1 Process Overview
Step 1
Define Search
Criteria
→
Step 2
Search
HAR.com MLS
→
Step 3
Pull Listing
Data
→
Step 4
Generate
Agent List
→
Step 5
Send Due
Diligence
→
Step 6
Build Client
Review
→
Step 7
Track &
Follow Up
2 Step-by-Step Process
STEP 1 Define Search Criteria
Gather client investment goals and translate them into MLS search filters.
- Client investment goals — property type, budget, location preferences
- For fourplexes — minimum 4 units, target price range
- Target neighborhoods / market areas — e.g., Spring, Tomball, NW Houston
- Year built preferences — new construction vs. vintage
- Minimum SF requirements — total building SF and per-unit SF
STEP 2 Search HAR.com MLS
Execute the search in HAR.com with precise filters.
- LOG IN to HAR.com — https://www.har.com
- NAVIGATE to Property Search
- SET filters:
- Property Type: Multi-Family
- Units: 4
- Status: Active
- Price Range: [per client budget]
- Location: [target areas]
- SORT by: Price, then $/SF, then DOM
- EXPORT results or copy data
STEP 3 Pull Listing Data
For each listing, capture the following data fields:
| Field |
Source |
Notes |
| MLS Number | HAR listing | Unique identifier |
| Address | HAR listing | Full street address |
| Market Area | HAR listing | HAR market area code |
| Year Built | HAR listing | Construction year |
| Subdivision | HAR listing | If applicable |
| Units | HAR listing | Should be 4 |
| Total SF | HAR listing | Building square footage |
| List Price | HAR listing | Current asking price |
| Price per SF | Calculated | List Price / Total SF |
| Days on Market | HAR listing | DOM |
| Listing Agent Name | HAR listing | Primary contact |
| Agent Phone | HAR listing | Direct line preferred |
| Agent Email | HAR listing | Verify before outreach |
| Office / Brokerage | HAR listing | Listing brokerage |
STEP 4 Generate Agent Contact List
Organize listings by agent for efficient outreach.
- Group listings by agent — some agents have multiple listings
- Verify agent contact info — phone, email (cross-reference HAR profile)
- Flag multi-listing agents — higher priority for outreach (indicates specialization)
- Prepare personalized outreach — reference specific properties per agent
STEP 5 Send Due Diligence Requests
For each listing agent, request the following information:
1. Current Rent Roll
Unit breakdown, lease terms, monthly rents, vacancy status
2. BAC (Buyer Agent Commission)
Is the seller paying Buyer Agent Commission at 3%?
3. Property Disclosures
Seller's disclosures, known condition issues
4. Mechanicals
Ages of HVAC, water heater, electrical, plumbing
5. Operating Expenses
Taxes, insurance, utilities (if owner-paid), maintenance
6. Cap Rate / NOI
Seller's stated cap rate or net operating income
Use the TPJG investor due diligence email template (see Section 4 below). If an agent has multiple listings, combine all questions into one email.
STEP 6 Build Client Review Package
Compile all listings into a comprehensive analysis for client review.
- Summary dashboard — totals, price ranges, averages (SF, $/SF, DOM)
- Sortable/filterable listing table — all captured data fields
- Market area breakdown — listings grouped by neighborhood
- Agent directory — contact list with listing counts
- Investment metrics — once due diligence data returns (cap rate, NOI, rent yield)
For each listing, provide two links:
- MLS Link — HAR.com listing page (Google search "HAR [MLS#]")
- Website Link — TPJG website property search (IDX via Luxury Presence)
Send review email to client with all listings and links.
STEP 7 Track & Follow Up
- Log all sent requests in client funnel (ClickUp or CRM)
- Follow up within 5-7 business days if no response from listing agent
- Update analysis page as due diligence data comes in
- Schedule client review meeting when data is complete
3 Tools Used
4 Template: Due Diligence Email
Standard TPJG Investor Due Diligence Email
Subject: [Address] — Fourplex Inquiry from The Property Joes Group
Good afternoon sunshine! ☀️🌞
Hi there [Agent Name], do you have current rent rolls for [Address]?
My email is Joseph@ThePropertyJoesGroup.com
What is your best email?
Is the seller paying BAC 3%?
Do you have any info on the following?
• Ages of mechanicals (HVAC, water heater, electrical, plumbing)
• Property disclosures / known condition issues
• Operating expenses (taxes, insurance, utilities if owner-paid, maintenance)
• Seller's stated cap rate or NOI
Looking forward to hearing from you.
Joseph Ray Diosana
The Property Joes Group
Keller Williams Memorial
Email Template Notes
- Warm opener — "Good afternoon sunshine" is Joe's signature greeting
- Always provide your email and ask for theirs — establishes direct line
- If agent has multiple listings — combine all property questions into one email
- BAC question is critical — determines commission structure upfront
- Send from: Manager@ThePropertyJoesGroup.com on behalf of Joseph
- CC always: Joseph@ThePropertyJoesGroup.com
5 BrokerOS Integration
Part of BrokerOS — Phase 02 (Cultivate)
This research process is part of BrokerOS — the white-label operating system for real estate brokerages. Property search and agent outreach is part of Phase 02 (Cultivate) of the 7-phase process: Contact → Cultivate → Contract → Close → Curate → Corporate → Culture.
Every brokerage running BrokerOS follows this same standardized research workflow — consistent, repeatable, and documented for team training.
6 Related Resources
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