work Area
  17. 4.17Parking
  18. 4.18Keys and Access Cards
  19. 4.19Office Security
  20. 4.20Working at Home
  21. 4.21Changes in Contact Information
  22. 4.22Company Supplied Items
  23. 4.23Business Cards
  24. 4.24Sign Policy
  25. 4.25Telephone Policy
  26. 4.26Caravans
  27. 4.27Fees, Bonuses and Commissions
  28. 4.28Deductions
  29. 4.29Monthly Advances/Draws
  30. 4.30Trust Funds
  31. 4.31Trust Fund Records To Be Maintained
  32. 4.32Commingling & Conversion
  33. 4.33Operations Account Reconciliation
  34. 4.34Safe Work Environment
  35. 4.35Safe Driving
  36. 4.36Personal Transactions
  37. 4.37Vacation/Leave Time for Associates
  38. 4.38Extended Leaves of Absence
  39. 4.39Jury Duty
  40. 4.40Injury at Work
  41. 4.41Antitrust Policy
  42. 4.42Antitrust Guidelines Recap
  43. 4.43Transaction Coordinators & Auditors
  44. 4.44Risk Management and Errors & Omissions (E&O) Fee
  45. 4.45Associate Business Expenses
  46. 4.46Performance Evaluations, Status Reports & Termination of Inactive Associates
  47. 4.47Associate Vehicle

5Observance of Personal Safety Procedures

  1. 5.1Client & Customer Appointments
  2. 5.2Associate ID Forms

6Maintaining Files

  1. 6.1General
  2. 6.2Designated Broker, Manager or Designee Review
  3. 6.3Get It in Writing
  4. 6.4Online Document Storage (Google Drive) & Custom @AARE.ORG Email Address
  5. 6.5Paperwork Procedures Nationwide & State Specific
  6. 6.6Paperwork Procedures for Residential and Commercial Purchase Transactions
  7. 6.7Paperwork Procedure for Residential and Commercial Listing Transactions
  8. 6.8Paperwork Procedure for Residential and Commercial Lease/Property Management Transactions
  9. 6.9Do Not Use Outdated Forms
  10. 6.10Document Destruction & Shredding – Pricing & Locations
  11. 6.11The Listing/Management Commission Agreement
  12. 6.12Regulators, Government Officials – Inquires/Visits/Subpoenas
  13. 6.13State Real Estate Regulator, Commission or Department Audits

7Handling Clients

  1. 7.1Proprietary Information
  2. 7.2Sharing Information
  3. 7.3Online Privacy Policy
  4. 7.4Fair Housing
  5. 7.5Agency Relationships and Duties
  6. 7.6Buyer Qualification Policy
  7. 7.7Farming
  8. 7.8Listing Presentations
  9. 7.9Taking Listings
  10. 7.10Listing Procedures
  11. 7.11Negotiating Commissions
  12. 7.12Commission Charges
  13. 7.13Advance Fees
  14. 7.14Other Listing Terms
  15. 7.15Sellers Refusing to Sign Exclusive Right to Sell Listing Agreement
  16. 7.16Disclosure of Material Facts
  17. 7.17Property Disclosure Statements
  18. 7.18Conducting Open Houses
  19. 7.19Showing Properties
  20. 7.20Property Insurance Issues
  21. 7.21Drafting and Negotiating Contracts
  22. 7.22Purchase Sale Contract Policy
  23. 7.23Loan Modification
  24. 7.24Property Management
  25. 7.25Loan Origination
  26. 7.26Gifts
  27. 7.27Out-Of-State or Out-Of-Country Business
  28. 7.28Referral Fees
  29. 7.29Power of Attorney
  30. 7.30Cooperation and Compensation Policy
  31. 7.31Telephone Solicitation Policy - Do Not Call Compliance

8Personal Assistants

  1. 8.1Personal Assistants
  2. 8.2Licensed Assistants and Unlicensed Office Personnel
  3. 8.3Payment/Tax Reporting
  4. 8.4Salesperson – Personal Assistant Contract
  5. 8.5Supervisions
  6. 8.6Indemnity
  7. 8.7Workers Compensation

9Environmental Hazards

  1. 9.1Agents Visual Inspection and Material Facts
  2. 9.2Negligence
  3. 9.3Environmental Issues
  4. 9.4Asbestos
  5. 9.5Lead
  6. 9.6Radon
  7. 9.7Molds and Fungi
  8. 9.8Volatile Organic Compounds
  9. 9.9Potable Water Supply
  10. 9.10Drug Houses/Clandestine Drug Labs

10Regulation, Ethics, Misrepresentation

  1. 10.1State, Federal, & Regulatory Agencies
  2. 10.2Department of Real Estate Commissions & State Regulators
  3. 10.3Professional Organizations – NAR, State Board, and Local Board
  4. 10.4Code of Ethics
  5. 10.5Standards of Ethical Conduct & Behavior
  6. 10.6Protecting the Interest of the Client
  7. 10.7Client vs. Customer
  8. 10.8Duties Owed To A Third Party
  9. 10.9Compensation and the Creation of Agency Relationships
  10. 10.10Agency Disclosure Law
  11. 10.11Refusal of Seller or Buyer to sign the Acknowledgement of Receipt
  12. 10.12Undisclosed Dual Agency
  13. 10.13Dual Agency Considerations (if permitted in your State)
  14. 10.14Terminating an Agency Relationship
  15. 10.15Breach of Duties
  16. 10.16Misrepresentation
  17. 10.17Non-Disclosure
  18. 10.18Conflict of Interest
  19. 10.19Prohibited Conduct With Respect to Clients and Customers
  20. 10.20Misrepresenting Market Value
  21. 10.21Misrepresentation of Savings or Benefits that might be realized through the use of a REALTOR®
  22. 10.22Misrepresentation vs. Puffing
  23. 10.23Misrepresenting Presentation of Offers
  24. 10.24Disclosure of Terms or Price on Existing Offers
  25. 10.25Disclosure of Company Policies Relating to Commissions
  26. 10.26Misrepresenting that Commissions Are Not Negotiable
  27. 10.27Misrepresenting Relationships with Individual Broker
  28. 10.28Misrepresentation of Closing Costs
  29. 10.29Misrepresentation of Buyer Qualification
  30. 10.30Altering a Document by Adding Unauthorized Changes
  31. 10.31Misrepresenting the Form, Amount, or Treatment of Deposits
  32. 10.32Misrepresenting the Size of the Property
  33. 10.33Failure to Disclose Dual Agency
  34. 10.34Failure to Submit Offers In A Timely Manner
  35. 10.35Presentation of Competing Offers
  36. 10.36Failure to Submit Additional Offers after Seller Has Accepted an Offer
  37. 10.37Disclosure of Existence of Other Offers
  38. 10.38Preserving Confidential Information
  39. 10.39Material Facts Must Be Disclosed
  40. 10.40Non Disclosure of Material Facts
  41. 10.41Failure to Explain Offer Contingencies
  42. 10.42Explaining Agreements Generated by Electronic Transmission
  43. 10.43Conflicts of Interest
  44. 10.44Referral Fees or Kickbacks Are Prohibited
  45. 10.45Duty to the Public
  46. 10.46Providing Competent Services
  47. 10.47Ethical Advertising
  48. 10.48Sharing Information and iFraming on the Internet
  49. 10.49Offering Prizes, Inducements, and Free Services (if permitted by your State)
  50. 10.50Offering Property for Sale without Authority
  51. 10.51Name of Firm Must Be Disclosed in Advertising
  52. 10.52Disclosure of License Status
  53. 10.53Unauthorized Practice of Law
  54. 10.54Cooperation in REALTOR® Professional Standards Hearings
  55. 10.55Duties to All REALTORS®
  56. 10.56Making False or Misleading Statements about Competitors
  57. 10.57Interfering with Agency Relationships
  58. 10.58Real Estate Commission Complaints
  59. 10.59Restricted or Temporary Licenses (term varies by State)
  60. 10.60Pending, Closed or Potential Lawsuits
  61. 10.61Signing Agreements with Third Parties
  62. 10.62Continuing Education
  63. 10.63Written and Oral Exams

11Advertising Guidelines

  1. 11.1Advertising Policy
  2. 11.2Legal and Ethical Considerations
  3. 11.3Advertising Expenses
  4. 11.4Company Name and Logos
  5. 11.5REALTOR® Trademark
  6. 11.6Fax and Email Advertising
  7. 11.7Websites: Privacy
  8. 11.8Regulation Z
  9. 11.9Fair Housing in Advertising

12Information Systems Policy

  1. 12.1Company Online Software Systems and Computers
  2. 12.2Computer Usage Policy
  3. 12.3Personal Computers
  4. 12.4Social Media
  5. 12.5Websites
  6. 12.6Email
  7. 12.7Commercial Email Policy
  8. 12.8Tech Equipment Insurance
  9. 12.9The World Wide Web

13Discrimination Policy

  1. 13.1Fair Housing Laws
  2. 13.2Discrimination Charges
  3. 13.3Harassment
  4. 13.4Sexual Harassment (Policy Against)
  5. 13.5Equal Employment Opportunity Policy

14Risk Reduction

  1. 14.1Risk Reduction Policies
  2. 14.2Compliance with All Laws, Rules, and Regulations
  3. 14.3Compliance with This Policy Manual
  4. 14.4Physical Condition of Property
  5. 14.5“Stigmas” on Property
  6. 14.6Documentation of Disclosure
  7. 14.7Use of Experts and "Recommendations"
  8. 14.8Managing Risk and Liability Training
  9. 14.9Use of Legal Counsel
  10. 14.10Errors and Omissions Insurance
  11. 14.11Complaint Handling Procedures
  12. 14.12Adoption and Enforcement of Written Policies
  13. 14.13Sharing Current Legal Situations at Meetings
  14. 14.14Risk Anticipation
  15. 14.15Documentation and Record Keeping
  16. 14.16Risk Control
  17. 14.17Risk Shifting
  18. 14.18Managing Internet Risks
  19. 14.19Privacy Issues
  20. 14.20Common Areas of Risk
  21. 14.21Associate Supervision
  22. 14.22Avoiding the Unauthorized Practice of Law
  23. 14.23Contract Law Liability
  24. 14.24Attorney’s fees
  25. 14.25Specific Performance
  26. 14.26Intentional Concealment
  27. 14.27Offering Opinions
  28. 14.28Real Estate Settlement Procedures Act
  29. 14.29Prohibited Settlement Practices: Kickbacks, Fee-Splitting, Unearned Fees
  30. 14.30RESPA Section 9 - Seller Required Title Insurance
  31. 14.31Real Estate Law
  32. 14.32Potential Liabilities
  33. 14.33Potential Liability Relating to Agency Relationships
  34. 14.34Breach of Fiduciary Duties
  35. 14.35Potential Liability Relating to Fair Housing
  36. 14.36Prohibited Actions
  37. 14.37The Role of Federal, State, and Local Governments in Fair Housing Law
  38. 14.38Disability
  39. 14.39Fair Housing Laws as Applied to Those with Disabilities
  40. 14.40Familial Status
  41. 14.41Fair Housing Practices (Definitions)
  42. 14.42Potential Liability Relating to Environmental Issues
  43. 14.43Potential Liability Relating to Antitrust Law Violations
  44. 14.44Reducing Antitrust Liability

15Litigation & Claims Handling

  1. 15.1General
  2. 15.2Disputes during Escrow
  3. 15.3Agent Owned Property

16Resolution of Disputes

  1. 16.1Intra-Office Disputes between Associates
  2. 16.2Disagreements between Company and Associate
  3. 16.3Arbitration
  4. 16.4Code of Ethics and License Law Violations

17Confidentiality of Information

  1. 17.1Confidential Information

18Termination

  1. 18.1Grounds for Termination
  2. 18.2Associate’s Compensation on Termination
  3. 18.3Listings

19References & Additional Attachments

  1. 19.1Required Reference Documents
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