Buyer Intake Form (Buy Box)

For dispositions managers and anyone building a cash buyer list. After reading this page you will be able to record a complete buyer profile, with every buy box field, contact consent and a buyer rating, the same day you speak with the buyer.

Track: Real Estate · Role: Dispositions · Time to complete: 15 min

How to use this form

Fill it during the Buyer Qualification Call in the Script Library. Type straight into the CRM buyer profile.
Write zip codes, not just city names. "Anywhere in the county" is not a buy box.
Record consent for email and text separately, with date and time. No consent, no texts.
Rate the buyer A, B or C before you close the record. Set the re-qualify date 90 days out.

The template

BUYER PROFILE · (DATE) (TIME AND ZONE) · (YOUR NAME)
Name: (BUYER NAME)    Entity they buy in: (ENTITY NAME)
Phone: (PHONE)    Email: (EMAIL)
Source: (RECENT CASH PURCHASE, LANDLORD LIST, INVESTOR CLUB, WEB FORM, REFERRAL)

CONTACT CONSENT
Email deals: (YES OR NO), given (DATE, TIME AND ZONE)
Text deal alerts: (YES OR NO), number (PHONE), given (DATE, TIME AND ZONE)

A. STRATEGY
Main strategy: (FIX AND FLIP, LONG-TERM RENTAL, BUY-REHAB-RENT-REFINANCE, WHOLETAIL, NEW CONSTRUCTION OR LAND, OTHER)
Keeps flips as rentals when numbers work: (YES OR NO)

B. AREAS
Top 3 zip codes: (ZIP), (ZIP), (ZIP)
Other areas: (CITIES, NEIGHBORHOODS OR ZIPS)
Areas they will not buy in: (LIST OR NONE)

C. PROPERTY TYPES
Types: (SINGLE-FAMILY, 2 TO 4 UNITS, CONDO, LARGER BUILDINGS, LAND)
Minimums: beds (NUMBER), baths (NUMBER), sqft (NUMBER), units (NUMBER)
Tenant-occupied OK: (YES OR NO)

D. PRICE
Purchase price range: (MIN) to (MAX)
ARV range: (MIN) to (MAX)

E. REHAB LEVEL
Tiers accepted: (EASY, NEEDS WORK, FULL COSMETIC, FULL GUT)
Deal-breakers: (FOUNDATION, FIRE, MOLD, OTHER, OR NONE)

F. FUNDING
Funds with: (CASH, PRIVATE LENDER, HARD MONEY, BANK)
Lender needs appraisal: (YES, NO OR NOT APPLICABLE)    Lender days to fund: (DAYS)
Proof of funds: (ON FILE, DATED (DATE)), (PENDING), or (REFUSED)

G. CLOSING SPEED AND EARNEST MONEY
Usual days from signing to closing: (DAYS)
Our EMD terms workable: (YES OR NO, DETAIL)

H. VOLUME AND DECISIONS
Deals per month or year: (NUMBER)
Last purchase: (DATE)
Other decision makers: (PARTNER, LENDER, CONTRACTOR WHO WALKS PROPERTIES)

I. RAPPORT (optional)
Investing since: (YEAR)
Recent project they liked: (DETAIL)

PRESENTING DEALS TO THIS BUYER
What they need to decide fast: "(THEIR WORDS)"
Preferred channel: (CALL, EMAIL, TEXT)

RATING AND NEXT STEP
Rating: (A, B OR C)
Reason: (ONE LINE)
Re-qualify date: (DATE, 90 DAYS FROM TODAY)

Buyer rating

Rating	Meaning	How you treat them
A buyer	Proof of funds on file, closed with your client before or has a strong recent record, clear buy box, closes in 14 days or less	First call on every matching deal
B buyer	Active, clear buy box, but no proof of funds yet or no closing history with your client	Included in matching blasts, asked for proof of funds again
C buyer	New investor, unclear funding, vague buy box	Email blasts only, re-qualify in 90 days

A buyer is never rated A until proof of funds is on file. Mark the profile "POF pending" until it arrives.

Worked example: a B buyer

BUYER PROFILE · Oct 22, 2026 11:15 AM CT · (YOUR NAME)
Name: (BUYER NAME)    Entity they buy in: (ENTITY NAME)
Phone: (PHONE)    Email: (EMAIL)
Source: Recent cash purchase in county records

CONTACT CONSENT
Email deals: Yes, given Oct 22, 2026 11:24 AM CT
Text deal alerts: Yes, number (PHONE), given Oct 22, 2026 11:24 AM CT

A. STRATEGY
Main strategy: Fix and flip
Keeps flips as rentals when numbers work: Yes, in two of the zips

B. AREAS
Top 3 zip codes: (ZIP), (ZIP), (ZIP)
Other areas: east side of (CITY)
Areas they will not buy in: anything north of the river

C. PROPERTY TYPES
Types: Single-family, duplexes
Minimums: beds 3, baths 1.5, sqft 1,100, units not applicable
Tenant-occupied OK: No

D. PRICE
Purchase price range: 80,000 to 160,000
ARV range: 200,000 to 300,000

E. REHAB LEVEL
Tiers accepted: Needs Work, Full Cosmetic
Deal-breakers: Foundation, fire

F. FUNDING
Funds with: Hard money
Lender needs appraisal: No    Lender days to fund: 10
Proof of funds: Pending, lender letter promised by Oct 24

G. CLOSING SPEED AND EARNEST MONEY
Usual days from signing to closing: 14
Our EMD terms workable: Yes

H. VOLUME AND DECISIONS
Deals per month or year: about 6 per year
Last purchase: Aug 2026
Other decision makers: Contractor partner walks every property

I. RAPPORT (optional)
Investing since: 2019
Recent project they liked: ranch flip, sold in 9 days

PRESENTING DEALS TO THIS BUYER
What they need to decide fast: "Photos of the kitchen and the roof, and your three comps. My contractor walks it within 48 hours."
Preferred channel: Text first, then email

RATING AND NEXT STEP
Rating: B
Reason: Clear buy box, active, POF pending
Re-qualify date: Jan 20, 2027

This buyer matches the 1,450 sqft ranch on the Deal Sheet page: right zip, 3 beds, Full Cosmetic, price 118,000, ARV 250,000.

Quality targets

KPI	Narqix standard
Profiles with every buy box field filled	90 percent or more
A buyers with proof of funds on file	100 percent (that is the definition)
Profiles updated in the last 90 days	80 percent or more of the active list
Consent recorded before any text	100 percent
Stop requests honored immediately	100 percent

Coach's note: The last question on the call, "what would you need to decide fast?", is the most valuable line on the profile. Use the buyer's own answer to build every deal message you send them.

Never do this: Never text a buyer without recorded consent. Never write "buys anywhere, any price" as a buy box. Never store bank statements in the CRM note; save proof of funds only where your client's process says, and note the date.

Check yourself

Name five buy box fields.
What is the difference between an A buyer and a B buyer?
A buyer says "send me everything". What do you record?
When is the re-qualify date set?

Answers

Any five of: strategy, areas and zip codes, property types and minimums, price range, ARV range, rehab tiers accepted, deal-breakers, funding, proof of funds, closing speed, volume, entity name.
An A buyer has proof of funds on file and a strong closing record; a B buyer has a clear buy box but no proof of funds yet or no history with your client.
Finish the buy box questions first, so you only send matching deals. Record the real answers, never "anywhere, any price".
On the day of the call, 90 days out.