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Agent Policy Manual

                                                      

POLICY MANUAL

 

 As a condition of the agent association with ALEXANDER INTERNATIONAL REALTY LLC  and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, the agent agrees to abide by the terms of this Manual as presently adopted and as amended in the future by publication from management of any changes.

 THIS OFFICE POLICY MANUAL IS NOT INTENDED AS AN EXPRESS OR IMPLIED CONTRACT OF EMPLOYMENT.  ALEXANDER INTERNATIONAL REALTY LLC AND ITS AFFILIATE ALEXANDER INTERNATIONAL REFERRAL LLC RESERVES THE RIGHT TO TERMINATE THE ASSOCIATION OF ANY AGENT OR EMPLOYEE AT ANY TIME, WITH OR WITHOUT CAUSE.

  

ADVERTISING POLICY

 The following policies apply to all property listed with ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC. All advertising must be reviewed and approved by Broker and Sales & Marketing Director before the advertising begins. All advertising must conform to Florida Real Estate Commission (FREC) rules, including having the full registered name of the brokerage appear, and if an agent or broker associate is included as a contact, the agent or broker associate’s last name as it is registered with the FREC.

  1. Advertising Defined: It is the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC that the term “advertising” is to be broadly interpreted to include any communication, whether oral or written, between an agent and the public.
  1. Necessity Of Signed Listing Agreement: No property will be advertised in any way without a signed written listing agreement on file with the broker.  The listing agreement in the hands of the agent is not sufficient.  If a listing agent has a listing he/she wants to advertise, the original or a fax of the original must be in the hands of the broker.
  1. Newspaper/Magazine Ads: A listing which is due to expire by the publication date of a newspaper or magazine ad will not be inserted into the ad unless a written extension of the listing is received by the broker before the deadline for placing the ad.
  1. Price Changes: No price changes or other substantive changes to the listing will be advertised unless a written change of the price or other appropriate information is received by the broker before the deadline for placing the ad.
  1. Advertising Features As “New”: Information on features of the property will not be advertised as “new” unless substantiated by written receipts or other evidence of payment from the owner showing the date the work was done.  If the verification is received, it will be advertised with the appropriate date.  If the verification is not received, the listing agent must use other words such as “newer” or “recent” to describe the feature.

            Agents should take special care to follow these same rules in the use of “special feature” sheets.  If an agent does not follow this policy regarding any information sheets or other documentation/advertising the agent prepares, the agent will be solely liable for any errors or omissions which later cause any losses.

  1. “For Sale” Signs: “For Sale” signs and lock boxes will be removed immediately upon expiration or withdrawal of a listing.
  1. “Sold” Signs: According to the REALTOR Code of Ethics, prior to closing, only the sold sign of the listing broker is allowed on the listing, unless the listing agent consents otherwise. The Code of Ethics also allows the cooperating broker to post a “sold” sign with the written permission of the buyer after the closing.  Per the Code of Ethics, either the listing broker or the cooperating broker may claim to have sold the property in advertising and representations to the public. ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC discourage the use of “sold” signs on property prior to closing.  In light of this position, it is the policy of this Company to place “Under Contract” signs rather than “sold” signs on any property prior to closing.
  1. “Personal Advertising”: Personal advertising by individual agents is encouraged.  Any personal advertising must be approved by the broker or sales & marketing director, and must conform to Florida’s regulatory rules and standards.
  1. Regulation “Z”: Any advertising containing financial terms of the offering must comply with federal Truth-in-Lending laws, also known as “Regulation Z.”  Regulation Z requires that all of the terms of the financing be stated if any “triggering terms” are used.  “Triggering terms” are terms such as the amount of down payment (“10% down”), the amount of any payment (“Only $550 per month”), the period of repayment (“40 year loan available”) or the number of payments (“Only 48 monthly payments).

            If any of these terms are used, the following disclosures are required:

  1. Amount or percentage of down payment.
  2. Terms of repayment.
  3. Annual Percentage Rate, stated and calculated as such.

Use of any interest rate in advertising is not allowed.  Only the Annual Percentage Rate, stated and calculated as such is allowed.  Therefore, a property cannot be advertised as having a “7% assumable VA loan.”

  1. Internet Advertising

(a) All agent-created or -utilized online advertisements, Web pages, domain names, sponsorships, links, frames, blogs and other electronic media (referred to as “Internet advertising”) must conform to state and federal law and to Company identity standards.

(b) All Internet advertising must be approved by Company management before going online. This policy covers personal Web sites, blogs and listings posted on any site other than the Company’s Web site.

(c) Any contract for Internet advertising must be reviewed and approved by Company management before the agent signs it.

(d) All Internet advertising must contain appropriate content and shall not contain links to any inappropriate content nor be sponsored by any person or entity that has not been specifically approved by Company management.

(e) The agent will be responsible for all costs of the Internet advertising that he or she has contracted for. The agent may not enter into any contracts for Internet advertising in the Company’s name; instead, the agent must enter into such contracts in his or her own name. If the Company becomes liable for an agent’s Internet advertising contract, the agent will promptly reimburse the Company the costs of the advertising and/or the Company will have the right to deduct such costs from any pending commissions due the agent.

AGENCY DISCLOSURE POLICY, BROKERAGE RELATIONSHIPS

 For Florida Statutes, a real estate licensee may enter into a brokerage relationship as either a transaction broker or as a single agent with potential buyers and sellers. A real estate licensee may not operate as a disclosed or non-disclosed dual agent.

It shall be presumed that all licensees are operating as transaction brokers unless a single agent or no brokerage relationship is established, in writing, with a customer.

A transaction broker provides a limited form of representation to a buyer, a seller, or both in a real estate transaction but does not represent either in a fiduciary capacity or as a single agent. The duties of the real estate licensee in this limited form of representation include the following:

  1. Dealing honestly and fairly;
  2. Accounting for all funds;
  3. Using skill, care, and diligence in the transaction;
  4. Disclosing all known facts that materially affect the value of residential real property and are not readily observable to the buyer;
  5. Presenting all offers and counteroffers in a timely manner, unless a party has previously directed the licensee otherwise in writing;
  6. Limited confidentiality, unless waived in writing by a party. This limited confidentiality will prevent disclosure that the seller will accept a price less than the asking or listed price, that the buyer will pay a price greater than the price submitted in a written offer, of the motivation of any party for selling or buying property, that a seller or buyer will agree to financing terms other than those offered, or of any other information requested by a party to remain confidential; and
  7. Any additional duties that are mutually agreed to with a party.

 In a SINGLE AGENT relationship, the duties owed to a buyer or seller who engages the real estate licensee as a single agent include the following:

  1. Dealing honestly and fairly;
  2. Loyalty;
  3. Confidentiality;
  4. Obedience;
  5. Full disclosure;
  6. Accounting for all funds;
  7. Skill, care, and diligence in the transaction;
  8. Presenting all offers and counteroffers in a timely manner, unless a party has previously directed the licensee otherwise in writing; and
  9. Disclosing all known facts that materially affect the value of residential real property and are not readily observable.

Duties of a single agent must be fully described and disclosed in writing to a buyer or seller either as a separate and distinct disclosure document or included as part of another document such as a listing agreement or other agreement for representation. The disclosure must be made before, or at the time of, entering into a listing agreement or an agreement for representation or before the showing of property, whichever occurs first. When incorporated into other documents, the required notice must be of the same size type, or larger, as other provisions of the document and must be conspicuous in its placement so as to advise customers of the duties of a single agent, except that the first sentence of the information identified in paragraph (c) must be printed in uppercase and bold type.

A single agent relationship may be changed to a transaction broker relationship at any time during the relationship between an agent and principal, provided the agent first obtains the principal’s written consent to the change in relationship. This disclosure must be in writing to the principal either as a separate and distinct document or included as part of other documents such as a listing agreement or other agreements for representation. When incorporated into other documents, the required notice must be of the same size type, or larger, as other provisions of the document and must be conspicuous in its placement so as to advise customers of the duties of limited representation, except that the first sentence of the information identified in subparagraph (c)2. must be printed in uppercase and bold type.

See Broker for SINGLE AGENT NOTICE, CONSENT TO TRANSITION TO TRANSACTION BROKER, and NO BROKERAGE RELATIONSHIP forms that comply with Florida Statute.

ANTITRUST POLICY

ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, maintain a strong policy against any antitrust involvement by the company, its agents or employees. Two areas are the primary antitrust focus.

  1. Price Fixing: Price fixing means any agreement, setting, consent to, suggestion or implication with a competitor regarding a fee to charge.  This includes fees charged to the public, fees split among brokers and fees paid to agents.  “Agreement” can be overt, covert, express or implied.  It is very broad based and can even be suggested or implied by casual conversation with any competitor.

            Accordingly, ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., its agents and staff are prohibited from discussing with any competitor, including an individual agent, any aspect of the fees the company charges or how total fees are split.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, determines its charges based on the company’s own independent internal analysis of its expenses, its revenue, its desired profit level and its choice of the type and level of service it desires to provide.

  1. Boycotting Competition: It is also a violation of federal law to make any agreement, express or implied, with a competitor to boycott or otherwise not deal with a third competitor.

            ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC prohibits any agent or staff member from making any agreement or suggestion with a competitor, including an individual agent, that he/she or the company will not deal with a third broker or agent, whether it be a listing company, buyer’s brokerage, discount broker or any other broker or agent whatever.

BUYER QUALIFICATION POLICY

Whether acting as an agent of the seller or buyer, qualifying the buyer is a critical step in completing a property transaction.  ALEXANDER INTERNATIONAL REALTY and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC strongly recommends that each agent become knowledgeable about properly qualifying a buyer as to her/his financial ability to purchase a property.  Financial qualification has two major parts, as follows.

  1. Loan Qualification

If working as an agent of the seller dealing with a buyer, the agent has a duty to act diligently for her/his client, the seller.  Determining whether a buyer is financially able to purchase any property (and ultimately the seller’s property) is part of that duty to act diligently.  While there may be times when financial qualification information is difficult to obtain, such as in the case of a buyer of a luxury home, the agent must take diligent steps to determine financial qualification.  Some of these steps may include:

(a) Securing a lender’s financial qualification form for the buyer to complete.

(b) Setting up a meeting between a lender and buyer to discuss financial ability to qualify for a loan.

(c) Providing necessary information to a buyer about property so that she/he can respond as to whether she/he can get a loan.

In order to help avoid a later claim that the agent was acting as an undisclosed dual agent, an agent working with a buyer as a subagent should take great care not to give the buyer the impression that the agent is representing the buyer.  If, in assisting the buyer with the loan qualification process, the buyer or any third party (such as a potential lender) attempts to disclose to the agent information of a confidential nature about the buyer’s financial condition, the agent should remind the buyer (or the third party) that the agent represents the seller and would be required to disclose any such information to the seller.

If working as an agent of the buyer, the agent has the same duty to act diligently for her/his client.  In this case, however, the client is the buyer, not the seller.  This approach changes the perspective of the seller’s agent in that the buyer client has a right to expect that the agent will diligently determine whether a buyer can qualify to purchase a certain type of property.  Again, steps may include:

(a) Completion of a financial qualification form. This form should be in sufficient detail and sufficiently accurate that the buyer is reasonably sure of qualification.  If an agent is not sure of her/his level of skill to complete such a form, the agent should get further education and training and immediately call a sales manager or lender to assist.

(b) Consultation with the buyer and a lender to determine financial ability to qualify for a loan.

2.      Estimated Closing Costs

The second type of financial qualification which accompanies loan qualification (and in many cases is a part of loan qualification) is estimating closing costs.  As in loan qualification, duties exist to the buyer and/or seller to diligently and accurately estimate closing costs.  ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, has a policy of strongly encouraging its agents to become educated through board/association training and education about estimating closing costs.

COMMERCIAL E-MAIL POLICY

It is the policy of Alexander International Realty Co., and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, to comply with the Controlling the Assault of Non-Solicited Pornography and Marketing Act of 2003, more commonly known as the “CAN-SPAM Act of 2003” (the “Act”).  The Act does not ban commercial e-mails but rather outlines a series of practices that must be followed when sending them.  All agents and employees of Alexander International Realty LLC, and Alexander International Referral LLC., are required to comply with this policy.

  1. Requirements for commercial email messages. The Act defines “commercial electronic mail message” as “any electronic mail message the primary purpose of which is the commercial advertisement or promotion of a commercial product or service.”   Commercial email messages must include the following:

(a) A clear and conspicuous notice that the message is an advertisement or solicitation (unless the recipient has given prior consent to the sender to receive commercial emails)

(b) A functioning e-mail address or other mechanism that allows the recipient to send a message requesting that the sender stop sending commercial e-mails to the recipient

(c) A clear and conspicuous notice of the recipient’s opportunity to opt-out of future messages

(d) A valid physical postal address for the sender

E-mails sent to individuals or firms with whom an agent or employee has an existing business relationship are not exempted under the Act and must contain the information listed above unless they are “transactional or relationship messages.” (See below for more on “transactional or relationship messages.”)

If a recipient makes a request to not receive commercial e-mail messages from the Company or its sales associates, the sender has 10 business days to stop sending commercial emails to them and may not sell or otherwise transfer the recipient’s email address to another party.  A recipient who has opted out may thereafter be contacted only if he or she subsequently gives the Company and its sales associates permission to send commercial e-mails.

     2. Exemptions. The Act exempts from its requirements “transactional or relationship messages.”  For a real estate agent, a transactional or relationship message would be an e-mail to a client addressing an ongoing transaction or related to the agent’s representation of the client.   For example, e-mails sent by a listing agent to a seller who has listed her home for sale or by an agent to a buyer client probably would be considered transactional or relationship messages.  On the other hand, emails that solicit sellers or buyers who are not presently Company clients probably would not be considered transactional or relationship messages.

The Company owns the @alexanderinternationalre.com address and has the right to exercise full control over the agent-assigned accounts. Agents are required to use their @alexanderinternationalre.com address when conducting business on behalf of the Company.

COMPUTER USAGE POLICY

  1. Computers provided by the Company in the offices or otherwise are for business use only. Agents are strongly encouraged to bring their own laptops to the office.
  2. Personal data and files (including those created pursuant to section 2) may not be stored on Company computers.
  1. Internet usage:

(a) computers provided by the Company may be used for business-related Internet browsing (also called “surfing”). Agents and employees should not use Company computers for recreational or personal Internet browsing. When downloading large files or video, agents should be courteous and mindful that such usage can slow down the Internet service for others using the Company’s network.

(b) Under no circumstances may Company computers be used for browsing Web sites containing inappropriate content. (Examples of inappropriate content include racial or ethnic “hate” content, content that is excessively violent, and sexually explicit content.)

(c) Under no circumstances may Company computers be used for communications with or communication methods provided by Web sites containing inappropriate content. (For examples of what content would be considered inappropriate, see section 3b above.) “Communications” and “communication methods” include any type of use of the computer to communicate; examples are “chat,” “chat rooms,” “instant messaging,” discussion groups, listservs and e-mail.

4.       E-mail usage:

(a) If an agent or employee maintains e-mail files on Company computers, those files are not considered private or confidential and may be reviewed by Company management at the Company’s discretion.

(b) Agents and employees will provide, at the request of the Company, copies of any e-mail communications they possess regarding any client, customer or transaction involving the Company or its sales associates, regardless of which account, business or personal, such messages are stored in.

(c) Agents and employees may not defame any person in any e-mail communication.

(d) Agents and employees may not use inappropriate language in any e-mail communication. (“Inappropriate language” includes profanity, “hate” speech, and sexually explicit speech.)

(e) Agents and employees will be solely responsible for any contracts obligating them entered into via an e-mail communication. If the Company becomes liable for a contract made by an agent or employee in an e-mail communication, the agent or employee will promptly reimburse the Company for the costs of the contract and/or the Company will have the right to deduct such costs from any pending commissions due the agent or salary due the employee.

(f) All e-mail communications must conform to state and federal laws.

  1. Any communications transmitted or communication methods used via a Company computer or Company email extension (e.g. @alexanderinternationalre.com) must be appropriate and within all applicable local, state and federal laws. Under no circumstances may Company computers be used to communicate any type of inappropriate content or language.
  1. Agents and employees must obey all applicable laws and regulations in their business and personal use of Company computers; this includes use for e-mail and Internet browsing. Applicable areas of the law include: copyright, trademark, defamation of character, libel, slander, fraud and misrepresentation.
  1. Privacy:

(a) Because the computers and communication systems (including all networking systems and email extensions) are Company-owned, all material, communications, information and usage may be monitored and regulated by the Company in any way, method or manner deemed necessary and appropriate.

(b) No agent or employee shall retain, maintain or own any rights to any information or communication stored on or routed through Company computers or through use of Company email extensions.

(c) No agent or employee shall have any privacy rights regarding any information accessed or created, communication transmitted, or activity conducted using Company computers, regardless of the reason for the computer use.

  CONFIDENTIALITY POLICY

One of the most important duties of an agent is to maintain the confidentiality of the client, whether buyer or seller. Agents should pay particular attention not to make unauthorized or offhand comments about a client’s situation or a client’s property in a way that could be considered a violation of the duty of confidentiality.  The following areas are considered of particular importance:

  1. That a seller client may agree to a price, terms, or any conditions of sale other than those established by the seller.
  2. That a buyer client may agree to a price, terms, or any conditions of sale other than those offered by the buyer.
  3. The motivation of a client for engaging in the transaction unless disclosure is otherwise required by statute or rule.
  4. Any information about a client which the client has identified as confidential unless disclosure of the information is otherwise required by statute or rule.

 COOPERATION POLICY

  1. Co-Operating Brokers: ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., believes it is in the best interests of the company’s listing customers to give property the widest possible exposure of possible showings. ALEXANDER INTERNATIONAL REALTY CO, its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., works with co-operating brokers, who are compensated by the listing customer.

In all cases, before entering into a listing agreement, the listing agent must disclose to the seller/landlord:

  1. The company’s policy regarding cooperation and the amounts of any compensation that the seller/landlord will provide to co-operating brokers; and
  1. If the Company is cooperating with buyer’s agents, the disclosure must also state that buyer’s agents, even if compensated by ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, will represent the buyer, not the seller.

ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, maintain a strong policy that no unlicensed person will be paid for any real estate activity requiring a license.  The real estate licensing law makes it clear that an unlicensed person may not be paid for acts which require a real estate license.

                                              DISTRACTED DRIVING POLICY

As real estate professionals, we all work out of our cars a great deal of the time. We also use phones, especially cell phones, a great deal of the time. The combination of cars and cell phones, however, can be deadly – for you, for your clients and for others. Our brokerage has, therefore, established the following policy for all salespersons and employees, which we hope will minimize the dangers that can result when cell phones are used while driving:

1.        When initiating calls, pull over and safely stop your car before dialing.

2.        When receiving calls that require more than a quick response such as “I’m running late” or “I’m on my way,” tell the caller that you will call him/her back as soon as you pull over and stop your car. Most cell phones have a means of accessing the phone number of the last caller, so you won’t have to write down the caller’s phone number. In all cases, if it is not safe to pick up the phone, then do not do so.

3.         If you absolutely must converse on your cell phone while driving, follow these tips to increase safety:

Use a hands-free device. Currently, this means either an earphone or speaker device. Place the phone where you can see it without diverting your eyes from the road for any longer than necessary.

Program emergency and frequently-called numbers into your phone.

Practice using your cell phone so you know how to use the hands-free devices, memorized numbers and other features without taking your eyes from the road.

If your phone has voice activation, which allows you to initiate calls to pre-programmed numbers by saying a word or two, use it.

Keep conversations as brief as possible. There is nothing wrong with telling a caller that it is not safe to talk and drive right now and that you will call him/her back as soon as you can do so safely.

Drive in slower lanes and increase the distance between your car and the one ahead so you’ll have more time to react to problems that may occur.

Don’t take notes regarding the conversation.

Don’t engage in complex discussions that divert your attention from road and traffic conditions.

Don’t answer the phone if it rings when you are in a traffic situation where your safety could be compromised. Most phones have voicemail and you can return calls once you are stopped and in a safe place.

4.          Never forget that safe driving is your first priority!

EQUAL EMPLOYMENT OPPORTUNITY POLICY

It is ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC policy to provide equal employment opportunities without regard to race, color, religion, sex, sexual orientation, age, national origin, handicap, or status as a Vietnam era veteran, to all qualified employees and applicants for employment. The company abides by all federal and state laws regarding employment practices, including, but not limited to the Americans with Disabilities Act.

FAIR HOUSING POLICY

ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, believes that fair housing policies are not just the law of the land but simply the right thing to do.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, maintain a strong policy upholding all federal and state fair housing laws and REALTOR Code of Ethics and NAR Code of Fair Housing Practices.

Accordingly, ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, prohibits any agent or staff member from discriminating against any person in the provision of any of the company’s services on the basis of race, color, religion, sex, handicap, familial status or national origin.

Among the prohibited practices which are against this policy and the law:

  1. Refusing to show, sell or rent based on a person being a member of a protected class.
  1. Different treatment/disparate treatment to persons of a protected class.
  1. Steering: A person shall not encourage or discourage another from moving into any area because of the race, color, religion, sex, handicap, familial status or national origin of the present residents.
  1. Discriminatory advertising that “expresses” a preference for buyers or tenants of a particular race, color, religion, sex, handicap, familial status or national origin
  1. Harassment (i.e., coercion, intimidation, threats or interference with a person’s fair housing rights or because a party is abiding by fair housing law)
  1. Applying more burdensome criteria to applicants of protected classes
  1. Blockbusting: A person is prohibited from inducing or attempting to induce another to sell or rent a property by making any express or implied representations regarding the entry or prospective entry into a neighborhood of a person or persons of a particular race, color, religion, sex, handicap, familial status or national origin.

Agents and staff should be aware that persons with AIDS and families with children are protected classes.

ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC supports the Fair Housing Partnership Resolution adopted by the National Association of REALTORS® and the U.S. Department of Housing and Urban Development, and encourages its agents to be guided by the principles contained in the REALTOR Fair Housing Declaration developed by NAR and HUD as one means of promoting fair housing to the public and within the company itself.

FLORIDA STATUTES

All agents must abide by Florida law governing licensed real estate salespersons, including the Florida Statutes, Chapter 475 and Florida Administrative Code, Chapter 61J2. 

GOVERNMENT OFFICIALS—INQUIRIES/VISITS/SUBPOENAS

Any inquiry by a government official, whether by telephone, letter or in person, should immediately be forwarded to the broker.  In the absence of the broker, the name of the official and agency or department he/she represents should be obtained.  Then, the Sales & Marketing Director of the company should be contacted.  If none of these persons is available, the person receiving the inquiry should immediately contact the company’s attorney by phone and request guidance. In situations where neither the Broker nor the Sales & Marketing Director of the Company are available and the inquiry is of an in-person nature, the person receiving the inquiry should not allow any representative from a local, state or federal office to see any files or any information maintained in the office unless presented with a valid search warrant signed by a federal judge or a judge of the county in which the office is located, or unless the government official is a representative of the Florida Real Estate Commission The person should refuse to answer any questions of such a representative official unless the company’s attorney has authorized the person to answer.

If a process server appears in the office with a subpoena for the Company, any employee or agent should accept it.  Once accepted, it should immediately be turned over to the broker. The broker should immediately contact all Shareholders of the Company.  In the absence of any of these persons, the broker should contact the company’s attorney.  If the process server asks for a specific person, only that specific person may accept the subpoena.  If that person is not in the office, the person receiving the inquiry should not volunteer any information about the person requested and should not give out home phone numbers or home addresses, even if asked.  Refer the inquiry to the Broker immediately.

INDEPENDENT CONTRACTOR/EMPLOYEE AGREEMENT

ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., has a policy of associating with its licensees as independent contractors.  Each agent will be required to sign a written agreement setting out the relationship as an independent contractor.  While the exact terms of the relationship are covered in the contract, a few reminders about being an independent contractor follow.

  1. Income Taxes:  All income taxes, federal and state, are the responsibility of the agent.  The company does not withhold or pay Social Security taxes on commission earnings.  Self employment tax must be paid by the agent.
  1. Unemployment Taxes: As an independent contractor, the agent is not covered; ALEXANDER INTERNATIONAL REALTY LLC, and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, do not pay unemployment taxes on the commissions of its agents.
  1. Worker’s Compensation:

The Company does not provide worker’s compensation insurance to Independent Contractors.

  1. Automobile Insurance:  Each agent should carry adequate automobile insurance to protect not only the agent but also the customer or client.  Consult carefully with your insurance agent.  The agent must name ALEXANDER INTERNATIONAL REALTY LLC or its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, as an additional insured and provide the company with a certificate reflecting that status.
  1. Expenses:  As an independent contractor, each agent is expected to be in business for herself/himself.  Generally, the expenses of that business will be the responsibility of the agent.

INTERNET ADVERTISING

  1. All advertising, web pages, domain names, sponsorships, links, frames, blogs and other electronic media (referred to as “Internet advertising”) must conform to state and federal law and to any identity standards which the company has or may have in the future.
  1. All Internet advertising must be approved by the Broker and Sales & Marketing Director before the advertising begins. This includes personal websites, blogs and any postings of listings on any site other than the company’s website.
  1. All Internet advertising must contain appropriate content and shall not contain links to any inappropriate content nor be sponsored by any person or entity which has not been specifically approved by company management.
  1. The licensee shall be responsible for all costs of Internet advertising which has been contracted for by the licensee. The licensee will not enter into any contracts for Internet advertising in the company’s name and shall enter into such contracts in the licensee’s individual name.  If the company becomes liable for any contracts entered for Internet advertising entered into by the licensee, the licensee will promptly reimburse the company the costs of the advertising and/or the company will have the right to deduct such costs from any pending commissions due the licensee.
  1. All advertising must conform to Florida Real Estate Commission (FREC) rules, including having the full registered name of the brokerage appear, and if an agent or broker associate is included as a contact, the agent’s or broker associate’s last name as it is registered with the FREC.

                                                         LISTING PROCEDURES 

ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC accepts listings and seeks to build an inventory of available merchandise for sale to buyers of homes and investment real estate.  It offers the merchandise directly to the public and by cooperating with co-brokers compensated by the listing customer.

It is Company policy that all listing agreements must be signed by Broker.

Listings not only represent “the merchandise on the shelf” but also present a significant area of risk.  Statistically, at least two-thirds of all claims filed against real estate agents involve claims of misrepresentation, fraud and/or breach of fiduciary duty.  It is at the listing level that many of these claims originate.  As a listing company, it is imperative that ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, develop clear policies to reduce the risk of later claims from oversights and exposures at the time of listing.  The following policies apply to all listings taken by ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC.

Types of Listings:

In accord with the REALTOR Code of Ethics, ALEXANDER INTERNATIONAL REALTY LLC., and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC urges the use of an exclusive right to sell listing agreement unless it is contrary to the best interests of the owner. On a case-by-case basis and with the written approval of the Broker, the Company accepts exclusive agency listings of property in situations where the seller desires to reserve the right to sell the property on an unlimited or restrictive basis. All listings will be submitted by the Broker to the multiple listing services in accordance with the rules and regulations of the service. 

Other Listing Terms:

  1. Standard listing term for sellers is 6 months with a $850.00 cancellation fee
  2. Standard listing term for landlords who lease is 3 months with a $350 cancellation fee
  3. All potential listings require the approval of the Broker

Disclosure of Material Facts is required per Florida Statue. Moreover, the Florida Realtors® Listing Agreement form provides space for writing in such material facts; agents must confirm any such material facts and include such facts in the listing agreement. See Broker for additional information and questions.

Listing Agent procedures include:

(1)  Explain to the seller at the time of listing that an agent must disclose to prospective buyers any material fact regarding a listed property which the agent knows or reasonably should know.

(2) Have the seller complete and sign the seller disclosures form provided by the Realtor Association.

(3)  Assist the seller in assessing the value of the property.

(4)  Assist the seller with proper completion of the listing agreement form.

An agent may not rely on a statement of the seller if the agent knows or reasonably should know that the statement is inaccurate. If an agent, in his/her reasonable judgment and expertise, suspects that a statement is not accurate, the agent should seek further information from the seller and inform the Company.

  1. Accuracy of Listing Information

Each ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC agent should take care to ensure the accuracy of all listings.

Note, items such as “new” roof, “new” air conditioner, “new” furnace, “new” bathroom, “new” kitchen, etc. are misnomers because of the difficulty in defining what “new” means.  Substantiation of the information means the owner must supply ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, with receipts, canceled checks or other proof of payment of upgraded or rehabbed items.  Once provided, then ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., will accurately advertise and promote these good selling features with language like “New roof, 2009″, “New furnace, 2010″, “Kitchen remodeled, 2011″.

If it is not possible to substantiate modernized features, they can be advertised or promoted as “Newer” or “Recent”, as in “Newer furnace” or “Recently remodeled bathroom”.

  1. Signatures: ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., desires that listing agreements be enforceable in every possible situation to ensure that the company and agent will be paid under the terms of the listing agreement.  Because of these factors, agents must secure listing agreements with the proper signatures and initials before the listing will be promoted or advertised in any way.  Agents should be especially aware in the several situations below.

(a) Spousal Signatures: A spouse must ALWAYS sign a listing agreement unless a waiver of marital rights given by the non-signing spouse exists (e.g., separation agreement, prenuptial agreement), a copy of the waiver has been given to ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, and legal counsel for Alexander International Realty LLC, has confirmed that the agreement constitutes a valid waiver of the non-signing spouse’s rights.

(b) Property In Estate: When property is in an estate, ALL heirs AND spouses must sign.  If a Personal Representative (Executor) has been named, it is possible that the Personal Representative has authority to sell the property.  The agent must secure a copy of the part of the will or court decree which empowers the Personal Representative to sell property.  The power of sale granted the Personal Representative by a will may not be acceptable until after a certain period of time has passed following the date that the Personal Representative has been appointed.  In this situation, Management for ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC will consult with legal counsel to determine if the power to sell in the will is acceptable.

(c) Trustees: If a property is held by a trust, the trustee will normally be empowered to sell.  However, the agent must secure a copy of the part of the trust which empowers the trustee to sell because some trusts require the signatures of more than one trustee to sell as in the case of an individual and corporate trustee (bank).  The trustee’s spouse does not sign the listing agreement because the trustee is acting in a representative capacity.

(d) Seller Incapacitated: If a seller is not mentally competent to sell, a guardian must be appointed by the Court and the guardian must obtain a court order to sell the property.  Until such time, the property cannot be sold even if a child, sister, niece, nephew, etc. is also on the title.  Also, if a property is jointly owned in this fashion, the spouse of the “second signer” (child, sister, niece, nephew, etc.) must also sign the listing contract.  It is possible that a properly drawn Durable Power of Attorney may provide a means to sell this type of property.  However, before relying on the Durable Power of Attorney, company Management will consult with legal counsel to determine whether the existing Durable Power of Attorney is acceptable.

(e) Divorces: A person is NOT legally divorced until a court so orders.  A person “in the process of divorce” cannot sign the listing agreement alone.  The spouse must also sign, regardless of whether the spouse is living on the premises or the couple has a “legal separation,” unless a valid waiver of marital rights exists. Once divorced, the person may sign alone.  However, if the county records continue to show the property in both names, the agent must secure a copy of that part of the divorce decree which awards the property to the signing spouse for ALEXANDER INTERNATIONAL REALTY LLC or its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC files.

(f) Powers-of-Attorney: A Power-of-Attorney authorizing the sale of real estate is acceptable for signature on a listing contract.  However, not all powers-of-attorney authorize the sale of real estate.  A copy of the recorded Power-of-Attorney authorizing the sale of real estate must be secured for the files of ALEXANDER INTERNATIONAL REALTY LLC or its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC.

  1. Seller Net Proceeds Calculations:  It is the policy of ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, to calculate estimated net proceeds for sellers as often as appropriate.  The first estimate should be given on the listing call or as soon as possible after listing the property.  Even though some information may not be available, such as exact loan balances or prepayment penalties, the agent should use all existing information to prepare as accurate an estimate as possible and note any missing information.

When information becomes available, estimated net proceeds should be recalculated.  This is particularly appropriate when an offer is presented and when each new offer or counteroffer is received.

Many reasons exist for using seller net calculations.  First, it is an important service to a client.  Secondly, it is important for ALEXANDER INTERNATIONAL REALTY LLC its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC to know whether it is likely that there are sufficient proceeds to pay off the indebtedness on the property and the real estate commission.  Finally, the Company must know whether the seller of the property can deliver marketable title.  If the indebtedness exceeds the listed price, immediate discussions must occur with the seller and the lenders to determine whether the property can be sold with clear title given the level of indebtedness.

Note also that, as a possible material limitation on the client’s ability to complete the transaction, this condition may be considered a material fact to be disclosed to the buyer.

  1.       Supra Key Procedures:  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC as part of the local Board of REALTORS® common lock box system, encourages only the use of Supra Key lock systems on listings as an efficient tool in marketing property. The Company strongly discourages non-Supra lock boxes, which do not electronically record usage. Specific permission from the owner must be obtained on each listing before installing a Supra Key lock or any lockbox system. It is Company policy to discourage Supra Key lock usage on properties unless they are vacant. Agents are responsible for purchasing their own Supra keys from the local REALTORS® association.
  1. Open House Procedures: Agents must strongly recommend to owners that they take common sense precautions with any valuables in the house during the time of the open house.  This includes removal of all jewelry boxes, collectibles of value, (sentimental or dollar value), small audio or video equipment or other items which may be of value.  Owners should also be informed that their homeowner’s insurance company is the responsible party for any losses on an open house.

As in all other areas, an agent may not act carelessly or recklessly.  If for no other reason, an agent must be diligent in conducting an open house to maintain good business relations and rapport with the owner.  Agents of the Company are specifically prohibited from using listed properties for personal use, including but not limited to meetings of any sort that are not related directly to the sale of the client’s property.

  1. Internal Verification Procedures:  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC maintain a system of checking and verifying both listing contracts and documents and sale contracts and documents for accuracy, enforceability and compliance.  All contracts and related documents must be reviewed by Broker and signed off on by Broker. Each agent is expected to cooperate fully and promptly with any requests for verification, further information or correction of any oversights in the documents. Agents must submit to Company all contracts within 24 hours of contract’s execution.

MISSION STATEMENT

It is the mission of ALEXANDER INTERNATIONAL REALTY CO., to profitably and ethically provide high quality professional real estate services to the home buying, home selling and real estate investing public.

OFFICE HOURS POLICY

ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC. regular office hours are 9 a.m. to 5 p.m., Monday through Friday, local time.

 VIRTUAL OFFICE / VIRTUAL MEETING ROOMS / OFFICES – MEETING ROOMS RESERVATIONS 

The virtual office offered through dotloop / virtual meeting rooms will be provided to agents who have selected the membership-type that includes this system. In the event that agent defaults on his / her membership monthly fees due for non-payment to broker, the Broker will automatically cancel the agent’s account. For the account to be reactivated, a $50 dollar fee will be charge to the agent. 

ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC do not provide meeting rooms or office space to agents.

Agents may book meeting rooms and day offices through Davinci at the agent’s expense. (https://www.davincimeetingrooms.com/meeting-space/meeting-space).

PERSONAL ASSISTANTS

A growing trend in the real estate business is for high producing agents to use specific persons as their assistants and/or to associate with other licensees as a “team.”  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, encourages the appropriate use of personal assistants and teams as a tool for high earning agents to be even more productive.  Several caveats are in order from the perspective of the Company.  Many of the distinctions are based on whether a licensed or unlicensed assistant and/or team members is used.  ALEXANDER INTERNATIONAL REALTY LLC’s and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC’s policies on the use of personal assistants and/or teams are as follows.

  1. Employee versus Independent Contractor: Whether licensed or unlicensed, the agent must decide whether to associate with the personal assistant or team member (hereafter “PA/TM”) as an employee or independent contractor.

            Serious issues of the right of control, method of payment and direction of the work exist if the agent chooses to have an independent contractor PA/TM.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, strongly urges the agent to consult with her/his tax consultant to determine the proper procedures in making this choice.  If independent contractor status is chosen, all of the issues mentioned above regarding withholding, unemployment taxes, worker’s compensation and automobile insurance should be clear in the arrangement between the agent and the PA/TM.

            If employee status is chosen, the agent should be aware that all employment taxes, withholding reports, unemployment tax reports, workers’ compensation insurance and reports and W2 forms are the responsibility of the agent.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC., is not a party to the arrangement between the agent and PA/TM and will not be responsible for any employment activities of the agent.

  1. Unlicensed Personal Assistants/Team Members: The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC, is that personal assistants or team members who do not have active licenses WILL NOT UNDER ANY CIRCUMSTANCES engage in the practice of real estate brokerage as defined in the real estate licensing law. The agent associating with the PA/TM is strictly responsible for maintaining this policy.  If an unlicensed PA/TM performs any acts which constitute the practice of real estate brokerage, the agent puts her/himself in jeopardy of disassociation. The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliated company ALEXANDER INTERNATIONAL REFERRAL LLC is that unlicensed personal assistants fall into the same category as unlicensed office personnel.

            The agent is further advised that unlicensed persons may not be paid any fees or commissions for any work done. The company will not split commissions with an unlicensed person.

  1. Licensed Personal Assistants/Team Members: A PA/TM with an active license can engage in the practice of real estate brokerage.  It is the policy of the Company that the license of the PA/TM must be held by ALEXANDER INTERNATIONAL REALTY LLC or ALEXANDER INTERNATIONAL REFERRAL LLC, at its sole discretion, and any payments due a PA/TM for engaging in real estate brokerage must come from the Company. The agent will split commissions as they are earned with the licensed PA/TM in whatever proportion the two parties negotiate.  The amount of the split between the PA/TM and the agent should be specific and regular and should not vary per transaction.  The Company requires written agreements between the Company and both agents to delineate the relationship and also requires the PA/TM and agent enter into a written agreement defining the relationship and specifying the compensation arrangement; this agreement must be provided to the Company prior to the disbursements of any commissions.
  1. Licensed Personal Assistant / Team Members will be also charge a monthly membership fee. 

PROPERTY INSURANCE ISSUES

Real estate transactions can be affected by the lack of availability and/or unaffordability of insurance to cover the property that is being bought or sold.  In the past, securing property insurance was considered routine.  It was not unusual to call the insurance agent a few days or a week before closing and have the insurance issued with little more than that phone call.

Today, the property insurance environment has dramatically changed and continues to do so.  Buyers should address the property insurance issues seriously and early in the transaction process.  Here are some important tips for buyers to consider about this new insurance environment:

  1. Don’t wait to secure insurance. As soon as the offer is accepted, have the buyer call their insurance agent and arrange for coverage.  If the buyer is shopping around, the buyer should try to pick an insurance company/agent before writing an offer.  Then, when the offer is accepted, they will know who to call.  If the buyer has not picked an insurance company or agent by the time the offer is accepted, have them do it immediately after the offer is accepted.
  1. Consider using an “insurability” contingency in the offer.

RECEIPT OF FUNDS BY AGENTS

Agents must turn over to Broker all funds, checks, money orders, deposits etc. immediately, and under no circumstances later than 24 hours from agent’s receipt. ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC do not have or manage an escrow account for deposits.

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC will facilitate all deposits and disbursements through its affiliate title escrow company Florida Title Insurance.

In the case of incoming wires to escrow, agent must inform Broker and escrow agent Florida Title Insurance of any incoming wires ahead of time and Broker will confirm receipt directly with the escrow title company.

When asking for a good faith deposit from customers to submit with a signed offer, agents should direct customers to make those deposits payable to Florida Title Insurance Company.

Should the customer decide to put his / her monies with a different title company or attorney’s trust account, the customer must provide confirmation of funds being held prior to the submission of any offer.

Deposits / funds must be verified by the agent with Title Company or attorney’s trust office where the monies are being held. Once the verification has been received by agent (escrow letter), the agent must provide an escrow letter to broker no later than 24 hours of receipt along with any signed contract or documents related to such transaction. An updated escrow letter must be provided for any additional deposits being made at a later date in accordance to the terms of the contract.

RISK REDUCTION POLICY

ALEXANDER INTERNATIONAL REALTY LLC, and ALEXANDER INTERNATIONAL REFERRAL LLC., advocates and encourages the concept of risk reduction.  A majority of claims filed against real estate agents and brokers allege some misrepresentation or fraud.  The trend of the law in the real estate industry is for more and more disclosure.  Accordingly, ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, has the following policies regarding risk reduction and disclosure.

  1. Compliance With All Laws, Rules And Regulations: As an agent of ALEXANDER INTERNATIONAL REALTY LLC or /and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, each person assumes the obligation of strict compliance with all laws, rules and regulations which govern real estate licensees in the State of Florida.
  1. Compliance With This Policy Manual: As an agent of ALEXANDER INTERNATIONAL REALTY LLC or / and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC each person agrees to comply with all policies as stated in this manual and its additions, changes and amendments as from time to time published by Management of the Company.  Failure to comply with the policies herein subject the agent or staff member to disciplinary action which may include termination of association with the Company.
  1. Physical Condition Of The Property: In accord with the REALTOR Code of Ethics and Florida Statutes, the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, is to disclose to all appropriate parties any known material facts of a property.
  1. “Stigmas” On Property: Florida Statutes provide that the fact that a property was occupied by a person who died while occupying the property in not a material fact. If a prospective buyer or tenant inquires as to whether a current or previous owner or occupant had AIDS, the agent is prohibited by fair housing laws from answering such an inquiry because persons with AIDS are considered to be “handicapped” under such laws.” Therefore, it is the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC that an agent should not make an unsolicited comment that the current or former occupant has or had AIDS.  Further, if an inquiry is made by the buyer as to whether the occupant has AIDS, the agent shall not respond to such a question.  The agent should state to the effect “it is the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, not to answer that type of question one way or the other since it is not material and may violate the Fair Housing Act.”  If the buyer persists, the agent shall state, “If that information is important to you, you must determine that information yourself.”

If a prospective buyer asks an agent whether there are any sex offenders living near the property and the agent does not have any reason to believe that a sex offender lives nearby, the appropriate answer should be “I’m not aware of any” rather than a definitive “no,” since the agent can never be certain that a sex offender does not live nearby.  In any case, the agent should inform the buyer that detailed information about registered sex offenders is available from local law enforcement.

The Code of Ethics provides that factors defined as “non-material” by law or regulation do not need to be disclosed. Because of the practical problems of the inevitable “disclosure” of these factors (often by the neighbors), the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, is to discuss with the seller-client the inevitability of this disclosure and to recommend disclosure of such factors (other than AIDS, HIV, or related illnesses) that may have an impact on a purchaser’s decision to buy.  Recent violent crimes or suicides are specific examples of such events.  If, after this discussion, the seller-client instructs the company not to disclose these factors voluntarily, the agent should consult company management to determine whether the listing will be accepted.

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is that the agent should document in his/her own notes and files each item which is disclosed in a transaction. This simple policy can reduce risk.  It assumes that the agent has a regular, systematized method of organizing and keeping files.  This is vitally important to a good documentation procedure.

Upon request by Company, agent must provide any and all notes or documents related to any real estate transaction.

  1.  Use of Experts & “Recommendations”: ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, maintains a strong policy that an agent not go beyond her/his area of expertise regarding a transaction.  The company strongly recommends that an agent advise the use of an expert in situations where appropriate.  For example, if questions arise with a buyer about the adequacy of the electrical system, the agent should advise that a building inspector, engineer or licensed electrician be consulted.

However, an equally strong policy exists in NOT recommending any particular inspector, engineer, electrician or other expert.  While advising that AN expert be used is a good risk reduction technique, the benefits of this technique are lost if a specific expert is recommended.  Recommendation of a specific expert could lead to liability if the expert fails to do her/his job and the agent was negligent in recommending that person.

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is to give the names of at least three experts in each field whenever asked for a recommendation.  Do not fall into the trap of responding to a customer/client who insists that you make a specific recommendation.  The agent should be firm in having the customer/client make the choice.

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is that the agent should not order an inspection report; the agent should have the customer/client place the order.  This removes the Company and agent from any involvement in the selection process and reduces the liability of possible negligence in “recommendation” of an expert.

6.        Training:  As stated in other parts of this manual, training and education are integral parts of any risk reduction and professionalism program.  All agents are expected to bring any questions or concerns that come up in the course of business to the Broker, and are strongly encouraged to take advantage of board and association education programs. The agents are also encouraged to use the board association legal hotline for any questions or concerns.

7.         Use of Legal Counsel:  Whenever an agent believes she/he requires legal assistance, he/she must contact the Broker.  The company has legal counsel for appropriate legal questions and problems.  In addition, the board of REALTORS® provides a free legal hotline.  The earlier a legal question or problem is brought to the attention of Company management, the earlier the problem can be solved.

8.       Errors and Omissions Insurance:

ALEXANDER INTERNATIONAL REALTY LLC through its broker maintains Errors & Omission insurance which coverage includes agent. Agent understands that he/she is responsible for payment of the deductible amount of each claim on their behalf. The current deductible is $2,500 per claim and is subject to change without notice to agent. Should the insurance claim arise as a result of agent’s action after termination of independent contract agreement, agent understands they are responsible for any deductible and/or expense related to such claim.

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, is that each agent must notify the Broker as soon as the agent is aware of a possible claim against the agent/broker.  “Possible claim” means the potential of a disagreement which could lead to a lawsuit against the company or agent.

Complaint Handling Procedures:  One of the simplest and most cost effective risk reduction methods is a good complaint handling process.  Accordingly, ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC establishes the following procedures for handling complaints:

(a) If the complaint comes to an agent involved in a transaction, the agent will be the primary contact person to handle the complaint with whatever Company Management assistance the agent requires. At a minimum, the agent should notify the Broker of the complaint and the agent’s progress with the complaint.

(b) If the complaint comes in without specifying an agent, the Broker will handle the complaint.

(c) Whoever takes the complaint, the key factor in handling the call is to LISTEN to what the caller’s complaint is. The most appropriate and helpful thing the call handler can do is give the person filing the complaint a full and fair airing of her/his grievance.  Many times, simple listening to the complaint does much to alleviate the caller’s frustration.  Sometimes, being listened to is all the person really wants.  ACTIVE LISTENING is critical.

The basic risk reduction techniques in this manual can contribute significantly to the safe and successful practice of the real estate business for ALEXANDER INTERNATIONAL REALTY LLC, and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC and each agent.  The company appreciates each agent’s and staff member’s enthusiastic endorsement of these concepts.

SAFETY FOR AGENTS

Real estate sales agents routinely find themselves in situations in which they are alone with clients or customers about whom they have very little information. The very nature of showing real estate to prospective buyers and tenants who are virtual strangers can make agents, both men and women, susceptible to becoming victims of violent crimes. ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC recommends that all agents follow three basic safety practices:

  1. Identify the person you are working with before you join him or her alone, in a car or a house. Preferably meet them at the office, copy his or her driver’s license and make sure someone from the office knows where you’ll be going with the person.
  1. Always carry your cell phone with you and make sure it is fully charged and has reception. Program 911 into speed dial and don’t hesitate to call for help.
  1. Trust your instincts. If in doubt, either do not do the showing, or have a colleague accompany you.

Agents must have a current Agent Personal Information Form on file in the office. Agents also should ask that each new client or customer complete a Client/Customer Identification Form before going to view property, and they should inform the office of their showing schedule.

SALE CONTRACT POLICY

  1. Sale Contract Completion

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, uses the standard contract forms that have been approved by the Florida Supreme Court and are available through Florida Realtors®’ Form Simplicity. Agents may not use any other forms.

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, adheres strictly to these provisions. No agent is authorized to alter or add language to a form.

Likewise, any amendments or supplements to sale contracts must be written on the standard addenda available from Florida Realtors®’s Form Simplicity.  These forms provide for most typical amendments and changes to sale contracts.  If an agent requires unusual language, she/he must consult Company Management who will consult with legal counsel to determine the appropriate language, if any, to be used. If a customer or client asks us to prepare any other type of document, the agent should direct the customer or client to seek the advice of her/his own legal counsel.

  1. Sale Contract Terms

Several areas of contract terms are traps of risk for the unsuspecting agent. ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC maintains policies regarding these areas to reduce risk and heighten awareness.  These are covered below.

(a) Earnest Money:  Several concerns regarding earnest money are involved.  First is the “how much” issue.  The Company cannot maintain a policy that requires any specific amount of earnest money, as the Company and agent are not parties to the contract.  However, if the Company represents the seller, the advice to the seller will be that sufficient earnest money is very important in that it shows how “earnest” a buyer is.  The Company has seen cases where low earnest money has resulted in a buyer simply defaulting on the contract and forfeiting the low amount of earnest money, banking on the fact that it is unlikely that a seller would sue.  It has also seen cases where sufficient earnest money has kept an anxious buyer in a contract to closing because of the prospect of losing a substantial amount of earnest money.

If the Company represents the buyer, the classic approach to buyer representation might suggest recommending the lowest possible earnest money in every case.  However, the agent is cautioned that this may not serve the best interests of the buyer in all cases.  For example, because earnest money indicates how “earnest” a buyer is, or how “strong” an offer is, a buyer may be put at a competitive disadvantage if low earnest money is offered in a situation where the buyer’s offer is competing with one or more other offers.  As in all other situations, if the Company represents the buyer, its job is to give the buyer the best of the agent’s and Company’s expertise, advice and talent which may include advice which on first impression does not follow the “typical” rules.

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is that only monies via wire transfer, bank checks, money order, cashier checks are accepted as earnest money without further permission from seller.

The company’s policy regarding the rule is that items such as postdated checks are not acceptable.  The company will not hold checks even if not postdated.  Any money given to an agent of ALEXANDER INTERNATIONAL REALTY CO., must be provided to the Broker immediately, and the Broker will deposit the funds into a title company’s escrow account. Agents must inform Broker immediately of any incoming monies via wire to the title company; Broker will contact the title company for receipt of funds.

A corollary issue occasionally arises regarding acceptance of a credit card or line of credit check (Visa, MasterCard, American Express, home equity loan).  ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC takes a conservative position and prohibits their use. 

(b) Inclusions And Exclusions:  The contract is the primary method to determine what is being sold with the property.  Do not rely on listing data to establish what is included in or excluded from a contract.

This area is of great importance for risk reduction purposes.  Personal property inclusions and exclusions cause a great number of the disputes in a sale contract and can be expensive for an unwary agent.  As a general rule, try to keep the contract free from personal property matters.  Not only do these matters “clutter” the real estate aspects of the transaction, but they may affect the maximum loan amount depending on the loan-to-value ratio.  Be aware of the potential hazards in this area and act with caution, making sure inclusions and exclusions are clear in the contract.  Agents are cautioned not to use simple statements in the address section of the contracts stating “per MLS sheet” or “per MLS #XXXX.”  These create confusion as to what MLS sheet and when the MLS sheet was run.

(c) “As-Is” Contracts:  In Florida, “As Is” contracts or addenda DO NOT remove any legal obligations of the seller to disclose. Should an agent have an option “as is” listing, he/she should confirm with the Broker regarding the appropriate forms and/or addenda.

  1. Sale Contract Negotiation: 

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, maintains policies that are directed to the legal and ethical aspects of contract negotiation.  These are listed below.

(a) Presentation of Offers

In accord with the Code of Ethics and Florida Statutes, ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC requires its agents to present ALL offers to the seller until closing and ALL counter offers to the buyer.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, urges any agent involved in a multiple offer situation to contact Broker to review the proper procedures. 

The Company will always be guided by lawful instructions of the client in any multiple offer situation.  While the Company believes that these procedures protect the client, the client may choose to give the Company other lawful instructions; such instructions must be in writing.  The agent should discuss with the client, whether seller or buyer, the customary procedures for handling multiple offers so that the client may determine whether the client wishes to give the agent or Company different instructions.

Standard of Practice 1-15 of the Code of Ethics requires that the listing agent, in response to inquiries from buyers or cooperating brokers shall, with the sellers’ approval, divulge the existence of offers on the property.  In addition, Standard of Practice 1-15 requires that, when disclosure is authorized, the listing agent has an affirmative obligation, if asked, to disclose the “source” of the offer, i.e. whether the other offer(s) are from a prospect of the listing licensee, another licensee in the listing licensee’s firm or a cooperating broker.

In the event of multiple offers on one property, ALEXANDER INTERNATIONAL REALTY LLC, and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC follows a policy, with the seller’s approval, of notifying all offerors that his/her offer is in competition with other offers as well as giving the opportunity to change the offer.  The notification shall take place only after multiple offers actually exist and not when the listing agent may have knowledge of other offers being written or possibly being written.

An exception to this policy exists if the seller has a currently effective counter offer in possession of a buyer.  In that event, the agent will not disclose the competition to the second or later offeror until the seller has had the opportunity to examine the second offer.  This gives the seller the ability to determine whether he/she desires to revoke her/his counter offer to the first offeror to negotiate with the second offeror.

Company policy prohibits disclosure of the price or other material terms contained in a party’s offer to purchase to a competing party without the express authority of the offering party.  Therefore, the agent should not reveal any terms of the offer to any other party including expiration time of the offer, price, closing dates, earnest money amounts, financing types, amounts or dates or other terms.

If another agent, whether from ALEXANDER INTERNATIONAL REALTY LLC or/ and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC., or another company, asks the listing agent to “let me know if another offer comes in”, ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC., has a general policy of not acknowledging such requests. If other offers come in, the agent should advise the client that inquiries of this nature have been made and ask the client whether those requests should be followed up.

If multiple offers exist and the listing agent has written one of those offers, the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, in such circumstance is that the listing agent may not present any of the offers.  In this case, the Broker must be asked to present the multiple offers.

If a listing agent has already presented an offer from another agent and a customer of the listing agent asks to write a competitive offer, the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, is that the listing agent must ask the Broker to write the offer for the listing agent’s customer.  The listing agent’s prior knowledge of the first offer could be seen as influential or biased if the listing agent’s customer should be successful in negotiation.

In general, whenever the listing agent has knowledge of an offer presented, or could use information he/she has to the detriment of one of the competing parties, ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC., strongly recommends that the  Broker become involved to assist in the negotiations.

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, has a policy of giving the seller client all material and relevant information of which the agent has knowledge.  In accord with this policy, if a customer insists on an oral offer, the company believes that the seller is entitled to that information.

The Company recognizes the shortcoming of such an oral offer. However, it is prudent to tell the seller what the agent knows, that is, an oral offer was made by this party and it is unknown whether the party will ultimately be willing to commit the offer to writing.  At this point, a seller may choose to make a written offer to sell and thereby initiate the contract process him/herself.

All offers/counter-offers written by ALEXANDER INTERNATIONAL REALTY LLC and and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC agents must be in writing, utilizing the approved Florida REALTORS® Form Simplicity forms; forms approved by the Florida Supreme Court.

(b) Timing of Presentation:  ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, also strongly supports and maintains a policy to present all offers and counter offers as quickly as possible, meaning “immediately” or “as soon as humanly possible”.  As an example, a listing agent’s receipt of an offer should immediately generate a telephone call to the owner to determine when the seller is available for presentation of the offer.  Once contacted, the seller can then instruct the listing agent as to when to present the offer.  The critical point is that ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC believes that the listing agent MUST make a diligent effort to contact the seller immediately upon receipt of the offer – not an hour later, not when the agent finishes lunch, not after the agent shows property.

In the case of a buyer agency, the same principles apply with equal weight.  The buyer is the client and must be treated with the same high levels of fiduciary duty as a seller who is a client.

This is an extremely simple yet very important risk reduction technique.  Every agent of this company should consider this of prime importance.  The obvious danger in not taking this issue seriously is that the offeror can revoke/withdraw her/his offer at any time prior to a valid acceptance.  ALEXANDER INTERNATIONAL REALTY LCC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC does not want to be in a position of defending an action where an offer was withdrawn before a seller was contacted or diligent efforts to contact the seller were not made.

These issues are common, daily events that the agent should learn to handle with skill and ease.  The agent’s ability to understand and deal with these issues will act as a significant risk reduction method and contribute to an agent’s successful practice of the real estate business.

SEXUAL HARASSMENT (POLICY AGAINST)

Any harassment of an associate, whether agent, employee or applicant, because of race, color, sex, sexual orientation, religion, national origin, age, military status or handicap is clearly prohibited and will not be condoned.  Sexual harassment is one particular form of discrimination which is illegal and violates the company’s equal employment opportunity policy.  ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC maintains a strong policy prohibiting any form of sexual harassment.

No agent, employee, staff member, customer or vendor, male or female, may sexually harass an employee, agent or other person associated with the company by

  1. Making unwelcome sexual advances or requests for sexual favors or other verbal or physical conduct of a sexually suggestive nature; or
  1. Making submission to or rejection of such conduct the basis for employment, continued employment or any other employment decision affecting the employee; or
  1. Creating an intimidating, hostile or offensive working environment by such conduct.

Any agent or employee who has been found to have sexually harassed another agent or employee will be subject to appropriate discipline including discharge from association or employment.

This policy applies equally to any work-related sexual harassment by or to both men and women employed by or associated with the company or who deal with the company in our business, and it is not limited to supervisor/employee or manager/agent relations or to conduct occurring on premises or during working hours.

 Any agent or employee who believes that he/she is being or has been sexually harassed by another agent or employee should promptly take one or more of the following steps:

  1. If appropriate, discuss the situation directly with the person whom you feel is harassing you, and politely request that the person cease harassing you because you feel you do not like or welcome his/her conduct. You might also add that if such conduct does not cease altogether, you will take further steps under this procedure. (If the person involved is a customer or client, please refer the complaint to the Broker instead.)
  1. If you believe that some adverse employment consequence may result from your discussions with that person, or if the harassment continues, go to the Broker and Sales & Marketing Director of the Company. You may be required to state in writing the specific details of the harassing behavior including date, time, place and witnesses, if any.

An investigation of any complaint will be undertaken immediately. All complaints will be handled in a prompt, confidential manner insofar as the investigation permits. There will be no adverse action directed toward any complaining agent or employee or witness as a result of making or supporting the complaint, unless there clearly was bad faith.

SMOKING POLICY

Smoking is prohibited in any office of ALEXANDER INTERNATIONAL REALTY LLC, and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC including private offices, conference rooms, rest rooms and areas not normally accessible to the public.

 STATEMENT OF BUSINESS PRINCIPLES

The following principles form the basis for executing the mission statement of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC Agents, management and staff of the Company work as a team to accomplish the mission statement and will abide by these principles.

  1. Professionalism: Professionalism at ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC, means approaching the business with ethical conduct toward our customers and clients.  Abiding by the REALTOR CODE OF ETHICS forms the basis of that standard.  Secondly, ongoing training and education keep us informed and at the peak of awareness for customer and client.  Third, professional dress and appearance are essential. Each agent and employee of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is pledged to these ideals.
  1. Integrity: Simply put, honesty in all business dealings is the best way to get and keep business over the long term.  Simple honesty also forms the basis for the best business protection we can get.  It is a simple, effective, efficient and cost effective risk reduction method.
  1. Profitability: ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is in business to make profits in the course of its ordinary activity.  Each agent and staff member has a responsibility to the company to contribute to its profitability, whether it be in terms of direct production of revenue, careful expenditure of Company funds or careful use of Company resources.

This Office Policy Manual for ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC is designed to guide each agent and staff member in the most important areas of Company activity.  If a matter is not covered, bring it to the attention of the Broker for possible inclusion in future revisions.  If a matter is covered, the agent or staff member is expected to act according to this Manual.  Failure to act in accord with company policy will be taken into account in future evaluations of the agent or staff member.

ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC welcomes each new agent and employee to the business of professional, ethical and profitable real estate sales.

TELEPHONE SOLICITATION POLICY 

It is the policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC to comply with federal and state telemarketing rules regulating the telephone solicitation activities of its agents and employees.  A “telephone solicitation” is a telephone call or message to any residential telephone subscriber “…for the purpose of encouraging the purchase or rental of, or investment in, property, goods, or services…”  Calls attempting to obtain a listing from a FSBO seller or a seller whose listing with another company has expired are covered under this definition.  All agents and employees of the company are required to comply with this policy.

1.         Before Soliciting Business by Telephone. 
  1. (a) Federal “Do Not Call” Registry. You must first obtain access to the current Federal “Do Not Call” Registry.  The Registry is available online at https://telemarketing.donotcall.gov. You may look up telephone numbers via an interactive phone number search. The search will come back “Registered” or “Not Registered”.

If a number comes back “Registered,” you may NOT call the number UNLESS:

(1)  One of the exceptions set forth in Section 2 below applies AND

(2)  The number does not appear on the Company “Do Not Call” list (see 1.B. below).

(3)  If a number comes back “Not Registered”, you may call the number UNLESS it appears on the Company “Do Not Call” list (see 1.B. below).

 (b) Company “Do Not Call” List.  The Company will maintain its own list of persons who have specifically requested that the Company or its sales associates not call them.  Ask the Broker or Sales & Marketing Director for a current copy of the list.  You may NOT under any circumstances call any number appearing on the Company list, even if one of the exceptions set forth in Section 2 below applies.

(c) Document the date and time that you checked the Lists to help prove your attempt to comply with telemarketing laws.

(d) You may only use the Lists for the purposes set forth in this policy, and you may not provide access to or copies of any of the Lists to anybody outside the Company.

2. Exceptions. You may place a telephone solicitation to a number listed on the Federal “Do Not Call” Registry in certain instances UNLESS the number also appears on the Company “Do Not Call” list.  The exceptions are as follows:

  • You may call a FSBO seller on behalf of a buyer client who has interest in the property.
  • You may NOT call a FSBO seller to attempt to obtain a listing or to otherwise attempt to “sell” your services as a real estate professional.
  • You may call persons with whom you have a “personal relationship”, defined as a family member, friend or acquaintance.
  • You may call a former client of the Company for up to eighteen months after the end of the agency relationship.
  • You may NOT call a seller whose listing with another company has expired in an attempt to obtain the listing.
  • You may call a person who has made an inquiry to the Company about property or real estate services for up to three months after the inquiry.
  • For calls to referrals, see section 5 below
  • You may call a person who has given express written permission for you and/or Company agents to solicit them by telephone. The written permission must include the telephone number to which a call may be placed.
    • This includes someone who has given permission at a Company open house using the Company’s approved registration form (meaning, that person checked a box that they consent to receipt of a follow-up call). 
  1. Conducting Telephone Solicitations.
  • No telephone solicitations may be made before 8:00 a.m. or after 7:00 p.m.
  • If, during a telephone solicitation to a consumer whose name does not appear on any of the Lists, the consumer states that he/she does not want to continue the call, advise the consumer that you will respect his/her wishes, thank him/her and hang up. Please immediately report the name and telephone number of the consumer to the Broker and Sales & Marketing Director for placement of that person’s name and telephone number on the Company’s “Do Not Call” list.
  • During the call, you must provide the consumer with your name, the Company name, and the telephone number or address where you and the Company may be contacted.
  • The telephone used to make a telephone solicitation must transmit your caller ID information in areas where this is technologically possible. Check with the Broker or Sales & Marketing Director regarding Company telephones or with your telephone company regarding any other telephone you may use.
  • You may not block the transmission of your caller ID information
  • Do not use a pre-recorded message or auto dialer.
  • Do not disconnect an unanswered call prior to at least 15 seconds or four rings.
  • The rules cover all types of telephones (cell, etc.) and apply whether you are calling from inside or outside the Company office
  1. Returning a Call to a Consumer Whose Name Appears on the Lists.
  • You may return a call to a consumer whose name appears on any of the Lists when the return call is made in response to an express request from the consumer.
  • A telephone message instructing you to call a consumer is such a request and may be answered.
  • When a consumer calls and asks to speak with someone who is not available, the person taking the message should specifically ask the caller if they would like a return call. This should be conspicuously noted on the message.
  • A request for a return call left on a voice mail message or answering machine should be documented by the recipient as evidence of the message. 
  1. Referrals 
  • If you receive a referral of possible business from a third party, such as a relocation company or another real estate agent, you must check the Lists before you call the prospect.
  • If the prospect’s phone number is not on any of the Lists, you may call the prospect.
  • If the prospect’s name is on the Company Do Not Call list, you may not call the prospect under any circumstances.
  • If the prospect’s phone number is on the Federal Do Not Call List, you may not call the prospect UNLESS the referring party has provided a signed statement from the prospect agreeing that you may contact the prospect, including the telephone number to which the call may be placed.

TRAINING

ALEXANDER INTERNATIONAL REALTY and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC  strongly encourages all agents to seek and undergo continual training through their real estate Board/Association, and to readily seek the Broker and Sales & Marketing Director to address any business-related questions.

UNLICENSED OFFICE PERSONNEL

The policy of ALEXANDER INTERNATIONAL REALTY LLC and its affiliate ALEXANDER INTERNATIONAL REFERRAL LLC  regarding the functions and use of unlicensed office personnel, follows FREC Rules.  The general policy is that unlicensed office personnel (secretaries, assistants, personal assistants, receptionists, accounting personnel, etc.) are to be used in a support role to the main real estate business function of the company.  UNDER NO CIRCUMSTANCES will unlicensed office personnel be allowed to engage in acts for which a real estate broker or sales associate’s license is required.

While not comprehensive, the following list does provide guidance:

A broker’s unlicensed, salaried employee MAY:

  1. Receive and forward phone calls to his or her employing broker or another licensee in the firm.
  2. Submit listings and changes to a multiple listing service, but only if the listings or changes are based upon data compiled and provided by the Broker.
  3. Assist a broker or salesman in assembling documents for closing.
  4. Secure copies of public records from the register of deeds, clerk of court, or tax office.
  5. Have keys made for the firm’s listings.
  6. Record and deposit earnest money, security deposits, and other trust monies under the close supervision of the office broker-in-charge.
  7. Check license renewal and personnel files for the brokers and salesmen with the firm.
  8. Compute commission checks and act as bookkeeper for the firm’s operating bank accounts.
  9. Place “for sale” or “for rent” signs on property at the direction of a broker or salesman with the firm.
  10. Act as a courier to deliver or pick up documents, keys, etc.
  11. Make routine phone calls to coordinate or confirm appointments between brokers, salesmen, and other persons.
  12. Schedule appointments for showing property for sale or lease.

An unlicensed employee MAY NOT:

  1. Show properties for sale to prospective purchasers.
  2. Solicit listings or management contracts from prospective clients.
  3. Answer questions concerning properties listed with the firm, except to confirm that the property is listed, to identify the listing broker or salesman, and to provide such information as would normally appear in a simple, classified newspaper advertisement (e.g., location, price, number of rooms).
  4. Prepare promotional material or advertising of properties for sale or lease without the office broker-in-charge’s review and approval.
  5. Discuss or explain listings, management agreements, offers, contracts, or other similar matters with persons outside the firm.
  6. Negotiate the amount of rent, security deposit or other lease provisions in connection with rental properties managed by the firm.”

 VENDOR REFERRALS

Whenever an agent refers a customer to a vendor, including but not limited to a mortgage broker, attorney or home inspector, agent is to provide at least three vendors for the customer to choose from; customer is to make his or her own independent decision as to which vendor to hire. 

VIOLATIONS 

Agents bring upon the Brokerage a violation will, at minimum, be responsible for payment to Brokerage of all fees and costs related to said violation.

                                Version June 20, 2016*

                        *To be amended from time to time by Company as needed
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