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GENERAL
INSTRUCTIONS for MLS DATA ENTRY FORMS
Last
Revised September 1, 2003
There
are five (5) property types that the four Multiple
Listing Services system can accept. There is a separate
form for each property type. (MLS POLICY) The MLS
will not accept any listing not on the correct form.
TYPE
1 RESIDENTIAL Single family homes, condominiums,
townhouses and manufactured/mobile homes affixed to
the land, and which are not personal property - the
title has been surrendered and/or the owners are paying
tax on the dwelling as well as the land. Both land
and dwelling must be for sale in the transaction.
(Called HOMES in UltraWeb.)
TYPE 2 MULTI-UNIT All
residential property with more than one unit.
TYPE 3 BUILDING SITE Parcels
of land that are approved building sites. (Called
LAND in UltraWeb.)
TYPE
4 COMMERCIAL Property zoned or designated
for commercial or business use.
TYPE
5 FARM Income producing
farms or land. Does not need to have a home on the
property.
(Called AGRICULTURE in UltraWeb.)
Each data entry form is divided
into three sections.
1.) The first section is the Listing
Information section that refers to the agent,
comments, commissions, dates.
2.) The second section, Property
Information, contains data about the land, water
and sewer, tax and schools.
3.) The last section describes the
property and is specific to the property type: House
Information (for Residential), Farm Information,
Commercial Information, or Multi-Unit Information.
MANDATORY AND OPTIONAL AREAS:
If a mandatory area does not apply
to the property you have listed, write "None",
"N/A" or "No".
Do not leave a
space blank, unless it is in ITALICS
or these instructions tell you that it is a field
not used in the MLS. Areas in italics
are optional. All other fields are
mandatory.
Wherever you see the words “MLS POLICY,” the instructions
are mandated by approved MLS operating policy and/or
procedures in the MLS Rules and Regulations of one
or more of the member MLSs.
TYPE
1 RESIDENTIAL
Instructions
to fill out the LISTING INFORMATION section.
LISTING #
Automatically assigned by the MLS Ultrex system when
the data is posted.
PRICE (Mandatory) Listing
price.
EFFECTIVE DATE: (Mandatory) Beginning
date of listing. This date MUST MATCH
the contract start date. When a listing is entered
into the MLS computer system it is “ACTIVE” and must
be able to be shown. If it cannot be shown, it must
be withheld from the computer and submitted to the
MLS office with a letter or Sellers Authorization
to Withhold Listing from MLS form. (MLS POLICY)
EXPIRATION DATE (Mandatory)
Date the listing expires: Expiration dates will not
show on the computer but must be included on the form.
Date must match contract end date. (MLS
POLICY)
CONTINGENCY (Mandatory) Enter the
proper contingency :
Approvals
(by 3rd party-other than inspector)
Inspection
None
Property
Purchase (find suitable seller housing)
Property Sale
OFFICE (Mandatory) Enter the name
of the listing agent’s office. Please indicate city
also. ( E.G.: ABC Realty/Winona) Do not use office
numbers.
AGENT (Mandatory) Enter listing
agent's name. Only one agent name can be on a listing
in this field. Use the Instructions and/or Comments
sections to show a co-lister. (MLS POLICY)
AGENT OWNED (Mandatory) Owner/Agent.
Circle "Y" or "N" if you are an
owner/agent. (MLS POLICY)
EXCLUSIVE: (Mandatory) Type of
agreement attached to data form. Circle “Y” if this
data form is attached to an Exclusive Right to Sell
Listing Contract. Circle “N” if you have a Non-agency
Service Agreement, or any other agreement accepted
by the MLS, submitted with this data form.
BONUS Enter amount, terms, deadline.
20 characters maximum. If you need more room, use
the Instructions field. (Shows on Fact Sheet but will
not show on Feature Sheet used with customers.) You
must notify the data entry person or the MLS office
if a bonus is to be removed. (MLS POLICY)
BA (Mandatory) Buyer's Agent. If
cooperation will be extended to a buyer's agent, indicate
with a "Y" for yes. If no cooperation/compensation
to a buyer brokerage, you must indicate with an "N.”
(MLS POLICY)
BA COMMISSION (Mandatory) Buyer's Agent Commission.
If you have indicated "yes" to cooperation
with a buyer’s agent, you must show the amount to
be paid to the buyer's agent. Use a dollar amount
or percentage to be received from buyer broker contract.
If none, write 0. (MLS POLICY)
DUAL OR VAR RATE (Mandatory) Circle "Y" for
yes or "N" for none to disclose a dual or
variable rate commission arrangement. (Seller may
agree to pay lister a different commission if lister
finds buyer than if a cooperating broker finds buyer,
or if seller finds buyer.) You must call lister to
find out the terms for this property and the expected
compensation. (MLS POLICY)
SA (Mandatory) SUBAGENCY If cooperation
will be extended to a subagent indicate with a "Y"
for yes. If subagency cooperation will not be extended
use "N" for no. (MLS POLICY)
SA COMMISSION (Mandatory) Subagency
Commission. If you have indicated "yes"
to subagency, you must show the amount to be paid
to the subagent. Use a dollar amount or percentage
to be shared with subagent. If none, write 0. (MLS
POLICY)
DUAL OR VAR RATE (Mandatory) Circle "Y"
for yes or "N" for none to disclose a dual
or variable rate commission arrangement. (Seller
may agree to pay lister a different commission if
lister finds buyer than if a cooperating broker finds
buyer, or if seller finds buyer.) You must call lister
to find out the terms for this property and the expected
compensation. (MLS POLICY)
FACILITATOR (Mandatory) Facilitator
Service Agreement. If cooperation will be extended
to a Facilitator, indicate with a "Y" for
yes. If no cooperation/compensation to a Facilitator,
you must mark "N" for no. (MLS POLICY)
FAC COMMISSION (Mandatory) Facilitator
Commission. If you have indicated "yes"
to cooperation with a Facilitator, you
must show the amount to be paid to the Facilitator.
Use a dollar amount or percentage. If none, write
0. (MLS POLICY)
FAC DUAL OR VAR RATE (Mandatory)
Circle "Y" for yes or "N" for
none to disclose a dual or variable rate commission
arrangement. (Seller may agree to pay Facilitator
a different commission if Facilitator finds buyer
than if a cooperating broker finds buyer, or if seller
finds buyer.) You must call Facilitator to find out
the terms for this property and the expected compensation.
(MLS POLICY)
MIN COMM
Not a field used with the MLS system. Leave blank.
LEASE FEE
Lease Fee Commission amount for Commercial Properties
only.
CLOSING CO./FEE
Not a field used with the MLS system. Leave blank.
KEY
LOC (Mandatory) Indicate where to obtain the key
to show the property.
Code
(call lister for access code)
Key at Office
Lockbox
None
Owner
INSTRUCTIONS Instructions
to other agents only. Include
directions to property, call lister, pet instructions,
owners exception, bonus info., showing instructions,
co-lister. (Shows on Fact Sheet but will not show
on Feature Sheet used with customer.) (Approx. 120
characters max.)
DESCRIPTION (Mandatory) (Approx.
250 Characters) (This field is pulled for listings
submitted to Internet sites) Enter a description
of the property, unique features, amenities, conveniences,
etc. as used in ads for the public. Attach an additional
sheet if your description exceeds the area on the
data entry form. This field appears on the Listing
Summary (Agent) and Listing Summary (Prospect).
FINANCING Financing information:
Indicate types of financing that the seller is willing
to accept.
2nd Mortgage 2MTG
Loan Assumption LASM
Cash
CASH MN Housing
MHOU
Contract for Deed C/D
Other OTHR
Conventional CONV
Reneg Rate Mrtg RRM
Farmers Home Admin FMHA
Rewrite RWRT
Federal
Land Bank FLB
Trade/Exchange TEXC
FHA FHA
VA VA
Insured Conventional ICON
Wrap Around WRAP
COMMENTS (Mandatory) Describe
the unique features of the property. Attach an additional
sheet if your
description exceeds the area on the
data entry form. Do not put bonus offers here. Do
not put web addresses here. (MLS POLICY) Do not put
agent instructions here. Use the INSTRUCTIONS field.
INTERNET
(Mandatory) Circle Y for YES if this property is to
be entered in the Internet. Circle N for No if you
want the listing withheld from the Internet. You must
submit the required signed Withhold from Internet
form to have the listing excluded.
A YES answer
will allow the listing to appear on all Internet sites
with the MLS aggregated data, such as UltraWeb, REALTOR.com
and Broker Reciprocity/IDX brokerage web sites, unless
your brokerage has requested that the company’s listings
do not appear on a specific aggregated site. A NO
answer will withhold the listing from all aggregated
sites.
Instructions
for filling out the PROPERTY INFORMATION
section.
NUMBER
(Mandatory) Address house number. Enter the house
number only.
STREET (Mandatory) Enter the street
name or for any address without house number as rural
route or
box number (30 Characters) (Example:
RR 1 Box 234) See standard abbreviations below!
NOTE:
Use only these standard abbreviations in addresses,
or agents will not find them when searching on the
computer. Do not use punctuation!
Ave
Avenue Pl
Place RR Rural
Route
Blvd
Boulevard Pt
Point Box Box
Cr
Circle
Rd Road Cty Rd
County Road
Ct
Court
St Street Bdwy
Broadway
Dr
Drive
Terr Terrace
Hgts
Heights Tr
Trail
Ln
Lane
Way Way
For
half and quarter street names, use a dash to tie
the two parts of the street name together: 12-1/2
St, 10-1/4 St
For
numbered street names, use the suffix, with no spaces
or punctuation: 1st, 2nd, 3rd, 4th
Usage
determines whether or not a direction is part of
the address: 1234 East Circle Drive, Northern Hgts,
567 Bdwy N If the direction is part of the name,
do not abbreviate.
COMPASS POINT (Mandatory) Directional
indicators (N, S, E, W, NW, SE, etc.). Use the one
or two-character abbreviation
UNIT NUMBER
Unit number or apartment number
CITY (Mandatory)
Enter the name of the city in which the listing is
located. (15 Characters)
STATE (Mandatory)
Enter the name of the state in which the listing is
located.
ZIP CODE (Mandatory) Enter the
zip code for the address of the property.
OWNER (40 Characters) (Mandatory)
Free-form style. Enter name(s) of owner(s). Example:
John /Jane Doe
If owner/agent, put O/A after the
name(s).
PHONE NUMBER Only one
phone number can be entered. Any additional numbers,
such as work number, should be indicated in the Instructions
section. Please enter the AREA CODE.
ASSMTS (Mandatory) Assessments:
Enter the amount of any unpaid assessments in dollars.
If there are no assessments, write NONE.
TERMS Enter any terms
the seller will offer to prospective buyers.
ASSESSED VALUE: Enter the amount
of the assessed value for the property.
ACRES (Mandatory) Estimate the number
of acres or part of an acre for sale. Use decimal
numbers. Use the formula L (length in ft) x W (width
in ft) divided by 43,560 (sq. ft) to get the decimal
equivalent for part of an acre. Enter a zero when
there is no lot size.
MLS AREA (Mandatory) Indicate area
in which the property is located. Numbers refer to
the area map.
Albert Lea – City 27
Albert Lea – Rural 28
Alden/Conger/Freeborn/Hartland/Manchester
30
Austin /Mapleview 24
Blooming Prairie/Bixby/Pratt 32
Bricelyn/Kiester/Walters/Frost 40
Byron/Kasson/Mantorville 10
Chatfield Area 7
Clarks Grove/Geneva/Hollandale/Maple
Island 29
Dodge Center/West Concord/Claremont
8
Dover/Eyota/St. Charles/Elba 9
Elgin/Millville/Plainview 6
Ellendale /Hope /Meridan 31
Faribault 36
Glenville/Emmons/Twin Lakes/Myrtle/Gordonsville
26
Hayfield 17
Hayward /Oakland 25
Iowa
– Lake Mills/Northwood/Rake 41
Kenyon/Cannon Falls/Red Wing 18
LaCrescent/Brownsville/Dresbach 22
Lake City// Wabasha/Kellogg/Minneiska
23
Medford/Clinton Falls/Deerfield 35
Morristown/Waterville/Elysian 38
Out of Area – Iowa 42
Out of Area – Minnesota 20
Out of Area – Wisconsin 43
Owatonna – City 33
Pine Island/Oronoco 11
Pickwick/ LaMoille/ Ridgeway/Nodine/Witoka
21
Preston/Rushford/ Houston 16
Rochester-Northeast 2
Rochester-Northwest 1
Rochester-Southeast 4
Rochester-Southwest 3
Spring Valley/Grand Meadow/LeRoy
12
Steele Co. NE 34
Stewartville Area 5
Stockton /Lewiston/Rollingstone 19
Waseca/Otisco/New Richland 37
Wells/Easton/ Minnesota Lake 39
Winona/Goodview/MN City/Homer 15
Zumbrota/Goodhue 14
REGION (SUBDIVISION / COUNTY )
(Mandatory) Enter the name of the subdivision (in
the city of Rochester or the city of Winona) in which
the property is located. If it is not in a Rochester
or Winona subdivision, write in the name of the county.
ELEM SCHOOL / MIDDLE SCHOOL/ HIGH SCHOOL (All Mandatory) Use
the school district name. For listings in Rochester
enter the name of the elementary, middle and senior
high schools.
ZONING Enter the type of zoning.
May vary from community to community. These categories
are descriptive.
Agriculture
Multi-unit
Business
Residential
Commercial
Other
Industrial
FLOOD Not a field used with the
MLS system for Residential.
Options are for Commercial properties. (See
Commercial instructions)
WATER TYPE (Mandatory)
Type of water system.
Central Well
Other
City
Private Well
In Street
Shared Well
None
To Lot Line
SEWER TYPE (Mandatory)
Type of sewer system.
City
Other
In Street
Septic
None
To Lot Line
FUEL TYPE (Mandatory)
Type of fuel.
Combination
Oil
Electric
Other
In Street
Propane
Natural Gas
To Lot Line
None
Wood
LATITUDE Not a
field used with the MLS system. Leave blank.
LONGITUDE Not a field
used with the MLS system. Leave blank.
MN PROPERTY ID # (Mandatory) Enter
the Minnesota Property ID number (PIN #) from the
legal description found on the tax records at the
county courthouse. Plat and Parcel will no longer
be used; each property will be assigned a unique identification
number. If the MN Property ID# (PIN #) has not been
assigned, enter the PLAT # in the PLAT field and the
PARCEL # in the Property ID field.
SECTION Not
a field used with the MLS system for Residential.
Leave blank.
Mandatory for FARMS and BUILDING SITES.
TOWNSHIP Not a field
used with the MLS system for Residential. Leave blank.
Mandatory for FARMS and BUILDING SITES.
RANGE Not
a field used with the MLS system for Residential.
Leave blank.
Mandatory for FARMS and BUILDING SITES.
(NOTE: It is important for properties
without a clear, searchable address that there is
enough information put into the MLS system to enable
agents to find the property. Use Section/Township/Range
for rural properties, plat/parcel, MN Property ID#
(PIN #), and/or Instructions to give directions.)
LOT SIZE (Mandatory) Enter the lot
size as exactly as can be printed in 15 characters.
Example: 80.5x110, 2.5 ac., or irregular or common
FRONTAGE FT Not a field
used with the MLS system for Residential. Leave blank.
DEPTH FT Not a
field used with the MLS system for Residential. Leave
blank.
TAX CLASS (Mandatory) Tax classification:
Enter the appropriate code:
Fractional Homestead FHS
Relative Homestead RHS
Homestead HS
Seasonal/Rec Property SRP
Non-Homestead NHS
Other
OTH
To Be Determined TBD
GROSS TAXES (Mandatory) Property
tax: Use whole dollars. Example: If tax is $356.75,
round to $357.
TAX
YR (Mandatory) Show tax year for property tax amount
shown.
POSSESSION Possession
Date: May be an exact date (Use month and day: 12/15)
or coded as IMMED, NEG or CLSG or as a time period
(30dys = example of 5 Character maximum.)
ABSTRACT LOC Enter the
party who has the abstract.
Agent County
Other
Attorney None
Owner
LEGAL DESCRIPTION (Mandatory) Enter
the legal description for the property in a free-form
style; example: Lot 2 Block 6 Cascade Subd
PROPERTY
FEATURES Enter special features of the property (not
the dwelling) from this list. These items are searchable
in ALL property types.
Cable
City View
Cul-de-sac
Fenced yard
Garden
Hot tub
Kennel
Lake Frontage
On bus line
Outbuildings
Panoramic view
Pool
RV parking
Satellite dish
Sprinkler system
Storage shed
Tennis Court
Walkout
Water view
Wooded Lot
Workshop
Instructions
for completing the HOUSE INFORMATION section of
the data entry form.
HOUSE STYLE (Mandatory) Style of
home:
1-1/4 Story
Multi-Level-3
1-1/2 Story
Multi-Level-4+
1-3/4 Story
Other
2 Story
Raised Ranch
3 Story
Ranch (1-level)
Contemporary
Split
Mobile Home/Lot
OWNERSHIP
(Mandatory) Type of ownership:
Condominium
Townhouse
Single Family
Zero Lot Line
YR BUILT (Mandatory) Enter all four
digits of the year. If the year built is unknown or
“older”, enter 1900. DO
NOT enter 0000 – the
system will change this to a blank! If it is new construction
enter the year of completion.
TOTAL BDRMS (Mandatory) Enter total
bedrooms (master bedroom plus additional bedrooms
for total number of bedrooms).
TOTAL BATHS (Mandatory) Enter
the total number of bath rooms, not
added fractions of partial baths. (Example: 1 full
+ 3/4 bath + ½ bath = 3 rooms) There must be at least
a half bath to be included in this total! No 1/4 baths.
BASEMENT (Mandatory)
Indicate the current type of basement for the property.
Finished
Part Finished
NA or None
Unfinished
(NOTE: Finished = Flooring, walls finished, ceiling
finished)
WALKOUT (Mandatory) Does this property
have a walk-out basement? Indicate Yes (Y) or No (N).
EXTERIOR (Mandatory) Type of exterior
finish. (Not mandatory in Commercial)
Aluminum
Masonry Stone
Block
Other Stucco
Brick
Redwood Vinyl
Cedar
Shakes Wood-Lap
Combination
Slate
Hardboard/Masonite
Steel
TRIM TYPE Type of
interior trim. If more than one type, indicate
primary type.
Birch Maple
Other Mahogany
Cherry Mixed
Painted
Fir Oak
Pine
ROOF (Mandatory) Indicate the
type of roof. Included in Commercial data form
also.
Flat
Shingle
Metal
Tile
Other
Wood
Pitched
FIREPLACES
(Mandatory) Enter the number of fireplaces located
in the property. Must be working fireplaces to be
included. Do not include rough-ins or wood burning
stoves.
FIREPLACE FUEL (Mandatory) Fireplace
fuel: Indicate the type of fuel used in fireplace.
Electric
Other
Gas
Fired Wood
AC TYPE (Mandatory)
Air conditioning. Enter appropriate type.
Allowance
Other
Central
Wall
None
Window
Optional
HEAT TYPE (Mandatory) Type
of heat system.
Baseboard
Hot Water
Forced
Air None
Gravity
Other
Heat
Pump Space Heater
AVG UTILITIES Indicate the
even pay amount for heat.
WATER SOFTENER (Mandatory)
Common
None
Hook-Up
Not Included
Included
Rented
Negotiable
OCCUPANCY (Mandatory) Indicate
status of occupancy. (Use NEW for new construction.)
New
Renter
Owner
Vacant
ABOVE GRADE SQ FT (Mandatory) Above
grade square feet = the total of the upper square
feet plus the main square feet.
MAIN SQ FT (Mandatory) Main
floor square feet: Enter total square feet on main
floor only.
Definition: Main floor - for a ranch,
two story, 1.50 story or split, include foundation
size plus any overhang.
any overhang. For multi-level, include
living room, dining room, kitchen and upper bedroom
areas. For a split, include the "entry"
area.
BELOW GRADE SQ FT (Mandatory) The
below grade square feet is equal to the total of the
lower and lowest square feet.
TOTAL SQ FT (Mandatory) The
above grade square feet + below grade square feet
= the total square feet.
Include unfinished square feet in
this total.
ASSC FEE (Mandatory) Association
fee: Enter amount of monthly Association Fee in whole
dollars.
If this does not apply, write NONE.
GARAGE TYPE (Mandatory) Enter the
type of garage.
Attached
Other
Detached
Rented
Multiple
Tandem
None
Tuck Under
GARAGE STALLS (Mandatory) Enter
the number of cars that will fit in the garage(s).
This must be a whole number! A “garage and a half”
would still be counted as one garage stall, because
only one car fits. Enter zero if none.
GAR SQ FT (Mandatory) Garage size:
Indicate total square feet. If no garage, write NONE.
DRIVEWAY
(Mandatory) Indicate the driveway surface.
Black Top
Crushed Rock (Washed & Uniform)
Brick
Gravel
Combination
None
Concrete
Other
INCLUDED List items included
in the sale, such as rugs, window coverings, washer,
dryer, etc.
NOT INCLUDED List items NOT included
in the sale, such as swing set, dog kennel, counter
top microwave, etc.
Room
Grid - Fill out the room grid by choosing the
rooms from this list, and indicating the location,
size and any description (limited). Be sure to describe
all baths and give the level for each; this determines
what appears about baths on the Internet. Baths
will appear in a coded abbreviation style like this,
for example: 1-3/4 M means “one 3/4-bath on the
Main level.” Or, 1-F L1, 1-F M = “1 full bath on
lower level and one full bath on main level.”
FLOOR
Enter the level where the room is located.
(Mandatory)
Basement
Second Floor
Lower Basement
Third Floor
Main Floor
ROOM
Enter the room names from this list:
(Mandatory)
½ Bath Family Room Living
3/4 Bath Full Bath Loft
Bedroom Kitchen
Master Bedroom
Den Laundry
Sun Room
Dining
SIZE (Approximate Dimensions)
Round down if dimensions are not measured by the
exact foot.
E.g.: 12'6"
x 14'8" should be rounded down for data entry
to 12 x 14.
DESCRIPTION
(30 characters maximum)
AMENITIES – House Features
Enter special house features from this list. These
are features BUYERS might want. These features will
be searchable in RESIDENTIAL only.
3-season porch
4-season porch
Bow/Bay window
Brick/Stone accent
Central vacuum
Ceramic tile
Crown molding
Deck
Dinette
Eat-in kitchen
Fireplace footings
Formal dining room
Foyer
French doors
Gazebo
Great room
Handicap access
Hardwood floors
Heated garage
Home warranty
Jacuzzi
Kitchen center island
Kitchen vent
Library
LL RI bath
Master Bathroom
Master BR W/I Closet
Mud room
Open staircase
Paneled doors
Pantry
Patio
Porch
Sauna
Security system
Side Porch
Sky light
Vaulted/cathedral ceilings
Walk-up attic
Wet bar
Whirlpool tub
Wood burning stove
TYPE
2 MULTI-UNIT
The following instructions are
to be used for Type 2, Multi-Unit. All other definitions
have been previously defined under Type 1, Residential.
Instructions
to fill out the LISTING INFORMATION section ARE
THE SAME AS FOR RESIDENTIAL properties.
Instructions
to fill out the PROPERTY INFORMATION section ARE
THE SAME AS FOR RESIDENTIAL properties.
Instructions
to fill out the MULTI-UNIT INFORMATION section.
# OF UNITS (Mandatory) Enter the
number of rental units contained in the property.
YR BUILT (Mandatory) Enter all
four digits of the year. If the year built is unknown
or “older,” enter 1900. If it is new construction
enter the year of completion.
CURRENT RENT CERTIFICATE (Mandatory)
Enter "Yes" or "No" if there is
a current Rent Certificate.
# OF GARAGES: (Mandatory) Enter the
number of cars that will fit in the garage(s). This
must be a whole number! A “garage and a half” would
still be counted as one garage stall, because only
one car fits. Enter zero if none.
OFF STREET PARKING (Mandatory) Enter
the number of off street parking spaces.
SQ FT DOWN (Mandatory)
Enter the total number of square feet for the basement.
SQ FT MAIN (Mandatory)
Enter the total number of square feet on the main
floor of property.
SQ FT 2ND LVL (Mandatory) Enter
the total number of square feet on the 2nd floor of
property.
SQ FT 3RD LVL (Mandatory) Enter
the total number of square feet on the 3rd floor of
property.
TOTAL SQ FT (Mandatory)
Enter the total square feet for the property.
COIN OP WASH/DRY (Mandatory) Circle
"Yes" or "No" - are coin-operated
washer and dryers on the premises.
HEAT SEP BY UNIT (Mandatory) Circle
"Yes" or "No" if each unit is
metered separately for heat.
WATER SEP BY UNIT (Mandatory) Circle
"Yes" or "No" if each unit is
metered separately for sewer and water.
ELEC SEP BY UNIT (Mandatory) Circle
"Yes" or "No" if each unit is
metered separately for electricity.
WATER/ SEWER EXP (Mandatory) Enter
the total annual cost for sewer and water for all
units in property.
HEAT EXP (Mandatory) Enter the
total annual cost to heat all units in property.
ELEC
EXP (Mandatory) Enter the total annual cost for
electricity for all units in property.
LAND ASSMT (Mandatory)
Enter the County's assessed valuation for the land
only.
BLDG ASSMT (Mandatory)
Enter the County's assessed valuation for the building
only.
GROSS
INCOME Enter an amount. Circle "Y"
or "N" if a gross income amount is
actual.
OPERATING EXPENSE
Enter an amount. Circle "Y" or "N"
if an operating expense amount is actual.
NET INCOME
Enter an amount. Circle "Y" or "N"
if a net operating income amount is actual.
MORTGAGE BALANCE
Enter the dollar amount of the mortgage balance.
INTEREST RATE
Enter the interest rate percentage of the present
loan.
YEARS LEFT ON MORTGAGE
Enter the number of years left on mortgage loan.
PRINCIPAL/INTEREST PAYMENT Enter
the dollar amount of the payment for principal and
interest only.
UNIT GRID - Enter the Square Feet
(If unknown, enter 0 (zero). DO NOT LEAVE BLANK!),
Rent, and write in the number of rooms each unit contains
a Bedroom, Living Room, Dining Room, Kitchen, Full
Baths, 3/4 Baths, ½ Baths. Circle Yes or No if each
unit has a Stove, Refrigerator, Dishwasher.
TYPE 3 - BUILDING
SITES
The following instructions are to
be used for Type 3, Building Sites. All other definitions
have been previously defined under Type 1, Residential.
Instructions
to fill out the LISTING INFORMATION section - same
as Residential.
Instructions
to fill out the PROPERTY INFORMATION section.
SECT-TWNSHP-RNG (Mandatory) Enter
the "Section", "Township" and
"Range" from the legal description.
FRONTAGE IN FEET Enter the
number of feet for the front of the property.
DEPTH IN FEET Enter the number of
feet for the depth of the property.
TYPE 4 - COMMERCIAL
PROPERTY
The following instructions are to
be used for Type 4, Commercial. All other definitions
have been previously defined under Type 1, Residential.
Instructions
to fill out the LISTING INFORMATION section - same
as Residential, except for the following:
LEASE FEE COMM Enter
the percentage or dollar amount of lease fee commission
offered.
Instructions
to fill out the PROPERTY INFORMATION section - same
as Residential, except for the following:
FLOOD
Is the property in a flood zone?
No Yes
Unknown
Instructions
to fill out the COMMERCIAL INFORMATION section.
BUSINESS TYPE (Mandatory) Enter
the type of business from the list.
Bar
Mobile Home Park Retail
Hair Salon Office
Retail Building
Hotel/Motel
Office Building
Service
Lot
Only Office Bldg w/Apt
Service Station
Mall
Other
Strip Center
Manufacturing
Restaurant
Warehouse
RENT AS IS
Circle "Yes" or "No" if property
is rented "as is".
BUSINESS FOR SALE
Circle "Yes" or "No" if business
is for sale.
BUILDING FOR SALE
Circle "Yes" or "No" if building
is for sale.
TRADE/EXCHANGE
Circle "Yes" or "No" if seller
will trade or exchange property.
INVENTORY INCL
Circle "Yes" or "No" if
inventory is included in sale.
FIXED EQUIPMENT
Circle "Yes" or "No" if
fixed equipment is included in sale.
LAND SQFT (Mandatory) Enter the square
footage of the land.
BLDG SQFT (Mandatory)
Enter the gross square footage of the property.
SQ FT DOWN (Mand.)
Enter the total number of square feet for the basement
area.
SQ FT MAIN (Mand.)
Enter the total number of square feet for the main
floor area.
SQ FT 2ND LVL (Mand.) Enter the
total number of square feet for the second level.
SQ FT 3RD LVL (Mand.) Enter the
total number of square feet for the third level.
SQ FT 4TH LVL
Enter the total number of square feet for the fourth
level.
STORIES (Mandatory)
Enter the total number of stories of property.
CEILING HEIGHT (Mandatory)
Enter the ceiling height in feet.
OVERHD DOOR HEIGHT (Mandatory)
Enter the overhead door height in feet.
OFF STREET PARKING (Mandatory)
Enter the number of off street parking spaces.
GARAGE SPACES (Mandatory)
Enter the number of garage spaces available.
ELEVATOR Y/N (Mandatory)
Circle "Yes" or "No" if
there is an elevator.
DOCK (Mandatory)
Circle "Yes" or "No" if
there is a dock.
SPRINKLER (Mandatory)
Circle "Yes" or "No" if
there is a sprinkler system.
PERMITS REQ
Enter "Yes" or "No" if permits
are required for property.
SPACE FOR LEASE
Circle "Yes" or "No" if there
is space for lease.
ENVIRONMENTAL SURVEY (Mandatory)
Circle "Yes" or "No" if there
is an Environmental Survey available.
SOIL TEST (Mandatory) Circle
"Yes" or "No" if there is a soil
test available.
1ST MORTGAGE HOLDER
Enter the name of the 1st mortgage holder.
MORTGAGE BALANCE Enter
the mortgage balance in dollar amount.
PCNPL & INT PAYMENT Enter
the monthly principal and interest payment in dollars.
INTEREST RATE
Enter the interest rate. (Example: 6.125%)
LAND ASSESSMENT (Mand.)
Enter the County's assessed valuation for the land
only.
BUILDING ASSESSMENT (Mand.) Enter
the County's assessed valuation for the building only.
CASH FLOW STATEMENT AVAIL Circle
"Y" or "N" if a cash flow statement
is available.
ANNUAL PROPERTY OPERATING
Circle "Y" or "N" if an annual
property operating data statement is available.
RENTAL PER SQ.FT, NET
Enter the dollar amount for net rental per foot.
RENTAL PER SQ.FT, GROSS
Enter the dollar amount for gross rental per foot.
INCOME OP DATA AVAIL
Circle "Y" or "N" if an
income property operating data statement is available.
SCHED OPER INCOME (AMT)
Fill in an amount if there is an actual schedule of
operating income available. Circle “Y” or “N” to indicate
this is an actual amount.
VACANCY/LOSS (AMT)
Fill in an amount if there is an actual vacancy/loss
statement available. Circle “Y” or “N” to indicate
this is an actual amount.
OPERATING EXPENSE (AMT)
Fill in an amount if there is an actual operating
expense. Circle “Y” or “N” to indicate this is an
actual amount.
NET OPERATING INCOME (AMT) Fill
in an amount if there is an actual net operating income
statement available. Circle “Y” or “N” to indicate
this is an actual amount.
TYPE 5 - FARMS
The following instructions are to
be used for Type 5, Farms. All other definitions
have been previously defined under Type 1, Residential.
Instructions
to fill out the LISTING INFORMATION section, the
PROPERTY INFORMATION section, and the HOUSE INFORMATION
section - same as Residential, except for the following:
ACRES (Mandatory) Enter
the total number of acres offered for sale.
SECTION-TOWNSHIP-RANGE (Mandatory)
Enter the "Section", "Township"
and "Range" from the legal description.
This is especially important to help agents locate
the property.
FRONTAGE FT Enter the number
of feet for the length of the frontage of the property.
DEPTH FT Enter the
number of feet contained in the depth of the property.
Instructions
to fill out the FARM INFORMATION section
FARM TYPE (Mandatory) Indicate
the type of farm:
$
Crop
Hog
Beef
Hog/$Crop
Beef/$Crop
Horse
Dairy
Other
Dairy/$Crop
Poultry
Hobby
Tree
CROP EQUIV RATING Crop Equivalency
Rating: If the CER is available, indicate here.
TILLABLE ACRES (Mand.)
Enter the number of acres tillable in total acreage.
WOODED ACRES (Mand.)
Enter the total number of acres in woods of the total
acreage.
PASTURE ACRES (Mand.)
Enter the number of acres in pastureland of total
acreage.
ROAD ACRES (Mand.)
Enter the number of acres taken by roads from the
total acreage.
BUILDING ACRES (Mand.)
Enter the number of acres used for buildings in total
acreage.
OTHER ACRES (Mand.)
Enter the acreage not taken by any of the above.
CORN BASE ACRES (Mand.)
Enter the total number of corn base acres.
CORN BASE YIELD (Mand.)
Enter the number of bushels per acre for the corn
base yield.
OAT BASE ACRES (Mand.)
Enter the total number of oat base acres.
OAT BASE YIELD (Mand.)
Enter the number of bushels per acre for the oat base
yield.
BEAN BASE ACRES
Enter the total number of bean base acres.
BEAN BASE YIELD
Enter the number of bushels per acre for the bean
base yield.
TOPOGRAPHY (Mandatory) Write in.
(Example: Rolling, flat, hilly, etc.) 25 character
maximum.
DRAINAGE (Mandatory Enter the
type of drainage, whether tiled or not, natural, etc.
20 character maximum.
SOIL
TYPE (Mandatory) Enter the types of soil on property.
50 characters maximum.
FARM FUEL TYPE Enter the type
of fuel available for use other than farm residence.(Same
choices as for Residential.)
FSA AERIAL MAP (Mandatory)
Indicate the location of an FSA Aerial Map.
Agent None
Attorney Other
County Owner
SOIL MAP LOC (Mandatory) Indicate
the location of a soil map.
Agent None
Attorney Other
County Owner
TILE MAP LOC (Mandatory)
Indicate the location of a tile map.
Agent None
Attorney Other
County Owner
COUNTY (Mandatory)
Enter the name of the County in which the property
is located.
ROAD SURFACE (Mandatory)
Enter the type of road surface leading to property.
Black Top Gravel
Brick None
Combination Other
Concrete
Crushed Rock (Washed & Uniform)
PERSONAL PROPERTY INCL
Enter a list of the personal property included in
this sale.
BUILDINGS (ALL MANDATORY, except Description)
There is space to write in information
on up to four buildings located on the property.
For additional buildings list information on a separate
sheet.
CONSTRUCTION
(Mandatory) Enter the appropriate type of building
construction of each of the buildings from the list
below.
Block Metal
Tile
Brick Other
Tin
Frame Pole
Wood
ROOF
(Mandatory) Enter the appropriate type of roof
on each of the buildings from the list below.
Flat Pitched
Wood
Metal Shingle
Other Tile
FLOOR (Mandatory) Enter the appropriate type of floor surface for
each of the buildings.
Concrete Other
Dirt Wood
CONDITION
(Mandatory) Enter the general condition of each
of the buildings.
Excellent Good
Fair Poor
DESCRIPTION
(35 characters maximum.)
WORDS THAT MUST NOT BE USED IN
LISTINGS FOR COMMENTS,
DESCRIPTIONS OR INSTRUCTIONS
In order to be in compliance with
Federal Fair Housing regulations, describe the
house and property, not the people who live in
them or who might live in them. Do not use phrases
describing the neighborhood. Do not refer to the safety
of the neighborhood. Do not refer to the neighbors.
A “family” can be as small as one person.
All these words are considered
to be in violation of Federal Fair Housing guidelines.
Adults only
Healthy
Older persons No smokers
No children
Married
One person Name of any church
Great for children Mature
Singles Yard for children
Couple
Mature couple
Families Room for big family
Empty nesters
Membership Approval Executive
Prestigious
Do not use references to any race,
color, religion, creed, ethnic group, lifestyle, or
personal habits.
Do not refer to the location of the
property by referring to a church or other place of
worship, church-related school or services.
Phrases that are acceptable:
Mother-in-law apartment Bachelor
apartment
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