How to Run a First-Time Buyer Meeting: 5 Steps to Leave an Incredible Impression

Meeting a home buyer for the first time can make you feel like you're on a first date — What should you say? Where should we meet? How can I impress them? 

When you're trying to win business, the stakes can feel high. But there are some buyer consultation checklist to impress potential new buyers, showing them they should trust you with their business.

• Find a good location to meet
• Make a connection with them
• Do your homework before meeting the buyer
• Confirm pre-approval—kindly and early
• Explain & Sign the Buyer Representation Agreement

As you advance through your real estate career, these tactics will become like second nature. Here's how we recommend impression potential home buyers in a first meeting:

Find a Good Location to Meet

The location of your meeting is key to making a great first impression with new buyers, as it will set the tone of the relationship moving forward. 

First and foremost, the location should be convenient for your potential client. You don't want your potential buyer going out of their way to meet with you, and you want to ensure the location is comfortable for everyone.

While some realtors might be inclined to meet at a nearby coffee shop or restaurant, the ideal place to meet a potential client is at your brokerage's office. 

You'll have the resources you need, like WiFi, printers, coffee, and a desk. 

By inviting them to your brokerage's office, you're showcasing your professionalism and showing from the initial meeting that you are a credible and established agent. 

When you meet at a restaurant or coffee shop, you risk a loud, unfavorable environment to conduct business.

2025 note: If you plan any live virtual tours, have the signed buyer agreement in place first—the rule applies to both virtual and in-person tours.

Make a Connection with Them

When you meet with a new buyer for the first time, you want to know those clients for the individuals they are — not just as another deal or transaction. 

Buying a home is an emotional process for many clients, and they want to feel that they can trust and count on their realtor. It is one of the most significant purchases they'll ever make!

When building a connection with someone you've just met — and especially someone you might be in business with — you want it to be a natural conversation about shared interests or backgrounds. 

Ask about their family, sports, where they went to school — things that indicate you're interested in their life outside this real estate transaction. 

Clients can determine when an agent forces or fakes a connection to get their business. So instead, be genuine in your approach and slowly build the relationship authentically. 

It will benefit you and your reputation in the long run, plus make the client feel at ease!

Professional reminder: Keep the conversation compliant with the Fair Housing Act—avoid comments that could be seen as “steering” (e.g., about schools or neighborhoods tied to protected classes). Focus on objective criteria the buyer defines.

Do Your Homework Before Meeting the Home Buyer

Real estate agents should be empathetic and understand that the home buyers they're working with likely have a million questions about the process and what it takes to buy a home. 

Being ready and able to answer their questions will help boost your credibility and build trust with new clients. 

When you meet with a client for the first time, walking them through the process and what they can expect from start to finish can help alleviate anxieties around what comes next. 

They will likely have questions like "How do I make an offer?" or "How can I get connected with a lender?" As their agent, guiding them through the process is your top priority, so coming prepared and doing your homework ahead of time is crucial. 

The longer you're in the business, the more you will notice the same questions come up over and over. So practice how you respond to common questions and hone in on how to communicate clearly with your client. 

Confirm Pre-approval—Kindly and Early

Pre-approval sets a realistic budget and strengthens your buyer’s position (many sellers expect proof of funds or a pre-approval before taking next steps).

Try: “To tailor your search and streamline showings, do you already have a current pre-approval or proof of funds? If not, I can connect you with a lender—it’s quick and helps us focus on the right homes.”

You can also rephrase the question of the lender's preapproval to ask, "Will you be buying this home in cash?

Asking it this way flips the question and flatters the buyer by implying they could pay cash for the home. A win-win all around!

Explain & Sign the Buyer Representation Agreement (2025 rules)

MLS participants must have a written buyer agreement in place before touring any home — including live virtual tours.

Use your first meeting to review scope of services, term, cancellation, and how compensation will be handled (it’s fully negotiable and no longer displayed on the MLS). Document everything in writing.

Final Thoughts on Meeting Homebuyers for the First Time

Meeting new home buyers can be intimidating, no matter how long you've been in the real estate industry. 

But if you see every new meeting as a chance to show your value, win new business and build great relationships, you'll excel at wooing all your new clients.

‍