LABEL ALL KEYS
All keys should be immediately tagged and labeled. If you receive keys from a customer or on behalf of another agent, do not leave loose keys around without properly labeling them. Many times someone will walk through the door in a hurry and say, “I’m dropping these off for so-and-so” and try to run out without saying anything else. You need to ask what property, even if it means getting up from your desk and asking them as they run down the hall.
The full property address should NOT be written on the tag. Instead, you might write “RC-1000-906” or “1000-RC-906” which would identify the agent initials, the street number and the unit number. It’s not a foolproof safety measure, but at least it does not spell out the full address in the event the keys are lost.
LISTING KEYS
BTB will pay for one copy of listing keys, up to 2 keys, for showing purposes (not for move in, etc). Provide the key(s) to the office manager, and a copy will be made during routine errands. For accounting purposes, copies should be made through the office manager. Refunds to agents for key copies will only be made if agent obtains consent from Broker prior to making keys.
At least one set of showing keys must be kept in the office in the showing key drawer. If a property is occupied and requires an appointment, you should make sure it is clear to any BTB agents that the property is by appointment only. Make a visible note on the exterior of the envelope stating “appointment needed” with the instructions (call you, the owner, tenant, etc). This is the listing agent’s responsibility.
Unless there is a special circumstance, all BTB agents should be able to show unoccupied BTB listings with ease by signing the keys out.
Agents should make showings easy for outside agents as well. It helps you sell/rent the property faster. You may add comments in the broker remarks like… Keys available in the listing office located in the lobby, etc. As nice as it is to show your own listing, you should also try not to miss a showing. It only takes one, and you never know which one it might be that will buy or rent your listing.
SIGNING KEYS OUT
Keys must be signed out anytime keys are removed from the showing key drawer. This includes BTB agents taking keys. The key log is maintained next to the showing keys. While keys are out, the envelope should be placed upright. The key envelopes are to remain in numerical order.
The key log should be completed. If an agent does not have a physical business card, the minimum information should be the agent’s full name, company and phone number.
LOCKBOXES
Lockboxes are available for use. Agents are responsible for returning lockboxes– you will not receive your commission check until the lockbox has been returned.
Here are general guidelines for lockbox use:
- Only use when allowed by the association. Do not sneak around condo rules (they cut them off).
- Only use on vacant property, not on properties that are occupied and full of a tenant or owner’s personal belongings. Use common sense if a property has furniture, but nothing personal (clothing, jewelry, etc).
- Electronic lockboxes, when allowed, are a better option for furnished properties, or even vacant units in buildings without a doorman.
- Keep a log of showings– who you gave the combo to and expected showing date and time.
- Check on the lockbox property at least once a week to make sure keys are there and the property is ok (balcony door hasn’t been left open, etc)
- Make sure the lockbox is labeled on the outside with BTB’s phone number. This helps if a condo wants to call the lockbox owner.
KEYS FROM OUTSIDERS
We will only hold keys for our listings. We do not accept keys from other companies.
JUST BECAUSE WE HAVE KEYS AND A LISTING DOESN’T ALWAYS MEAN YOU CAN ENTER
The listing agent should have clear showing instructions from the occupant of an occupied property. It is highly recommended to recap the showing instructions in an email to the occupant to make sure there is a clear understanding. If consent is needed prior to a showing, you MUST get consent. Do NOT enter without consent. There will be times when you have an occupied property with an uncooperative tenant. If you try to schedule appointments and the tenant isn’t responding or refuses access, you cannot enter the property, even if you have informed the tenant with the proper notification according to Florida Statutes. If you have a difficult tenant, inform Broker and contact the property owner to help obtain access. You may think access should be automatic if the tenant has been provided proper notification, and while perhaps legally true, it doesn’t mean that it is without consequence. You wouldn’t want to be accused of theft, trespassing, or worse yet, get shot. Remember… Just because you can, doesn’t mean you should.