How to Avoid the Top 5 MLS Violations

in CRMLS Compliance

Late Entry of Listing & Exclusion – MLS Rule 7.8 and 7.9

Description of Violation: This violation occurs when a listing is not entered into the MLS in a timely manner and the listing broker did not file an MLS Exclusion Form with the MLS/Association.

How to Avoid the violation: To help avoid this violation, you must enter a listing into the MLS within two business days of either (1) the listing contract date, or (2) the date the seller’s signature was obtained on the listing agreement, whichever is later.

If a seller wants their property listed on the MLS, but the property is not ready for any showings, it is recommended that the property be entered into the MLS and placed in the Hold status. If a seller does not want their listing on the MLS or wishes to withhold their listing from the MLS, the listing broker must obtain a seller-signed MLS Exclusion Form and submit that documentation to the MLS/Association within two business days of the listing contract date.

 

Inaccurate Information – Auto Sold – MLS Rule 8.3

Description of Violation: An Auto Sold violation occurs when a listing is automatically changed to Sold status by the MLS system (appears as S* or Closed Sale*), which is a result of not manually updating a listing in the Pending/Backup status. An Auto Sold listing is considered an Inaccurate Information violation, because the listing is closed and displays estimated and unconfirmed sales information.

How to Avoid the violation: To help avoid an Auto Sold violation, you must properly and manually manage your listings in the Pending/Active Under Contract status. When a listing is changed to the Pending/Active Under Contract status, you are required to enter an estimated close of escrow date (“Estimated COE date”), as well as estimated sales information. Within two business days of your Estimated COE date, you must either (1) extend your Estimated COE date if escrow has been delayed, (2) update your listing to the appropriate status if a status change occurred, or (3) confirm the sales information and manually update the listing to Sold. Courtesy notices are sent by email 14 days prior to, 7 days prior to, 1 day prior to, and on the day of your Estimated COE Date, as reminders to manually update your listing.

 

Exterior Photo Required – MLS Rule 11.5

Description of Violation: Within 5 calendar days of entry, listings input into the MLS are required to have at least one photograph accurately depicting a substantial portion of the exterior of the property.  

How to Avoid the violation: To help avoid this violation, you must add at least one photo of the exterior structure of the listed property within five calendar days of entering a listing into the MLS, regardless of the listing status. If a property is sold within five calendar days of entering the listing into the MLS, it is important that you add at least one exterior structural photo prior to closing the listing.

This photo requirement does not apply to (1) Land/Lot and business opportunity listings, or (2) listings that are Canceled within five calendar days of entry.

 

Branded Photos/Media and Copyright Issues – MLS Rule 11.5

Description of Violation: Photos, virtual tours and any media submitted to the MLS must not contain any branding or promotional information related to the listing broker or agent. The listing broker must also possess the proper authorization to use media obtained from third parties.

How to Avoid the violation: Photos and media uploaded onto the MLS must not contain any of the items below.

  • Agent, Broker, or Brokerage names or photos or logos​
  • Phone Numbers​
  • Website addresses​
  • Email Addresses​
  • For sale or for lease signs, billboards, open house signs, promotion signs, or any other advertising material with identifiable information​
  • Messages or solicitations​
  • Images of people, animals, or other items not directly related to the listing​

​Copyright and use of media from third parties:

If Photographs and media are obtained from third parties, such as photographers, the submitting agent and broker must ensure that they have obtained the proper authorization to use the media before submitting to the MLS.

 

Misuse of Public Remarks – MLS Rule 12.5

Description of Violation: A Misuse of Public Remarks violation occurs when prohibited information or verbiage is placed in any public remarks field.

How to Avoid the violation: To help avoid a Misuse of Public Remarks violation, it is important that the remarks in the Property Description field are limited to the physical and aesthetic characteristics of the property.

The Property Description field may not include: ​

  • Gate codes ​
  • Showing Instructions​
  • Compensation Information​
  • Lockbox information ​
  • Occupancy status of the property such as “vacant” ​
  • Email addresses ​
  • Website addresses ​
  • Phone numbers ​
  • Agent or brokerage information ​
  • Open house information ​
  • Language that violates applicable fair housing laws and guidelines.

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