BIC TIP #1222: Write That Down
Email and text like your messages might one day be read in a court of law, because they could be. In this BIC TIP, Stephen Long shares a habit he teaches every agent: whenever you have an important conversation with a client by phone or in person, follow it up in writing. A text or email creates a documented paper trail that the conversation actually happened.
He Said, She Said, Nobody Wins
When Stephen gets called in as a broker-in-charge to help sort out a dispute, a lot of it comes down to they said this and they said that. Memories fade. Stress changes how people hear things. Without documentation, it is your word against theirs.
As Stephen puts it, if it is not in writing, it might as well not exist.
The Magic Words: Per Our Conversation
The fix is simple. After an important call, send a quick message that starts with something like per our conversation and then summarize what was discussed and decided. It takes two minutes and could save you two months of headache.
This works for price changes, repair negotiations, deadlines, instructions about showings, or anything else that matters to the transaction.
Clarity, Not Just Protection
Documentation is not only about covering yourself. A written follow-up also confirms that both of you heard the same thing. Sometimes people genuinely hear things differently, and a summary gives your client a chance to say wait, that is not what I meant before it becomes a problem.
Write as if a judge, a Commission investigator, or your client’s attorney might read it someday. Professional, clear, factual.
The Practical Takeaway
Make it a habit: every important phone call or in-person conversation gets a written follow-up by text or email. You get clarity with your client and a paper trail for your file. When something goes sideways later, your notes will do the talking.
