Estate Sales Standard Operating Procedure (SOP)

​Phase I: Pre-Sale Preparation (The Foundation)

​This phase covers everything from initial consultation to final pricing before the doors open.

​Step 1: Initial Assessment and Contract

​Client Consultation: Meet with the Executor or Authorized Representative (AR). Understand the reason for the sale (death, downsizing, relocation) and the timeline.

​Property Walkthrough: Conduct a thorough, room-by-room assessment of the contents to estimate volume, value, and required setup time. Note any high-value or specific security concerns.

​Review Exclusions: Obtain a final list of items reserved by the AR/family that are not for sale. Ensure these items are physically removed from the premises or clearly marked and secured.

​Contract Finalization: Present the service agreement, detailing commission rate, payment terms, insurance/liability, timeline, and security measures. Obtain signatures and confirmation of authority to sell.

​Step 2: Sorting, Organization, and Staging

​Categorization: Sort all sellable items by category (e.g., Furniture, Kitchenware, Jewelry, Tools, Linens).

​Cleaning and Display: Clean items as necessary. Stage the house to resemble an attractive retail environment.

​Utilize tables and shelving (provided by the company) to showcase small items clearly.

​Ensure proper lighting in all sales areas.

​Clear paths to ensure easy customer flow and safety.

​Remove Hazards/Personal Items: Dispose of perishables and hazardous materials (unless sellable, e.g., cleaning supplies). Secure or remove all personal documents, photos, and sensitive information.

​Step 3: Valuation and Pricing

​Research & Appraisal: Research market values for comparable sales (not asking prices) for all items. Consult professional appraisers for fine art, rare collectibles, or certified jewelry as needed.

​Pricing Strategy: Set initial prices to maximize return while aiming for a high sell-through rate.

​Clearly tag every item with a unique, tamper-proof price tag.

​Establish and document a clear discount schedule for subsequent sale days (e.g., Day 2: 25% off, Day 3: 50% off).

​Security Measures: Secure high-value items in locked display cases or near the checkout area.

​Step 4: Marketing and Promotion

​Photography: Take high-quality, well-lit photos of the staged items, focusing on attractive groupings and highlight items.

​Advertising: Create compelling listings with essential details (date, time, address, payment methods, discount schedule). Post to:

​Major national/local estate sale websites.

​Social media platforms (with targeted local ads).

​Email list/subscriber base.

​Signage: Prepare professional, high-visibility directional signage for the neighborhood (adhering to local ordinances).

​Phase II: Sale Execution (The Event)

​This phase details the procedure for managing the public sale days.

​Step 5: Day-of-Sale Logistics

​Cash Management: Secure adequate change float for transactions (cash box and/or POS system).

​Staff Briefing: Review security protocols, pricing policies, discount schedules, and acceptable payment methods with all staff members.

​Crowd Control: Implement a numerical entry system (if necessary) to manage initial demand and ensure customer safety.

​Step 6: Customer Management and Sales

​Entry and Flow: Open doors promptly at the advertised time. Maintain clear, one-way paths where possible.

​Checkout Process: Process all transactions accurately using a Point of Sale (POS) system or detailed paper receipts.

​Acceptable payments: Cash, Major Credit/Debit Cards, (Checks only with AR's prior approval).

​Negotiation: Honor the pre-determined discount schedule. Staff may negotiate prices for items on the final day, within pre-approved parameters.

​Holding Area: Establish a secure holding area for paid-for items awaiting pickup.

​Large Item Pickups: Schedule and manage the pickup of large items, ensuring the process is safe and does not damage the property.

​Phase III: Post-Sale Finalization (Wrap-Up)

​This phase ensures all financial and physical responsibilities are concluded.