Seller Intake Sheet (HOMEKEY)

For lead managers, cold callers who run full discovery, and acquisitions. After reading this page you will be able to fill a complete HOMEKEY seller record that acquisitions can price from, without calling the seller back to repeat the first conversation.

Track: Real Estate · Role: Lead Manager, Cold Caller, Acquisitions · Time to complete: 15 min

How to use this sheet

Open it in the CRM before you dial. Fill the property facts from public records first.
Run the call with the Seller Discovery and Qualification (HOMEKEY) script in the Script Library. The letters are a checklist, not an order. Most calls start with M.
A lead is not qualified until every letter has an answer. "Not known" is an answer only when you asked and the seller did not know.
Use the seller's own words for motivation and expectations, in quotation marks.
Post the summary to acquisitions within 5 minutes of booking, and attach it to the calendar invite.

The HOMEKEY letters

Letter	Stands for	What you must learn
H	House	Condition, size, occupancy, big repairs
O	Owners	Everyone on title and everyone who helps decide
M	Motivation	The real reason, how long, and the cost of doing nothing
E	Encumbrances	Mortgage balance, payment status, back taxes, liens, HOA, code issues
K	Key dates	When they want or need to be done, and why
E	Expectations	Asking price, where it came from, what matters besides price
Y	Yes step	The agreed next step with a time and all decision makers

The template

SELLER INTAKE (HOMEKEY) · (DATE) (TIME AND ZONE) · (YOUR NAME)
CODE: (DISPOSITION CODE)  ·  Grade: (HOT, WARM, NURTURE OR DEAD)
Lead: (SELLER NAME), (PROPERTY ADDRESS)
Lead source: (COLD CALL, TEXT REPLY, INBOUND CALL, MAILER, WEB FORM)

PROPERTY FACTS (public record, checked before the call)
Type and style: (SINGLE FAMILY RANCH, TWO-STORY, TOWNHOUSE, DUPLEX)
Beds / baths: (BEDS) / (BATHS)    Living area: (SQFT)    Year built: (YEAR)
Lot: (LOT SIZE)    Garage: (YES OR NO, SIZE)    Basement: (NONE, UNFINISHED, FINISHED SQFT)
Last sale: (DATE), (PRICE)

H, HOUSE
Occupancy: (OWNER, TENANT, VACANT)
If tenant: lease or month to month (ANSWER), ends (DATE), rent (AMOUNT), pays on time (ANSWER), sell with tenant in place (YES OR NO)
Condition: (NUMBER) out of 10
To make it a 10 (their words): "(THEIR WORDS)"
Roof: (AGE, LEAKS)    HVAC: (FURNACE AND AC AGE, WORKING OR NOT)
Water heater: (AGE)    Windows: (ORIGINAL, SINGLE PANE OR REPLACED)
Plumbing: (ANY LEAKS OR PROBLEMS)    Electrical panel: (UPDATED OR ORIGINAL)
Kitchen: (ORIGINAL OR UPDATED, WHEN)    Baths: (ORIGINAL OR UPDATED, WHEN)
Floors: (TYPE AND STATE)    Paint: (INSIDE, OUTSIDE, WHEN)
Big issues: (FOUNDATION, LEAKS, MOLD, FIRE, OTHER, OR "none mentioned")
Suggested repair tier: (EASY, NEEDS WORK, FULL COSMETIC OR FULL GUT)

O, OWNERS
Names on title: (NAMES)
Other decision makers: (NAMES AND RELATIONSHIP)
How each feels about selling: (ANSWER)
Probate or estate status: (NOT APPLICABLE, OPEN, CLOSED, NOT STARTED), representative: (NAME OR ROLE)

M, MOTIVATION (their words)
Surface reason: "(THEIR WORDS)"
Real reason: "(THEIR WORDS)"
How long: (ANSWER)
Cost of doing nothing: "(WHAT HAPPENS IF THEY DO NOT SELL)"
Plan after selling: (ANSWER)

E, ENCUMBRANCES
Mortgage: (PAID OFF, or BALANCE ABOUT (AMOUNT))    Payments current: (YES OR NO)
Second loan or home equity line: (YES OR NO, AMOUNT)
Back taxes, liens, HOA dues, code violations: (DETAILS OR NONE KNOWN)
Foreclosure: (NO, or SALE DATE (DATE))

K, KEY DATES
Ideal completion: (DATE OR TIMEFRAME)
Hard deadlines: (MOVE, JOB, LEASE END, PAYMENT DUE, AUCTION DATE)
Move-out needs: (TIME NEEDED BEFORE OR AFTER CLOSING)

E, EXPECTATIONS
Asking price: (AMOUNT, or "none given")
How they got it: "(THEIR WORDS)"
As-is or after repairs: (ANSWER)
Top priority: (HIGHEST PRICE, FASTEST CLOSE OR EASIEST PROCESS)
Listed with an agent: (YES OR NO)    Other offers: (YES OR NO, DETAIL)

Y, YES STEP
Commitment answer: "(THEIR ANSWER TO: IF THE OFFER MAKES SENSE, ARE YOU READY TO MOVE FORWARD)"
Next step: (OFFER CALL OR WALKTHROUGH) on (DAY, DATE, TIME AND ZONE)
Attendees: (ALL DECISION MAKERS)
Anything to figure out first: (ANSWER)

CONTACT
Best phone: (PHONE)    Best time: (TIME AND ZONE)    Email: (EMAIL)
Text consent: (YES OR NO), (DATE, TIME AND ZONE)
Communication style: (DIRECT, SOCIAL, STEADY OR ANALYTICAL)
Promised: (WHAT YOU PROMISED AND WHEN)

Lead grade

Grade	HOMEKEY status	Next step
Hot	All seven letters answered. Real motivation, timeline under 90 days	Offer call booked within 48 hours
Warm	Motivation real, but timeline over 90 days or a decision maker not on board	Follow-up in 7 to 30 days, code FU-WARM
Nurture	Price-driven only, or "maybe someday"	Follow-up in 90 days
Dead	Not the owner, sold, or no interest at all	Disposition and suppress as needed

Ready for acquisitions?

An appointment is ready only when every box is ticked.

Motivation is clear, in the seller's own words
Timeline is known
Condition is described well enough to pick a repair tier
The seller shared a price, or agreed to hear an offer
All decision makers will be on the call or at the walkthrough
Mortgage or liens are known, or the seller agreed to share them on the call
The seller confirmed the date and time, and knows who will call and why

Worked example: the ranch used across the Real Estate worksheets

This is the same house used on the Comps and ARV, Repair Tier and MAO worksheets.

SELLER INTAKE (HOMEKEY) · Oct 19, 2026 6:20 PM CT · (YOUR NAME)
CODE: APPT  ·  Grade: HOT
Lead: (SELLER NAME), (PROPERTY ADDRESS)
Lead source: Cold call, handed off Oct 18 by (COLD CALLER NAME)

PROPERTY FACTS (public record, checked before the call)
Type and style: Single family ranch
Beds / baths: 3 / 2    Living area: 1,450 sqft    Year built: 1979
Lot: 0.21 acre    Garage: Yes, attached 1-car    Basement: None
Last sale: 1998, (PRICE)

H, HOUSE
Occupancy: Owner
Condition: 5 out of 10
To make it a 10 (their words): "Rip out the kitchen and both bathrooms. Everything is from when we bought it."
Roof: about 8 years, no leaks    HVAC: furnace and AC about 6 years, working
Water heater: about 15 years    Windows: replaced about 2010
Plumbing: no known problems    Electrical panel: says "never had a problem", age not known
Kitchen: original 1979 cabinets    Baths: both original, old tubs
Floors: worn carpet, vinyl in kitchen    Paint: inside about 12 years ago
Big issues: none mentioned
Suggested repair tier: Full Cosmetic

O, OWNERS
Names on title: (SELLER NAME) and spouse (SPOUSE NAME)
Other decision makers: Daughter helps with finances
How each feels about selling: Spouse agrees; daughter "wants us out of that house before winter"
Probate or estate status: Not applicable

M, MOTIVATION (their words)
Surface reason: "It's too much house for us now."
Real reason: "My knees can't do the steps out back, and our daughter wants us near her in (CITY)."
How long: About a year
Cost of doing nothing: "Another winter of me shovelling and worrying about falls."
Plan after selling: Move into a rental near their daughter

E, ENCUMBRANCES
Mortgage: balance about 38,000    Payments current: Yes
Second loan or home equity line: No
Back taxes, liens, HOA dues, code violations: None known
Foreclosure: No

K, KEY DATES
Ideal completion: within 45 days
Hard deadlines: rental near daughter available from (DATE)
Move-out needs: 1 week after closing would help

E, EXPECTATIONS
Asking price: 165,000
How they got it: "The house two doors down sold for more than that, but theirs was all redone."
As-is or after repairs: As-is
Top priority: Easiest process, then a fair price
Listed with an agent: No    Other offers: One postcard, no conversation

Y, YES STEP
Commitment answer: "If the number is fair, we're ready. We just don't want to fix anything."
Next step: Offer call on Wed, Oct 21, 6:00 PM CT
Attendees: (SELLER NAME), spouse, daughter by phone
Anything to figure out first: Daughter wants to see how the number is built

CONTACT
Best phone: (PHONE)    Best time: after 5:00 PM CT    Email: (EMAIL)
Text consent: Yes, Oct 19, 6:41 PM CT
Communication style: Steady
Promised: (ACQUISITIONS NAME) calls Wed 6:00 PM CT and explains the numbers with recent sales

Coach's note: The two most valuable lines on this sheet are "Real reason" and "Cost of doing nothing". Acquisitions builds the whole offer conversation around them. A sheet with perfect property facts and a thin motivation section produces a weak offer call.

Never do this: Never mark a lead Hot with a decision maker missing because the seller said "he'll be fine with it". Never fill a field with a guess; write "says about" or "not known". Never record Social Security numbers, bank details or full dates of birth.

Check yourself

Which HOMEKEY letter do most calls start with?
A seller says the house is in "great shape". Which lines on the sheet help you check that?
What makes a lead Hot rather than Warm?
When must the summary reach acquisitions after you book the appointment?

Answers

M, Motivation.
The H block: roof, HVAC, water heater, windows, plumbing, electrical, kitchen, baths, floors and paint, with ages.
All seven letters answered, real motivation and a timeline under 90 days. Warm has real motivation but a longer timeline or a decision maker not on board.
Within 5 minutes, posted to the acquisitions team and attached to the calendar invite.