Open mandates without the chaos: working fairly when three agencies list one home

In many towns, a seller gives the same house to two or three agencies. It feels safer to them: more agents, more buyers. For the agencies involved, it can mean confusion, duplicated adverts and, now and then, an argument about who really found the buyer.

Open mandates aren't going away, so it's worth having a calm way of working with them.

Why disputes happen

Commission on an open mandate usually goes to the agency that was the effective cause of the sale: the one whose work actually led to the buyer signing. Disputes start when two agencies have both spoken to the same buyer and neither can show clearly when and how.

Record every introduction, on the day

The single habit that prevents most disputes: when you introduce a buyer to a property, write it down the same day.

• the buyer's name and contact details
• the property and the date
• how they came to you (portal enquiry, walk-in, referral)
• the viewing date, and who showed them the house

A dated record made at the time is far stronger than anyone's memory three months later.

Ask buyers early

Before you book a viewing, ask: "Have you seen this house with another agent?" If they have, you know where you stand before you've spent an afternoon on it. Most buyers will tell you honestly, and they'll respect you for asking.

Be straight with the seller

Tell the seller who you've shown the house to (with the buyers' permission) and what they said. Sellers on open mandates often feel they're not getting anyone's full attention. The agency that keeps them informed is often the one they give a sole mandate to next time.

Keep it professional with the other agencies

You'll work with the same agencies again next month. If a question comes up about a buyer, pick up the phone early rather than arguing at transfer. A short, friendly call settles most things.

On an open mandate, your records are your commission.

Listing the same home on a portal

When three agencies advertise one house, buyers see three adverts and wonder what's going on. On ErfFind, a home listed by several agencies shows as one card marked "Presented by 3 agencies". The buyer chooses whose listing to open, and every agency keeps its own listing, photos and leads. If you'd like to see it, book a free demo.