BROKERAGE POLICY REVIEW CHECKLIST

Created by ChecklistGuro (https://checklistguro.com)

--- COMPLIANCE & LEGAL ---
[ ] Last License Renewal Date (Brokerage)
[ ] Next License Renewal Date (Brokerage)
[ ] Summary of Recent Legal Consultations/Reviews
[ ] State Regulatory Body Compliance Status (Compliant, Warning Received, Formal Complaint Filed, Pending Investigation)
[ ] Copies of Relevant Licenses and Permits
[ ] Brokerage's NMLS ID (if applicable)
[ ] Summary of Recent Audits (Internal & External)
[ ] Compliance with Anti-Money Laundering (AML) Regulations? (Yes, No, N/A - Not Applicable)

--- CLIENT RELATIONSHIPS & COMMUNICATION ---
[ ] Client Communication Disclosure Policy Review
[ ] Mandatory Disclosure Forms Used (select all that apply) (Agency Disclosure, Financial Disclosures, Conflict of Interest Disclosure, Property Condition Disclosure, Other (specify in LONG_TEXT))
[ ] Approved Communication Channels with Clients (Email, Phone, Text Message, Postal Mail, Secure Client Portal, Other (specify in LONG_TEXT))
[ ] Procedure for Handling Client Complaints
[ ] Last Client Communication Policy Update Date
[ ] Method for Obtaining Client Consent (e.g., written, verbal) (Written, Verbal, Electronic Signature)

--- TRANSACTIONS & ESCROW ---
[ ] Earnest Money Handling Protocol Version
[ ] Detailed Description of Escrow Account Usage
[ ] Method for disbursing funds from Escrow (Wire Transfer, Certified Check, ACH Transfer)
[ ] Last Review Date of Escrow Agreements
[ ] Prohibited Transaction Types (Dual Agency, Foreclosure Consulting, Property Flipping (within specified timeframe))
[ ] Procedure for handling uncashed checks related to transactions
[ ] Designated individual/team for Escrow dispute resolution (Broker, Legal Counsel, Compliance Officer)
[ ] Copy of Standard Escrow Agreement

--- ADVERTISING & MARKETING ---
[ ] Approved Marketing Platforms (Brokerage Website, Social Media (Facebook, Instagram, LinkedIn), Zillow/Trulia/Realtor.com, Print Advertising (Flyers, Newspaper), Email Marketing, Other (Specify in LONG_TEXT))
[ ] Content Approval Process
[ ] Branding Guidelines Adherence
[ ] Prohibited Advertising Claims (Guaranteed Sale Prices, Misleading Statistics, False Promises, Discriminatory Language, Unsubstantiated Claims)
[ ] Sample Marketing Materials
[ ] Online Review Management
[ ] Compliance with Fair Housing Advertising Requirements (Yes, No, Unsure)

--- CONFLICTS OF INTEREST ---
[ ] Does the policy clearly define 'Conflict of Interest'? (Yes, No, Not Applicable)
[ ] Describe the process for disclosing potential conflicts of interest to clients.
[ ] Which types of relationships require disclosure (check all that apply)? (Family Member, Business Partner, Previous Client, Lender, Home Inspector, Contractor)
[ ] Is written documentation of conflict disclosure required? (Yes, No, Unsure)
[ ] Explain the procedure for obtaining client consent when a conflict exists.
[ ] How many years of transaction records are reviewed for potential conflicts?
[ ] Does the brokerage have a designated Conflict of Interest Review Committee? (Yes, No, Unsure)

--- FAIR HOUSING & EQUAL OPPORTUNITY ---
[ ] Summary of Fair Housing Policy Review
[ ] Protected Classes Reviewed (Race, Color, Religion, National Origin, Sex, Familial Status, Disability, Other (Specify))
[ ] Description of Training Provided on Fair Housing
[ ] Date of Last Fair Housing Training
[ ] Copy of Fair Housing Policy Document
[ ] Method for Handling Fair Housing Complaints (Internal Review Process, Third-Party Mediation, Legal Consultation, Other (Specify))
[ ] Description of System for Monitoring Advertising for Fair Housing Compliance

--- DATA SECURITY & PRIVACY ---
[ ] Data Encryption Standard Used (if applicable) (AES 128-bit, AES 256-bit, Other (Specify in LONG_TEXT), Not Applicable)
[ ] Description of Data Security Training Provided to Agents
[ ] Number of Data Breach Incidents in Last 12 Months
[ ] Password Complexity Requirements for Agent Accounts (Minimum 8 characters, Minimum 12 characters, Minimum 16 characters, Other (Specify in LONG_TEXT))
[ ] Types of Sensitive Data Protected (Select all that apply) (Social Security Numbers, Financial Account Information, Medical Information, Tax Returns, Other (Specify in LONG_TEXT))
[ ] Last Review/Update of Data Security Policy
[ ] Description of Vendor Security Assessments (e.g., for CRM or MLS)
[ ] Copy of Data Security Policy Document

--- RISK MANAGEMENT & ERRORS & OMISSIONS (E&O) INSURANCE ---
[ ] Current E&O Policy Limit
[ ] E&O Policy Expiration Date
[ ] Coverage Type (e.g., Occurrence, Claims-Made) (Occurrence, Claims-Made)
[ ] Summary of Risk Assessment Completed (date and key findings)
[ ] Compliance with Brokerage Risk Management Procedures? (Yes, No, N/A)
[ ] Number of E&O Claims Filed in Past 3 Years
[ ] Upload a copy of the current E&O Insurance Policy (Certificate of Insurance)
[ ] Description of any recent changes to risk management protocols, if applicable.

--- TRAINING & SUPERVISION ---
[ ] Required New Agent Training Hours
[ ] Mandatory Training Topics for New Agents (Fair Housing, Agency Law, Contract Law, Ethics & Professional Conduct, Data Security, Social Media Best Practices)
[ ] Last Supervisor Training Refresher Date
[ ] Description of Supervision Plan for New Agents
[ ] Minimum Level of Experience for Supervising Agents
[ ] Method of Communication for Supervision (e.g., weekly meetings, email, phone) (Weekly Meetings, Email, Phone, Virtual Platform)
[ ] Upload Proof of Completed Training for Agents (Last Year)

--- RECORD KEEPING & DOCUMENTATION ---
[ ] Last Record Retention Policy Review Date
[ ] Summary of Record Retention Policy
[ ] Number of Years Records are Retained (Electronically)
[ ] Number of Years Records are Retained (Physical)
[ ] Copy of Record Retention Schedule
[ ] Description of Electronic Document Management System (if applicable)
[ ] Types of Records Kept (Select all that apply) (Listing Agreements, Purchase Agreements, Disclosure Forms, Commission Agreements, Correspondence (Emails, Letters), Client Communication Logs, Marketing Materials, Escrow Documents)
[ ] Name of Person Responsible for Record Keeping

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