When I first got my real estate license, I was a part-timer, still working as a high school English teacher while trying to build enough business to become a career-switcher.
I ended up switching careers to become a real estate writer instead, but I still remember those first appointments with clients, as well as the door-knocking and networking events. I was in my 40s at the time with a fair grasp of professional etiquette, but it was still intimidating going from “selling” Hamlet to a roomful of teenagers to selling my newfound real estate expertise to leads and clients.
In my work with both clients and interview subjects, I frequently encounter 20ish and 30ish Gen Z and Millennial real estate agents who deftly navigate the conversations and encounters that come with being a top producer. At the same time, I also encounter agents and brokers of all ages who are just starting out (or rebooting after a long absence) and trying to develop their skills in communicating so they can put their best foot forward professionally.
I’ve compiled 50 essential etiquette tips to help you exude professionalism, gain trust, and stand out as a top-tier agent, even when you’re working with clients who are older or more experienced, including those who may have bought and sold multiple times in the past. As always, choose one or a few of these to concentrate on.
Professional Communication and First Impressions
Dress the Part — Opt for professional, well-fitted attire that aligns with your market (business casual to business formal).
Grooming Matters — Maintain a polished appearance — clean nails, neat hair, and fresh breath.
Use a Confident Handshake — Firm, but not overpowering, with good eye contact.
Maintain Eye Contact — It conveys confidence and attentiveness.
Introduce Yourself Clearly — Speak your full name and role with a confident, friendly tone.
Learn and Use Their Name — Clients appreciate being addressed personally.
Be on Time, Every Time — Punctuality shows respect for others’ time.
Respond Promptly — Return calls, texts, and emails within a reasonable timeframe (ideally within an hour or two).
Silence Your Phone in Meetings — Avoid distractions to show you’re fully engaged.
Use Professional Voicemail Greetings — A clear, friendly message adds credibility.
Digital Etiquette and Communication
Avoid Overusing Emojis, Slang and Exclamation Points — Keep your language polished yet warm.
Write Complete, Professional Emails — Use proper grammar and formatting.
Proofread Before Sending Messages — Typos make you appear careless.
Don’t Overshare on Social Media — Keep personal posts separate from your business brand.
Have a Professional Email Address — Use your full name or business, not something unprofessional like "beachbum99@gmail.com."
Limit Voice Notes and Text Abbreviations — Older clients prefer typed messages over casual voice notes.
Keep Social Media Appropriate — Avoid polarizing topics like politics or controversial opinions.
Respond to Online Reviews and Comments Professionally — Thank positive reviewers and handle negative ones diplomatically.
Ensure Your Social Media Bio is Business-Oriented — Your clients will check!
Use a Professional Headshot — Avoid casual or lo-res selfies for business profiles.
Client Interactions and Relationship Building
Listen More Than You Speak — Let clients express their needs first and respond to them..
Ask Thoughtful Questions — Show genuine interest in their goals.
Mirror Their Communication Style — Adapt to their tone and level of formality.
Respect Their Experience and Perspective — Older clients value being heard.
Avoid Talking Down to Clients — Even if they’re unfamiliar with real estate terms, explain without being condescending.
Be Honest About What You Don’t Know — It’s better to say, “I’ll find out for you” than to make something up.
Never Interrupt — Let clients finish their thoughts before responding.
Manage Expectations Transparently — Underpromise and overdeliver.
Show Gratitude — A simple thank-you note or message goes a long way.
Know When to Exit a Conversation — Don’t overstay your welcome.
In-Person Meetings and Showings
Arrive Early to Prep the Home — Ensure it’s presentable before clients arrive.
Greet Clients at the Door — Make them feel welcome.
Offer a Firm Yet Warm Introduction — "It’s a pleasure to meet you, Mr./Ms. [Last Name]."
Avoid Overpowering Fragrances — Some clients may be sensitive to strong perfumes or colognes.
Guide, Don’t Push — Allow clients to explore at their own pace.
Don’t Badmouth Other Agents or Listings — Stay professional and ethical.
Never Be Too Salesy — Provide information and let clients decide.
Have Printed Materials Ready — Some older clients prefer physical handouts over digital versions.
Don’t Overuse Your Phone During Showings — Stay focused on the client.
Follow Up with a Personalized Note or Email — Reiterate key takeaways and next steps.
Negotiation and Closing Etiquette
Be Calm and Composed in Negotiations — Don’t let emotions drive your responses.
Be Respectful Even in Tough Conversations — Keep interactions positive and solutions-focused.
Never Assume a Client’s Budget — Treat all buyers and sellers with equal effort and enthusiasm.
Clarify Everything in Writing — Avoid miscommunication.
Respect Decision-Making Time — Don’t rush clients into signing anything.
Be Gracious, Even If a Deal Falls Through — Maintain professionalism in all scenarios.
Celebrate with Clients Appropriately — A thoughtful closing gift or handwritten note adds a personal touch.
Follow Up After the Sale — Keep the relationship going for future referrals.
Ask for Feedback — Constructive input helps you grow.
Maintain a Long-Term Perspective — Treat every interaction as part of building a lifelong network.
Mastering professional etiquette helps younger or less-experienced real estate agents stand out, build credibility, and foster trust with clients — especially those from older generations. By practicing these habits consistently, you’ll not only make a great first impression but also create a lasting impact that leads to repeats, referrals and a thriving real estate career.
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