The Process of Building a Legally Compliant Real Estate Sales System

The process of building a legally compliant real estate sales system helps enterprises control risks effectively. Deploying this process requires strict compliance with legal regulations. Establishing a standardized real estate sales system creates a competitive advantage in the market. The following article analyzes the sequence of building a real estate sales system at Long Phan Consulting Company.

What is the real estate sales process?

The real estate sales process is a series of systematic and closely linked activities aimed at efficiently and legally transferring ownership of a property from the seller to the buyer.

This process encompasses multiple stages, from market research and property potential assessment to legal documentation preparation, product valuation, marketing and promotional strategy development, approaching and negotiating with potential clients, and finally, transaction completion and property handover, all of which are central to the process of building a legally compliant real estate sales system.

Optimizing the process of building a legally compliant real estate sales system requires professionalism, expertise, and strong operational skills to ensure smooth, transparent execution and maximum benefits for both sellers and buyers.

The real estate sales process aims to achieve the following goals:

• Optimizing work efficiency: Helping sales staff follow clear and scientific steps, saving time and improving productivity.
  Improving service quality: Providing customers with a consistent professional experience from consultation to contract signing.
• Enhancing competitiveness: Creating a stronger market position compared to competitors.
• Building a professional image: Demonstrating credibility and transparency in operations, which is a key outcome of the process of building a legally compliant real estate sales system, thereby strengthening customer trust.

Benefits of building a real estate sales system

Understanding the benefits helps enterprises optimize business efficiency, elevate competitiveness, and develop sustainably through the process of building a legally compliant real estate sales system, which serves as a structured foundation for long-term operational growth.

For the Seller:

• Optimizing asset value: Ensures accurate valuation so the seller receives the best price.
• Saving time and effort: A clear process helps avoid errors and saves time finding clients, negotiating, and completing deals.
• Increasing success rates: A methodical process boosts professionalism, builds trust, and increases successful sale probabilities.

For the Buyer:

• Transparency and safety: A clear process helps buyers understand transaction steps, avoid legal risks, and protect their rights.
• Saving time and costs: Buyers easily find and compare suitable real estate while receiving support during negotiations and procedures.
• Increasing satisfaction: Professional processes provide a better buying experience, from info searching to asset handover.

For the Real Estate Market:

• Enhancing transparency and professionalism: Applying standard processes elevates market transparency, building trust for investors and consumers.
• Minimizing risks and disputes: A clear process reduces legal risks and protects stakeholders’ rights.
• Sustainable development: Professional sales processes foster a healthy, fair business environment.

Understanding these benefits motivates enterprises to methodically implement the process of building a legally compliant real estate sales system and requires tight coordination among specialized departments to ensure execution efficiency.

The process of building a legally compliant real estate sales system

This process encompasses specific execution steps, and the process of building a legally compliant real estate sales system requires enterprises to strictly follow this sequence to ensure transaction safety and optimize trading floor operations. All steps must also closely comply with the 2023 Law on Real Estate Business.

Step 1: Research and prepare the product

Compared to standard sales processes, real estate sales begin with research and product preparation. Due to the unique nature of brokerage work, residential properties need to be thoroughly researched before targeting specific clients.

Before diving into the preparation phase, you need to organize your asset and customer lists in a systematic and organized manner.

First: Legal preparation

Unlike companies that manufacture and sell products, the real estate industry requires the involvement of both buyers and sellers. This unique characteristic means that the first step in the sales process is to understand the buyer.sell of mine.

Like other sales relationships, the stronger the relationship with the customer, the greater your chances of achieving the expectations that both parties desire.

You need to have a clear understanding of the client’s motivation for selling the house and the details of the property. Some information you should request from the client includes:

• Financial expectations for real estate
• Tax records
• Ownership
• Documents required to verify the property.

If there are any issues with the property from the buyer’s side, this is the time to seek advice and resolve them before you resell it. Or, if there is a ownership dispute that the seller hasn’t disclosed, this is when you should consider this property.

Secondly: Research and preparation of real estate

The best way to increase the selling value of a client’s property is through thorough research and preparation, which is an important stage within the process of building a legally compliant real estate sales system. This research can involve real estate agents visiting the property in person. However, with advancements in technology, viewing properties has become easier through video calls, VR, and other digital tools. This step helps identify the unique features of the property that contribute to higher value.

For example, if the property is in its raw state, focus should be placed on the most attractive areas, enhancing and highlighting existing advantages. This approach increases perceived value and creates a strong impression in marketing materials. If the property is already designed, careful observation helps identify details that need improvement to refresh the space. These actions, when integrated properly into the process of building a legally compliant real estate sales system, make the property more appealing and shorten the selling time.

Step 2: Build a profile of your potential customer

In the process of building a legally compliant real estate sales system, creating a potential customer profile helps businesses identify the right target audience, thereby optimizing outreach strategies and improving conversion rates. After analyzing and negotiating with the property owner, it is important not to rush into photographing and listing the property online.

Real estate is a high-value product within a niche market, so accurately defining the potential customer profile is a critical step in the process of building a legally compliant real estate sales system.

This activity helps target the right buyers and improve marketing effectiveness. As a result, it shortens sales time, enhances perceived product value, and strengthens trust in the sales process.

In the real estate sales process, you need to build a profile of your potential customer through the properties you own. Some details you can include to identify potential opportunities for that type of property are:

• The expected price has been agreed upon with the seller.
• Location, size, and technical specifications of the property
• The amount of money needed to invest in real estate.
• The time taken to process land procedures at the local level.
• The development of the local area and the region surrounding the property,…
• These factors help measure buyer demand, determine their strength in the market, and assess the appropriate market size for that type of property.

Step 3: Develop sales content and pricing

After understanding the profile of the target customer, the next step in the process of building a legally compliant real estate sales system is market outreach.

In addition to the existing relationships of real estate agents, using online information channels is becoming increasingly popular. The advantage of this approach is that buyers can proactively search for, view images, and check property prices.

In this stage of the process of building a legally compliant real estate sales system, you need to prepare suitable sales content and pricing strategies that match the target customer group, ensuring higher engagement and conversion effectiveness.

Step 4: Develop sales goals and a sales plan

In the process of building a legally compliant real estate sales system, the goal of a brokerage firm is not only to sell the property but also to maintain its brand in the minds of customers.

A professional brokerage firm should prioritize increasing customer satisfaction and loyalty. In doing so, the process of building a legally compliant real estate sales system helps unlock the full potential and long-term opportunities that each client relationship can bring.

The real estate business objectives that a company sets should follow the SMART framework to ensure they are clearly defined, controllable, and effectively managed within the process of building a legally compliant real estate sales system.

By setting structured goals, businesses can visualize the overall action plan more clearly. Breaking down tasks and executing them strategically within the process of building a legally compliant real estate sales system helps improve overall efficiency and performance.

A sales plan should also include comprehensive elements such as financial planning, human resources, strategy, measurement tools, adjustments, and evaluation in order to fully support the process of building a legally compliant real estate sales system and achieve its objectives.

Step 5: Approaching customers and providing pre-sales care

After having the content and sales objectives in place, the next step in the real estate sales process is to approach and nurture the customer.

With today’s technology, customer outreach is very diverse. The first point of contact customers often turn to is the online environment.

Therefore, to reach more customers more quickly, businesses need to advertise and convey their message on digital platforms.

Some online channels you can use to deliver sales content include:

• Social media: You can list your products on social media platforms your business uses, including Facebook, Instagram, Pinterest, and LinkedIn.
• Real estate listings: Blogs containing real estate information should clearly state how to contact your company. Images and content should include a clear call to action and prioritize scheduling a consultation or property viewing.
• Send email notifications: For existing clients, we can’t know how their real estate needs will change. Be proactive in contacting and nurturing relationships with them. They might just be the perfect buyer you’re looking for.

In pre-sale customer care, a common tool used by brokerage firms is the prospecting call.

Furthermore, customers may proactively contact your business through information posted online to seek more details. Therefore, pre-sales customer care is extremely important in a professional real estate sales process.

Therefore, engaging telemarketing scripts with clever questions that help uncover potential buyers are something real estate brokerage firms should pay attention to.

Step 6: Arrange a house viewing

When a buyer shows interest, arranging a property viewing is an essential step in the process of building a legally compliant real estate sales system. This is an opportunity for potential buyers to experience the living space firsthand and assess whether it meets their needs and expectations.

Sellers or real estate agents need to be well-prepared to advise buyers by highlighting key advantages of the property and addressing all questions clearly. In the process of building a legally compliant real estate sales system, organizing professional property viewings helps create a strong impression and encourages purchasing decisions.

In addition, it is essential to prepare all necessary documents in advance, including property information, legal papers, and transaction terms. Proper preparation and a professional attitude within the process of building a legally compliant real estate sales system will significantly increase the likelihood of a successful transaction.

Step 7: Negotiation and Bargaining

If a buyer intends to purchase, the next step is negotiation. This is the process of exchange between the buyer and seller to reach an agreement on price, payment methods, and other terms. Good negotiation skills are crucial to achieving a mutually beneficial agreement. Mastering negotiation skills and understanding the buyer’s needs will help the seller offer reasonable terms and facilitate a successful transaction.

Negotiations involve not only price but also other conditions such as payment terms, maintenance and repairs, and accompanying benefits. Flexibility and the ability to listen will help reach the best agreement for both parties within the process of building a legally compliant real estate sales system, ensuring smoother deal closure.

In the process of building a legally compliant real estate sales system, negotiation and bargaining play a crucial role, helping businesses reach optimal agreements with customers and partners, while increasing the success rate of closing deals.

Step 8: Contract signing

After reaching an agreement, both parties will proceed to sign a sales contract. This contract is an important legal document, clearly stating the terms and conditions of the transaction. This is usually done through a lawyer or notary public to ensure legal validity and avoid future disputes. The sales contract needs to be carefully and clearly drafted to protect the rights of both parties.

The signing of the contract also marks an important step in the real estate sale process. From this point on, the parties will commit to fulfilling the agreed-upon obligations and terms, ensuring the transaction proceeds smoothly and transparently.

Step 9: Complete the legal procedures

After signing the contract, the parties involved will proceed to complete the necessary legal procedures, including transferring ownership, registering the new title, and paying related taxes and fees. This needs to be done accurately and promptly to ensure the rights of both the buyer and the seller.

The process of completing legal procedures also includes submitting the necessary documents to the relevant authorities and ensuring that all paperwork is valid. Careful preparation and execution of legal procedures will help avoid future problems and disputes.

Step 10: Handover of the property

The final step in the real estate sales process is handing over the property to the buyer. The seller needs to ensure that the property is handed over in good condition and with all relevant documents. The handover also includes checking all equipment and furnishings (if any) and ensuring that everything is in good working order and there are no problems.

Careful and meticulous handover will create a positive impression on buyers and ensure a smooth transaction process. This not only protects the rights of both parties but also builds trust and credibility for the real estate business.

Step 11: After-sales service

The goal of sales is to increase customer satisfaction after purchasing a property. Compared to the cost of acquiring new customers, retaining existing customers is a more profitable and popular method among real estate businesses.

Both sellers and buyers of real estate need to be carefully categorized and cared for after the transaction. Some criteria used to categorize customers include:

• Sales generated from customers
• Quality of customer relationships
• Sales hours
• Other reviews from real estate agents,…

Sales skills are essential in the process of building a legally compliant real estate sales system

Developing necessary sales skills is core to enhancing team performance and maximizing conversion rates. Staff must master the 2024 Land Law, 2023 Housing Law, and related guiding documents.

Communication Skills: 

• Presenting info clearly
• Answering queries professionally
• And building relationships based on trust.

Market Analysis Skills: 

• Grasping market fluctuations
• Understanding product details (location, legality)
• Analyzing competitors
• And clearly defining target client profiles.

Negotiation Skills: 

• Proposing reasonable prices
• Handling objections calmly
• Swiftly finalizing contracts while ensuring mutual benefits.

Customer Care Skills: 

• Providing post-sale support
• Delivering dedicated professional service
• And prioritizing client interests to build trust.

Technology Utilization Skills: 

• Using CRM software
• Online marketing
• And updating tech trends in sales.

Common mistakes when building a real estate sales system

Identifying common mistakes helps enterprises proactively prevent risks and ensure sustainable operation. Focusing solely on revenue while ignoring legal risk control leads to severe consequences.

The project was not adequately vetted legally

Many real estate agencies skip the legal due diligence process before advertising sales. This violates regulations regarding the conditions for trading in future-formed real estate. Transactions may be declared invalid if the project does not meet the legal requirements for sale.

Lack of a clear sales process

In the process of building a legally compliant real estate sales system, if a clear sales process is not established, businesses will face difficulties in management, reduced efficiency, and increased transaction risks. The lack of a specific process leads to overlapping customer care and management. Brokers often arbitrarily change their consulting methods, causing misunderstandings with clients. Businesses find it difficult to control the behavior and commitments of their employees to real estate buyers.

Using contracts improperly

Using outdated or non-updated contract templates in accordance with the 2023 Real Estate Business Law is a major mistake. Clauses that violate prohibitions or lack mandatory content will lead to contract disputes. Customers often encounter difficulties when carrying out procedures to transfer ownership of the land title later on.

False or illegal advertising

False advertising regarding planning or amenities violates Article 8 of the 2023 Law on Real Estate Business. This behavior is not only subject to fines but also severely damages the brand’s reputation. Businesses may have their business licenses revoked if they repeatedly violate regulations on information.

Lack of internal control mechanisms

The lack of internal control mechanisms makes it easy for employees to engage in negative practices in transactions. Unauthorized fee collection or misappropriation of customer deposits occurs frequently. Businesses need to establish an independent monitoring system to protect the rights of their valued customers.

Correcting mistakes requires systemic and long-term solutions for real estate businesses. Implementing a comprehensive approach helps to strengthen a solid and secure operational foundation.

The optimal solution for an effective and secure real estate sales system

In the process of building a legally compliant real estate sales system, proposing optimal, effective, and safe solutions will help businesses refine their operating model, improve business productivity, and ensure comprehensive risk control.

The first solution is to standardize all business processes in accordance with the new legal guidelines. Applying technology helps businesses centrally manage customer information and transaction history. Regular staff training helps improve the quality of consulting services and awareness of legal compliance.

Standardize processes in accordance with current laws

Businesses need to establish standardized procedures based on the 2024 Land Law and its guiding documents. Every step, from receiving deposits to contract settlement, must have accompanying forms and documents. This standardization creates a barrier to prevent violations of legal business regulations.

Applying technology to management and sales

Using CRM software helps track the entire interaction process between brokers and clients. The technology supports automated monitoring of inventory and client payment schedules. These tools minimize human error and increase transparency in business management.

Training a team of professional brokers

Training for a real estate brokerage license is mandatory as stipulated in Article 61 of the 2023 Law on Real Estate Business. Personnel equipped with legal knowledge will provide more accurate and professional advice. Businesses should organize regular knowledge assessments to ensure the quality of their personnel.

In the process of building a legally compliant real estate sales system, training a team of professional brokers is a crucial foundation for improving service quality, increasing business reputation, and promoting sustainable sales performance.

Strengthening legal controls and risk management

In the process of building a legally compliant real estate sales system, strengthening legal control and risk management is a key factor in helping businesses ensure compliance, minimize disputes, and maintain stable and safe business operations.

Regular legal reviews help detect and address potential risks in projects early. Businesses need to collaborate with professional consulting organizations to verify the legality of documents. Good risk management helps businesses maintain stable and sustainable operations.

Support from legal experts is a crucial factor in the success of a sales system. In-depth consulting services help businesses confidently implement large-scale projects. Below are the specific tasks that lawyers will undertake to support you.

Long Phan Consulting Company provides real estate sales system development consulting services

The system-building process at Long Phan Consulting Company helps effectively control transaction risks and ensure legal compliance. It integrates project legal checks, allowing clients to confidently apply it to investment operations with high safety. We structure our professional support into the following key area:

• Assess the legal validity of real estate projects before officially launching them into the business system.
• Draft and revise a set of sample contracts for buying, selling, and leasing real estate in accordance with the 2023 Law on Real Estate Business.
• Establish internal control and legal risk management procedures for real estate exchanges.
• Providing advice on the operating conditions of the real estate exchange as stipulated in Article 54 of the 2023 Law on Real Estate Business.
• Providing in-depth legal training on land and housing for management staff and real estate agents.
• Business representatives resolve disputes arising during transactions with customers.
• Establish a code of professional ethics for sales staff to comply with government regulations.
• Providing advice on the procedures for obtaining a business license for real estate trading and brokerage services in accordance with the law.

Some frequently asked questions when implementing the process of building a legally compliant real estate sales system

The following, Long Phan Consulting Company here are some frequently asked questions regarding the process of building a legally compliant real estate sales system. We invite interested customers to refer to them:

How can customers track the progress of their purchase?

After signing the contract, customers will be provided with a unique file code for convenient tracking of processing progress. Through this code, customers can easily and transparently check the status of their application on the company’s website. In addition, customers can also contact the staff in charge of their application directly for detailed updates, answers to questions, and timely support throughout the process.

What support policies are available for homebuyers?

The company has many policies to support customers buying houses, such as:

• Bank loan support: Assisting customers with the procedures for obtaining bank loans with preferential interest rates.
• Payment discount: A discount is offered to customers who pay early or by bank transfer.
• Offering gifts to customers when they buy a house, such as: furniture, shopping vouchers, etc.

What documents do I need to prepare when buying a house?

When buying a house, customers need to prepare the following documents:

• Identification documents: National ID card, passport (original and copy).
• Documents proving marital status: Marriage certificate/Certificate of single status (original and copy).
• Documents proving financial means: Savings passbook, bank account statement, etc. (original and copy).
• Documents related to the house: Land use right certificate, construction permit, etc. (original and copies).

Is it mandatory to have a written record of the process for analyzing the needs of homebuyers?

Current legislation does not mandate the creation of a written document for the needs analysis phase; however, clients should record this in writing to serve as a basis for establishing the terms of the consulting service contract. Storing the analysis data helps ensure consistency between the initial objectives and the final delivered product, as required by Article 16 of the 2023 Law on Real Estate Business regarding the obligation to provide information.

How can I verify that my property is not subject to expropriation under a development plan?

Customers should request the seller to provide planning information or directly check with the local Department of Natural Resources and Environment based on the information disclosure provisions in Article 6 of the 2023 Law on Real Estate Business. This verification ensures that the property being transacted meets the condition of “not being prohibited from transaction by law” and is safe for the customer’s long-term use.

What happens if the seller fails to hand over the house on time as stipulated in the contract?

Based on Points h, i, and k, Clause 1, Article 46 of the 2023 Law on Real Estate Business; and Article 434 of the 2015 Civil Code, the buyer has the right to request the seller to hand over the house and compensate for damages (if any) caused by the delay. If the seller still fails to comply, the buyer has the right to unilaterally terminate or cancel the contract and demand a penalty for breach of contract at the rate agreed upon in the contract (usually interest on delayed handover or a fixed amount).

Conclusion

The process of building a legally compliant real estate sales system is the foundation helping enterprises develop sustainably and protect their assets and brand reputation. Standardizing contracts, training personnel, and applying lawyer-provided solutions will perfect the system and minimize transaction risks. Please call Hotline 1900636389  to receive consulting on building a real estate sales system at Long Phan Consulting Company.