Estate Agent Employment Contract UK

Responsibilities reflected in the contract

• Prepare accurate authorised property listings.
• Arrange and conduct controlled viewings.
• Record applicants offers and client instructions.
• Secure keys access details and property records.
• Escalate safety maintenance and negotiation issues.

A realistic working scenario

Based in office, client premises or remote systems, the Estate Agent manages property and applicant CRM entries, schedules and conducts viewings, hands over keys, updates vendors/landlords, issues contractor instructions and raises maintenance, safety or offer escalations to the branch manager or lettings manager.

Outputs to agree

• Accurate property and applicant CRM entries, including viewing outcomes and offer status updates.
• Viewings conducted with signed access/key handover records and documented safety notes.
• Contractor instruction logs and maintenance escalation requests with photographic or descriptive evidence.
• Client and landlord correspondence summaries and decision notes recorded in the property file.
• Completion handovers and vacancy/tenancy status updates in the CRM.

Records and evidence

• Property listing file with photographs, pricing notes and marketing collateral.
• Viewing and access log with date, time, attendee names and key/signature evidence.
• Applicant file with offers, ID checks and negotiation notes recorded in the CRM.
• Contractor instruction and maintenance request record with work status and approvals.
• Incident or safety report filed when a viewing raises an unsafe condition or damaged property.
• Confidential client communications and pricing or negotiation correspondence.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• Estate Agents may update CRM records, schedule viewings, hand over keys following authorised access procedures and instruct routine contractors within employer procurement limits. Escalate damaged property, unsafe viewing conditions, suspected unauthorised disclosure, offer acceptance beyond delegated levels, or complex maintenance requiring capital approval to the branch manager or lettings manager.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Phone.
• Email.

Workplace context

• Office, client premises, remote systems or assigned work locations.

Contract priorities

• Keep property and applicant CRM records accurate and up to date after every contact or viewing.
• Obtain and log signed access or key handovers before and after viewings.
• Report damaged property, unsafe viewing conditions or missing keys immediately to the branch manager or lettings manager.
• Record contractor instructions and confirm completion or escalate incomplete work with photographic evidence.
• Protect client, landlord and tenant records; report suspected data loss or unauthorised access promptly.

Information the employer should prepare

• the sales lettings or mixed agency remit
• the branch territory and travel arrangements
• the key and property-access procedure
• the offer fee and contractor authority
• the commission targets and reporting line