How to Input Listings Into the MLS Correctly

🔹 1. Prepare Your Information in Advance

Before logging in to Paragon, Matrix, or other MLS systems, gather:

  • Signed Listing Agreement (Exclusive Right to Sell/Lease).
  • Property details (square footage, lot size, year built, APN).
  • Legal description (from prelim/title).
  • HOA information (if applicable).
  • Seller disclosure info (bedrooms, bathrooms, permits, upgrades).
  • Photos, floorplans, and staging details.

👉 Pro tip: Double-check property data in tax records and county assessor’s office before entering.

🔹 2. Follow Input Deadlines

  • MLS rules require listings to be entered within 2 business days of the effective date on the Listing Agreement unless you have a signed SELM (Seller Exclusion from MLS).
  • Late entry can result in fines.

🔹 3. Select the Correct Property Type

Choose the right category:

  • Residential (SFR, condo, townhouse).
  • Multi-family (2–4 units).
  • Commercial or land.

👉 Wrong category = inaccurate exposure and potential MLS violations.

🔹 4. Enter Accurate Property Details

  • Address: Use the legal property address.
  • Bedrooms/Bathrooms: Match assessor’s records unless permitted changes are documented.
  • Square Footage: Disclose source (appraiser, builder, assessor, other).
  • Lot Size: Input exact acreage or square footage.
  • Year Built: Confirm with tax records.

👉 Accuracy protects against misrepresentation claims.

🔹 5. Upload Photos & Media

  • MLS usually requires a minimum of 1 photo (front exterior).
  • Best practice: Upload 25–40 professional images.
  • Add virtual tours, 3D Matterport, or video links in the “Media” section.

🔹 6. Price & Showing Instructions

  • Enter the list price exactly as agreed in the listing contract.
  • Set up showing instructions (lockbox, call listing agent, appointment only).
  • Include open house details if scheduled.

🔹 7. Agent Remarks

  • Agent Remarks (Private Remarks): Add info for Realtors® only (offer deadlines, disclosures location, exclusions).
  • Public Remarks: Write a compelling property description (avoid fair housing violations — no “family home” or “perfect for ____”).

🔹 8. Disclosures & Attachments

  • Upload disclosure packets (TDS, SPQ, NHD, AVID, etc.).
  • If not ready yet, note in remarks: “Disclosures available upon request.”

🔹 9. Review for Errors

Before publishing:

  • Double-check spelling, numbers, and required fields.
  • Verify commission is correct.
  • Preview how the listing looks publicly.

🔹 10. Compliance & Updates

  • Status Changes: Must be updated within 1 business day (Active, Pending, Sold, Cancelled).
  • Price Changes: Must be updated immediately.
  • Coming Soon: Must switch to Active within MLS time limit.

âś… Key Takeaway: Accurate MLS entry protects you from fines, maximizes buyer exposure, and prevents future disputes. Always verify data, use professional media, and update promptly.

Disclaimer:
The questions and answers provided are for general guidance only and may not cover all details or apply to every situation. If anything is unclear or you need further clarification, please visit car.org for official resources and the most up-to-date information from the California Association of REALTORS®.