1. Objective

This SOP defines how a Virtual Assistant (VA) processes a listing extension — updating the MLS expiration date, executing all associated paperwork, and keeping the listing's public presence accurate — when a seller and agent agree to extend an active listing beyond its original expiration date.

A listing that expires without formal extension goes off-market in the MLS automatically — and depending on the MLS, it may trigger Days on Market resets, notification to other agents that the listing is no longer active, and confusion for buyers tracking the property. The VA's job is to make sure the extension is processed completely and on time, so the listing never lapses inadvertently.

The standard: The listing extension amendment is prepared before the expiration date. The MLS is updated the same day the signed extension is received.

Where this SOP starts: The agent notifies the VA that a listing will be extended.
Where this SOP ends: The MLS reflects the new expiration date, all records are updated, and the extension amendment is filed.

Success looks like: The listing never expires in the MLS. The seller's signed extension is on file. The new expiration date is recorded in the TC dashboard.

---

2. Your Role & Boundaries

2a. What you handle independently

• Preparing the listing extension amendment for agent and seller signature
• Submitting the amendment through the agent's e-signature platform
• Updating the MLS expiration date upon receipt of the signed amendment
• Updating the TC dashboard and listing file with the new expiration date
• Confirming the new expiration date is reflected in the showing platform

2b. What requires agent approval before acting

• The decision to extend — the agent has the seller conversation and confirms the extension; the VA executes
• The new listing price, if a price change accompanies the extension — handled per Price Reduction Coordination
• Any commission or agreement term change in the extension amendment — agent reviews before signing
• The exact new expiration date — confirmed by agent before the amendment is prepared

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 update the MLS expiration date before the signed extension amendment is received.
• You never advise the seller on whether to extend or what terms to agree to — those are agent conversations.
• You never prepare the extension amendment without confirming the new date with the agent first.

Timing is critical: MLS listings expire at a specific date and time. If the extension amendment is not signed and the MLS not updated before the expiration moment, the listing may fall off-market automatically. Flag extension timing to the agent at least 5 days before expiration to ensure adequate lead time.

---

3. Schedule & Trigger

Trigger: Agent notifies VA that a listing will be extended — with the new expiration date confirmed.

Proactive monitoring: During the monthly listing file review, flag any active listing whose MLS expiration date is within 30 days. Bring it to the agent's attention: "Heads up — [Address] expires on [Date]. Is the seller planning to extend?"

If you are unable to complete this task: Notify the agent at the start of your absence or as soon as possible. Flag any open or time-sensitive items. The agent will determine whether to delegate or defer. Never let a recurring deadline pass without flagging it to the agent in advance.

---

4. Listing Extension Process

Step 1: Confirm Extension Terms with Agent

Before preparing any documents, confirm in writing with the agent:

Extension details for [Address]:

- New expiration date: [Date]
- New listing price: [Same / Changed to $X — if price change, follow [Price Reduction Process](#SOP-RE-LIST-15)]
- Any other agreement term changes: [None / specify]
- Amendment form to use: [State/brokerage form name]

Please confirm before I prepare the amendment.

[VA Name]

Do not proceed until the agent confirms.

Step 2: Prepare the Extension Amendment

Using the state or brokerage-approved listing extension amendment form:

1. Enter the property address exactly as it appears in the current listing agreement
2. Enter the original listing agreement date (confirm from the listing file)
3. Enter the new expiration date as confirmed by the agent
4. Enter any other term changes confirmed by the agent
5. Confirm the commission rate and structure remain unchanged (or reflect agreed change)
6. Prepare the signature blocks for agent and seller(s)

Do not fill in any terms that were not explicitly confirmed by the agent. If a field is ambiguous, leave it blank and ask the agent before sending.

Step 3: Send for Signatures

Send the amendment through the agent's e-signature platform:
- Recipient 1: Agent — for agent's signature
- Recipient 2: Seller(s) — all parties who signed the original listing agreement must sign the extension
- Subject line: [Address] — Listing Extension Amendment — Signatures Needed
- Note in the platform: "Please sign to extend the listing at [Address] through [New Expiration Date]."

Flag to agent when sent: "Extension amendment sent to seller for signatures. New expiration date: [Date]. I'll update the MLS as soon as all signatures are back."

Step 4: Update the MLS — After Signatures Received

When the fully executed amendment is received:

1. Log in to the MLS
2. Pull up the listing
3. Update the expiration date field to the new date
4. Save and confirm the update is live
5. Take a screenshot of the updated MLS listing showing the new expiration date

Do not update the MLS before all signatures are received. The signed amendment is required before the MLS reflects the extension.

Step 5: Update the Showing Platform

Log in to the showing platform and update the listing's end date to match the new MLS expiration. Confirm that availability settings are still accurate.

Step 6: Update the TC Dashboard and Listing File

1. Update the expiration date in the TC dashboard
2. File the signed extension amendment in the listing file: [Address] / Listing Documents / Listing-Extension-[Date].pdf
3. Note the update in the listing's activity log

Step 7: Confirm with Agent

Extension complete for [Address].

- MLS updated: new expiration date [Date] — screenshot attached
- Showing platform updated: [Date]
- Signed amendment filed: [Listing Documents]
- TC dashboard updated

[VA Name]

---

5. Expiration Date Monitoring

During any monthly listing file review or as part of the weekly active listing check:

Pull all active listings. For any listing expiring within 30 days:

Proactive flag: [Address] listing expires [Date] — [X] days away.

Is the seller extending? If yes, I can prepare the amendment. Please confirm the 
new expiration date and any term changes.

[VA Name]

This prevents any listing from expiring inadvertently while the agent and seller are still planning to extend.

---

6. Checklist

Per Listing Extension
- ☐ Extension terms confirmed with agent (new date, any price/term changes)
- ☐ Extension amendment prepared using correct form
- ☐ Amendment sent for agent and seller signatures
- ☐ Agent notified when sent
- ☐ All signatures received — amendment fully executed
- ☐ MLS expiration date updated — screenshot taken
- ☐ Showing platform end date updated
- ☐ TC dashboard expiration date updated
- ☐ Signed amendment filed in listing file
- ☐ Agent confirmation sent

Proactive Monitoring
- ☐ Active listings with expiration within 30 days flagged to agent monthly

---

7. Escalation Protocol

Escalate to the agent immediately in any of these situations:
- The listing expiration date is within 7 days and no extension instruction has been received — do not wait until 5 days; flag early
- The fully executed extension amendment has not been returned and the expiration date is within 48 hours — notify agent that MLS update cannot occur until signatures are complete
- The MLS expiration date does not update after the signed amendment is submitted — confirm the change manually and document
- The seller does not sign the extension amendment within 24 hours of it being sent via e-signature
- Any amendment term that does not match what the agent confirmed — do not proceed; flag before filing

Hi [Agent Name] — listing extension issue for [Address] needs your attention.

Issue: [Description — approaching expiration without instruction / amendment unsigned / MLS not updated / term mismatch]
Current MLS expiration: [Date]
Status of amendment: [Not yet sent / Sent, awaiting signatures / Signed, MLS not yet updated]
Needed: [Confirm new date / follow up with seller / check MLS system]

[VA Name]

If the agent is unreachable: Do not update the MLS without the signed amendment. If the listing is within 24 hours of expiration and the amendment is still unsigned, attempt the agent's secondary urgent contact channel and document all attempts. The listing expiring in the MLS is a significant event — treat it as urgent.

---

8. Tools & Access

Item	Details
MLS	For expiration date update — confirm VA access level during onboarding
E-signature platform	[DocuSign / Dotloop / SkySlope / ZipForms — confirm during onboarding]
Extension amendment form	[State or brokerage form — confirm correct form during onboarding]
Showing platform	For end-date update — per Showing Platform Setup & Management
TC dashboard	For expiration date update — confirm platform during onboarding