Setting it up
Confirm authority
Get the seller's written go-ahead for you to request assessments and coordinate access. For an estate, confirm who can approve spending.
Name one decision-maker
Providers need one person who can approve scope changes quickly. Decide whether that is the seller or the agent.
Share the calendar
Send every provider the photo date, go-live date, and any dates the house is already committed to other trades.
Set access rules
Lockbox or code, hours allowed, whether neighbors or an HOA need notice, where to park, and how to lock up.
Agree on reporting
Ask for a short message with photos after each visit and a written summary at the end.
Worksheet
| Item | Details | Confirmed |
|---|---|---|
| Property and access method | ||
| Seller contact and approval method | ||
| Odor sources noted at walkthrough | ||
| Odor provider and assessment date | ||
| Written scope received | ||
| Other trades booked (plumber, HVAC, painter, flooring) | ||
| Vacancy window, if required | ||
| Showings paused from / to | ||
| Recheck date and who attends | ||
| Paint and flooring dates | ||
| Staging and photo dates | ||
| Records collected (scope, invoices, photos) |
Before handing over the keys to a provider
- Seller has removed valuables, medications and anything fragile from treated areas
- Any household members and animals have somewhere to be during vacancy
- Utilities on: water for cleaning, power for equipment, HVAC working
- Thermostat settings agreed with the provider
- HOA rules checked for condos and townhomes
- Lockbox shows and agent previews paused during any treatment requiring vacancy
- Provider has a way to reach you if something unexpected is found
Common questions
- Should the agent attend the assessment?
- It helps. The agent knows how buyers in that price range and neighborhood react, and can tell the provider which rooms matter most for showings.
- What if the seller lives out of state?
- Get approvals by email or text so there is a dated record, agree in advance on a spending limit the agent may approve without waiting, and send the seller photos after each visit so they can see progress without traveling.
- Who should receive the final written summary?
- Both the seller and the agent. The seller owns the record and decides how it is used in disclosure; the agent needs it at hand if a buyer or inspector asks during the transaction.
General information for the Denver area, not a quote or professional advice. In an emergency, call 911.