1. Objective

This SOP defines how a Virtual Assistant (VA) manages counter-offer documents through every round of negotiation — from immediate receipt through final execution — so the agent negotiates from a clean, accurate, version-controlled file.

Counter-offer negotiations can move through three, four, or more rounds. Each round produces a new document. If the version control breaks — an older version gets submitted, a change summary gets muddled, two versions exist with the same name — the negotiation can stall, a term can be misrepresented, or the wrong document gets signed. The VA's job is to make sure the document trail is clean, every change is surfaced immediately, and the agent never has to go searching for "which version is current."

The rule: Every counter-offer received is saved, logged, and summarized to the agent within 5 minutes. Every counter-offer submitted is the current, correctly named version with all required signatures.

Where this SOP starts: A counter-offer is received from the listing agent.
Where this SOP ends: All parties have signed the final accepted version and the TC workflow begins.

Success looks like: At any point in the negotiation, the agent can ask "what's the current offer state?" and the VA can answer in one sentence with a reference to the specific file version.

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2. Your Role & Boundaries

2a. What you handle independently

• Saving every received counter-offer immediately to the offers folder
• Notifying the agent within 5 minutes of receiving a counter-offer
• Preparing a simple change summary for every received counter (what changed vs. the previous version)
• Preparing the response document at the agent's direction (acceptance, counter, or rejection)
• Maintaining version control — naming every document correctly, never overwriting
• Tracking the communication log for every offer exchange
• Confirming all signatures are present before any document is submitted
• Initiating the TC workflow immediately upon final execution

2b. What requires agent approval before acting

• Every response to a counter-offer — whether accepting, countering back, or rejecting
• Every term in any response document — the agent specifies, the VA prepares
• Any deadline for response — the agent decides how quickly to respond; the VA tracks the deadline
• Any communication with the listing agent beyond standard receipt confirmation and submission

2c. What you never do

• You never negotiate on the agent's behalf under any circumstances.
• You never provide pricing, legal, or strategic opinions to any party.
• You never sign or initial any document on behalf of the agent, client, or any party.
• You never communicate directly with the other party's client.
• You never respond to a counter-offer without explicit agent instruction.
• You never overwrite or delete any prior offer version — every version is preserved.
• You never submit a response document without confirming all required signatures are present.
• You never tell the listing agent how the buyer feels about the counter, what their priorities are, or what they're likely to accept.

When in doubt: Save, log, summarize, and wait for the agent's instruction. Speed matters but accuracy matters more.

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3. Schedule & Trigger

Trigger: A counter-offer is received from the listing agent — via email, DocuSign, or the agent's transaction management platform.

Time-sensitive: Counter-offers typically have a response deadline. Note the deadline immediately and flag it to the agent in the notification. If no deadline is stated, ask the listing agent for one.

Sequence context: This SOP runs after Offer Submission & Communication Protocol in any transaction where the initial offer is countered. If a multiple offer situation is active, run Multiple Offer Situation Protocol in parallel. When final agreement is reached, TC Master begins immediately.

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4. Counter-Offer Receipt Protocol

Step 1: Save Immediately

The moment a counter-offer arrives:

1. Save to the transaction file: Offers folder
2. Name correctly (see Section 6 — Version Control)
3. Do not open, edit, or forward anything until the document is saved

Step 2: Notify Agent Within 5 Minutes

Hi [Agent Name] — counter-offer received for [Address].

Summary of changes from [Buyer's offer v1 / last counter]:
- Price: [Previous] → [New]
- Closing date: [Previous] → [New]
- [Any other changed term]
- [Note if response deadline is stated: "Response requested by [Date/Time]"]

Saved to Offers folder as: [Exact filename]

Ready when you are — let me know how you'd like to respond.

[VA Name]

If the VA receives the counter-offer when the agent is known to be unavailable: Notify via the agent's urgent channel. A counter-offer sitting unread for hours while the agent is in a closing is a problem. The VA should be monitoring for this.

Step 3: Note the Response Deadline

If the counter includes a stated expiration, log it immediately. If no expiration is stated:

Hi [Listing Agent Name] — confirming receipt of the counter-offer on [Address]. Is there a deadline for our response?

[VA Name] on behalf of [Agent Name]

Log the deadline in the communication log.

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5. Change Summary Preparation

Every received counter-offer gets a change summary — a clean comparison of what changed from the previous version.

Format:

Counter-Offer Summary — [Address]
From: [Listing Agent Name on behalf of Seller]
Received: [Date/Time]
This is: [Seller Counter v1 / Seller Counter v2 / etc.]

Changes from [prior version name]:
| Term | Previous | New |
|---|---|---|
| Price | $[X] | $[X] |
| Closing date | [Date] | [Date] |
| Inspection contingency | [X days] | [X days] |
| [Any other changed term] | [Previous] | [New] |

Unchanged terms: [Note any key terms that were not changed]
Response deadline: [Date/Time or "Not stated — confirmed with listing agent: [response]"]

File the change summary alongside the counter document. This is what the agent uses when talking to the buyer — not the full PDF.

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6. Version Control System

Every document in the offer exchange gets a unique, descriptive filename. Nothing is ever overwritten.

Naming convention:

Document	Filename Format
Initial offer from buyer	Offer_Buyer_v1_[YYYY-MM-DD]
Counter-offer from seller (first)	Counter_Seller_v1_[YYYY-MM-DD]
Buyer's counter back (second round)	Counter_Buyer_v2_[YYYY-MM-DD]
Seller's response (third round)	Counter_Seller_v2_[YYYY-MM-DD]
Final acceptance	Offer_Accepted_Final_[YYYY-MM-DD]
Rejection notice	Rejection_[Party]_[YYYY-MM-DD]

Rules:
- Version numbers track each party's counter count independently (Seller v1, Buyer v2, Seller v2)
- Date in the filename is the date the document was received or prepared
- Never use "final" in a filename unless the document is the executed agreement with all signatures

Folder structure:

Transaction file / Offers /
  ├── Offer_Buyer_v1_2026-04-15.pdf
  ├── Counter_Seller_v1_2026-04-16.pdf
  ├── Change_Summary_Counter_Seller_v1.txt
  ├── Counter_Buyer_v2_2026-04-17.pdf
  └── Offer_Accepted_Final_2026-04-17.pdf

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7. Preparing the Response

After the agent decides how to respond:

If Accepting the Counter

1. Prepare the acceptance form or signature page per state-appropriate process
2. Confirm what signatures are needed (buyer + agent, or buyer only — per local practice)
3. Route to buyer for signature via the agent's DocuSign or e-signature tool
4. After buyer signs: submit to listing agent with subject line:
   Accepted Counter-Offer — [Address] — [Buyer Last Name]

If Countering Back

1. Agent provides the new terms — note every change specifically
2. Complete the counter-offer form:
   - Use state-appropriate counter-offer form
   - Enter only the terms the agent specifies — leave unchanged terms as-is
   - Double-check every number and date
3. Route to agent for review and signature
4. After agent signs, route to buyer for signature
5. Submit complete signed counter to listing agent

Pre-submission verification: Before submitting any counter, confirm: Is this the correct version? Are all required signatures present? Are all dates consistent?

If Rejecting

1. Prepare a rejection notice per state-appropriate form or format
2. Route to agent for approval and signature
3. Submit to listing agent: "We are not accepting the counter-offer on [Address] and are not submitting a counter at this time."
4. Update CRM: buyer status — active search, log the rejection outcome

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8. Communication Log

Maintain a simple communication log for every offer exchange:

Date/Time	Action	Party	Details	Document Reference
[Date/Time]	Offer submitted	Buyer / Listing Agent	Initial offer at $[X]	Offer_Buyer_v1_[Date]
[Date/Time]	Counter received	Listing Agent / Seller	Counter at $[X] — deadline [Date/Time]	Counter_Seller_v1_[Date]
[Date/Time]	Agent notified	VA → Agent	Summary sent via [channel]	Change_Summary_v1
[Date/Time]	Counter submitted	Buyer / Listing Agent	Buyer counter at $[X]	Counter_Buyer_v2_[Date]

File the log in the Offers folder.

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9. When Agreement Is Reached

When the listing agent confirms acceptance:

1. Confirm you have the fully executed contract — all pages, all signatures, all initials
2. Verify: every required signature line is signed; every required initial location is initialed
3. Save as the final accepted version: Offer_Accepted_Final_[YYYY-MM-DD]
4. Notify the agent:

Hi [Agent Name] — fully executed contract confirmed for [Address].

File saved as: Offer_Accepted_Final_[Date]
All signatures confirmed — YES

Ready to initiate TC workflow when you are.

[VA Name]

5. Immediately initiate Transaction Coordination Master (Transaction Coordination Master) — the clock on earnest money deadlines and contingencies begins now.

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10. Checklist

Receipt
- ☐ Counter-offer saved immediately to Offers folder with correct version name
- ☐ Agent notified within 5 minutes with change summary
- ☐ Response deadline confirmed and logged

Change Summary
- ☐ Change summary prepared — all changed terms identified
- ☐ Filed alongside counter document

Response (per agent instruction)
- ☐ Acceptance: form prepared, buyer and agent signatures confirmed, submitted
- ☐ Counter back: new terms per agent, correct version name, all signatures, submitted
- ☐ Rejection: notice prepared, agent-approved, submitted

Version Control
- ☐ Every version preserved — no files overwritten
- ☐ Communication log updated after every exchange
- ☐ Current version clearly identified

Final Agreement
- ☐ Fully executed contract received — all signatures and initials confirmed
- ☐ Saved as Offer_Accepted_Final_[Date]
- ☐ Agent notified
- ☐ TC workflow initiated (Transaction Coordination Master)

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11. Tools & Access

Item	Details
Counter-offer form	[State-appropriate form — confirm with agent during onboarding]
Acceptance form / signature page	[Confirm state-appropriate process during onboarding]
Rejection notice	[Confirm state-appropriate format or standard email]
DocuSign / e-signature tool	[Confirm access and process — agent's preferred tool]
Transaction file — Offers folder	[Google Drive / TMS — confirm during onboarding]
Listing agent contact	[From MLS / offer submission — for deadline confirmation and submission]
Agent's urgent channel	[For counter-offer receipt escalations]