Policies and Procedures
Maintaining the integrity of the MLS is critical to projecting a professional image of REALTORS® while limiting risk. To ensure accuracy, it is essential all members are aware of the policies and procedures.
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Read about the MLS Compliance Categories and their fines.:
MLS Compliance Categories
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Policy Change Update
Compliance Starts Here: Know the Rules
Understanding the Rules and Regulations is essential for accurate listing input and maintaining compliance. These guidelines are designed to support you in your day-to-day business practices and ensure data integrity across the MLS and data distribution.
Listing Entry: Start with the Basics
Accurate property details are critical. We frequently encounter listings with incorrect information, which can prevent other agents from finding your listing when searching by specific criteria. If the data is incorrect, your listing may not appear in relevant searches to connect your seller with a buyer.
County Account Number (CAN)
The County Account Number (CAN), also known as the Parcel ID or Tax ID, is assigned by the appraisal district and serves as the official identification number for the property. It’s important to get this one right from the start, so you can auto-populate relevant tax data to aid listing entry.
MLS Area Number
The MLS Area number can be found in the Courthouse Retrieval System (CRS) under General Parcel Information. CRS also offers an interactive map with MLS area layers to assist in identifying the correct area.
Square Footage & Lot Size
Square footage and lot size must match the information reported by the county appraisal district. Note: Only the square footage of the main dwelling may be entered. Additional dwellings should not be included.
Map the Property Correctly
When adding a listing, Google Maps uses its own geocoding to place the property. This can sometimes result in incorrect placement, especially for new construction where streets may not yet appear on the map. Please verify the location and adjust if necessary before publishing the listing.
Photos
• A minimum of four (4) photos is required per listing
• Do not use photos from other listings without proper authorization
• Photos must not include personal promotion (e.g., agent branding, yard signs)
Public Remarks
Public Remarks must contain only accurate, property-related information. They may not include:
• Promotion of the listing office, agent, or any company
• Phone numbers, email addresses, or URLs (including websites or virtual tours)
• Names of agents, brokers, or companies
No Compensation Offers in the MLS
Offers of compensation must not be posted anywhere in the MLS. This includes, but is not limited to:
• Public or agent remarks
• Associated documents
• Photos or virtual tours
Abbreviations such as BAC, BC, or Comm are also prohibited in the case of representing commission offerings.
Keeping the Transaction Up to Date
Status changes must be reported within 24 hours after the listing broker receives authorization of the change. For example, when a listing moves into Active Option, it should be updated promptly. Likewise, once a transaction has closed, the status must be updated to Sold.
Keeping your listing status current ensures all agents have accurate information, prevents unnecessary showings on unavailable properties, and highlights your success in the market.
Reporting Sold information in the MLS is a requirement for the listing agent. Requests from a seller or buyer to withhold this information are not permitted. Failure to report Sold data will result in a $10,000 fine.
Types of Fines: Correctable vs. Non-Correctable
Correctable Fines
Correctable fines typically relate to data integrity and discrepancies in listing details. These are issues that can be resolved by updating or correcting the listing information.
• Inaccurate property data that can be updated to reflect correct information. Fines are $100.
• Status changes not reported within 24 hours (these can be corrected by promptly updating the listing status). Fines range from $100-$10,000 for not reporting Sold Data in the general database.
Non-Correctable Fines
Non-correctable fines involve violations that cannot be remedied after the fact. These actions have already occurred and cannot be undone.
• Unauthorized Entry: Entering a property without a scheduled showing is an immediate violation. Because the action cannot be reversed, fines range from $500–$2,500, depending on severity.
• Compensation Offerings: Due to liability concerns, compensation offers are strictly prohibited within the MLS. If found, they will be removed immediately and a fine will be issued. Fines range from $1,000-$10,000.
• Clear Cooperation Violations: Publicly marketing a property that is not available to all MLS subscribers is a violation of Clear Cooperation. Fines range from $200-$400.