Why this workflow matters
Stop treating document collection like an inbox problem.
Listing documents often arrive as scattered phone photos and email attachments, with key information missing. That creates repeated calls to the vendor and delays marketing, disclosure or the handoff to conveyancing.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Vendor contact and authority details
- 02Rates, strata or property information
- 03Property inclusions and feature details
- 04Relevant contracts, title or disclosure records
- 05Photography, marketing and access confirmations
Four steps
A practical collection workflow
Create a listing-readiness template
Group items around the way the listing team works: authority, property records, marketing inputs and access.
Send it immediately after appraisal or appointment
Give the vendor one visible list while momentum is high.
Make missing items obvious
Use required fields for essential documents and notes where the vendor may need help finding a record.
Hand over a complete listing pack
When the request is complete, download the submission or sync files to the team’s working folder.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can I send a vendor a private listing checklist?
Yes. Every FileReq request is delivered through an individual private portal link.
Can I collect text details and documents together?
Yes. A request can include uploaded files, typed responses, dates and confirmations.