1. Objective

This SOP defines how a Virtual Assistant (VA) requests, tracks, receives, and files the seller disclosure documents required before a listing goes active.

Disclosures protect the seller, the agent, and the buyer. Failure to collect and deliver them on time is one of the most common causes of post-closing litigation in real estate — and most of those failures are administrative, not intentional. The VA's role is to make sure every required form gets requested, every form gets returned, every returned form gets reviewed for completeness, and nothing goes missing between signature and MLS launch.

Where this SOP starts: The listing agreement is executed and the agent confirms the VA should begin disclosure collection.
Where this SOP ends: All required disclosure documents are signed by the seller, filed in the transaction system, and confirmed ready for delivery to a buyer at contract.

Success looks like: The listing goes active with a complete disclosure package on file — no missing forms, no incomplete seller signatures, no last-minute scramble when the first offer arrives.

Required by law in most states. Failure to disclose is one of the most common causes of post-closing litigation.

The VA does not interpret disclosure content — that is the agent's and attorney's job. The VA's job is operational: make sure the right forms exist, they reach the seller, the seller completes them, and they are filed correctly. Every step in this SOP exists to prevent a form from falling through a crack.

A disclosure not collected before listing is a disclosure that has to be collected under pressure after an offer arrives — or worse, disclosed after closing when it becomes a legal matter.

2. Your Role & Boundaries

2a. What you handle independently

• Identifying which standard disclosure documents apply based on property type and year built (with agent confirmation)
• Sending the disclosure request package to the seller via the agent's e-signature platform
• Tracking receipt of each document with dates logged
• Following up with sellers when documents are not returned on time — using approved templates only
• Reviewing returned documents for completeness (all pages present, all required fields filled)
• Filing completed disclosures in the transaction management system

2b. What requires agent approval before acting

• Determining which state-specific or non-standard disclosures apply to this property
• Any contact with the seller outside of the approved disclosure request and follow-up templates
• Any decision about whether a partially completed disclosure is acceptable
• Any response to a seller who reveals unexpected or alarming information in a disclosure

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 interpret disclosure content — what a disclosed condition means legally or contractually is the agent's determination, not yours.
• You never respond to a seller who reveals something unexpected in a disclosure. Stop, document it, and escalate to the agent immediately.
• You never tell the seller that a disclosure is optional or that a particular form doesn't apply. That decision belongs to the agent.
• You never allow the listing to go active before the disclosure package is filed. If the agent requests MLS activation before disclosures are complete, flag the gap — do not activate.

When in doubt: Stop, document what is missing or unclear, and route to the agent. Never proceed on an incomplete disclosure package without explicit agent authorization.

3. Schedule & Trigger

This SOP activates when the listing agreement is executed and the agent confirms the VA should begin disclosure collection. It runs in parallel with Property Intake & Data Collection — both can be in progress simultaneously.

Trigger: Agent confirms listing agreement is filed and instructs VA to send disclosure package.

Deadline: All disclosures must be received and filed at least 48 hours before the target MLS go-live date. If this deadline is at risk, escalate to the agent immediately — do not let the go-live date slip silently.

Sequence context: This SOP runs after Listing Agreement Review & Filing in parallel with Property Intake & Data Collection. Disclosure documents are referenced again in TC SOPs when the executed contract requires their delivery to the buyer.

4. Standard Disclosure Documents

The agent confirms which forms apply for this property and state. Use this list as the default starting point — do not assume all forms apply to every listing.

Note: State disclosure requirements vary significantly. This list reflects the most common forms. At onboarding, confirm with the agent which forms their state requires, whether their brokerage provides standardized forms, and whether a transaction coordinator or attorney handles any disclosures independently. Document the confirmed list for this agent in Listing Coordination — Client Setup.

5. Request Process

Step 1: Confirm the package with the agent

Before sending anything to the seller, send the agent a brief confirmation:

Hi [Agent Name] — I'm ready to send the disclosure package to [Seller Name] for [Address]. Based on the property details, I plan to include:

- [Form 1]
- [Form 2]
- [Form 3]
- [Lead-based paint disclosure — property built in [year]]
- [HOA documents — will request from [HOA name]]

Please confirm this list is correct or let me know what to add or remove, and I'll send it out.

[VA Name]

Wait for agent confirmation before sending. Do not assume the list is complete.

Step 2: Send the disclosure request

Send via the agent's e-signature platform (DocuSign, Dotloop, or equivalent). Address the request to the seller's email on file.

Cover message to the seller (agent reviews and approves this template during onboarding, or adjust per agent preference):

Subject: Action Required — Disclosure Documents for [Address]

Hi [Seller Name],

[Agent Name] has asked me to send you the disclosure forms for your listing at [Address]. These documents are required before we can list your home, and we need them back by [deadline — default: 5 business days before go-live].

Please review each form carefully and complete all sections that apply. If you have questions about what to write in any section, please contact [Agent Name] directly at [agent contact].

Once you've completed and signed all forms, they'll route back to us automatically.

Thank you,
[VA Name]
on behalf of [Agent Name]

Step 3: Log the request

In the disclosure tracking log (see Section 6), record:
- Each document sent
- Date sent
- Seller's email address confirmed
- Expected return date

6. Tracking & Follow-Up

Maintain a disclosure tracking log in the transaction file. Update it every time a document is sent, followed up on, or received.

Follow-up cadence

Day 3 follow-up template:

Hi [Seller Name] — just a quick reminder that the disclosure forms for [Address] are due by [date]. If you've already submitted them, please disregard this message. If you have questions or need help, please reach out to [Agent Name] at [agent contact].

Thank you,
[VA Name]

Escalation message to agent (Day 5 or 48 hours before go-live):

Hi [Agent Name] — flagging that the following disclosure documents have not been returned by [Seller Name] for [Address]:

- [Document 1] — sent [date], not yet received
- [Document 2] — sent [date], not yet received

Target go-live is [date]. We need your direction on how to proceed.

[VA Name]

7. Document Review on Receipt

When a disclosure document is returned, review it before filing. Do not assume it is complete because it came back signed.

Completeness check:
- ☐ All pages are present (check page count against the original form)
- ☐ All required fields are filled in by the seller (look for blanks in sections that should have answers)
- ☐ All signature and initial lines are signed
- ☐ Date fields are filled in
- ☐ For lead-based paint disclosure: seller has checked the appropriate box (has knowledge / has no knowledge / has records) — a blank box is not acceptable

If a document comes back incomplete:

Do not file it as complete. Notify the agent:

Hi [Agent Name] — the [document name] was returned by [Seller Name] but has incomplete fields:

- [Field or page] is blank
- [Field] is missing a signature

Please advise — should I send it back to the seller for correction, or will you handle it?

[VA Name]

If a seller discloses something unexpected:

Stop. Do not respond to the seller. Do not ask follow-up questions. Contact the agent immediately:

Hi [Agent Name] — I've received the [document name] from [Seller Name] and need you to review it before I file it. There is information disclosed that I want to flag for your attention rather than proceeding on my own.

[Brief factual description — e.g., "Seller has noted a roof leak in Section 4" — no interpretation]

Please advise on next steps.

[VA Name]

8. Filing Protocol

Once all disclosures are complete and confirmed by the agent:

File naming convention:

[Address] - [Document Name] - [Seller Last Name] - [Date Signed]

Example:

123 Main St - Seller Property Condition Disclosure - Johnson - 2026-04-18

Where they go:
1. Transaction management system → property file → "Disclosures" folder
2. Google Drive → listing folder → 03 - Disclosures subfolder (or per agent's structure)

Who gets a copy:
At this stage, disclosures go into the listing file only. At contract execution, the buyer's side receives the disclosure package — that delivery is handled in the TC SOPs. Do not send disclosures to any party outside the agent's office until a contract is in place and the agent instructs it.

9. Checklist

Setup
- ☐ Disclosure form list confirmed with agent
- ☐ Seller email address confirmed
- ☐ Target go-live date confirmed — work backward to set return deadline

Request
- ☐ All forms loaded into e-signature platform
- ☐ Cover message reviewed and approved (or using pre-approved template)
- ☐ Package sent to seller
- ☐ Tracking log started with send dates and due dates

Follow-Up
- ☐ Day 3 follow-up sent (if needed)
- ☐ Agent notified at Day 5 if any documents still outstanding
- ☐ Agent notified immediately if go-live is at risk

Receipt & Review
- ☐ Each returned document reviewed for completeness
- ☐ Any incomplete documents flagged to agent before filing
- ☐ Any unexpected disclosures escalated to agent immediately

Filing
- ☐ All documents filed in transaction management system with correct file names
- ☐ All documents filed in Google Drive (if applicable)
- ☐ Tracking log updated to show all documents received and filed
- ☐ Agent notified that disclosure package is complete

10. Tools & Access