Agent hunting for renters: what to ask after a brokerage switch or conversion

Start here: if you’re hunting an agent after a brokerage conversion, this one-page questionnaire saves you time and your deposit

Switching brokerages and franchise conversions—like REMAX taking on large Royal LePage teams in late 2025 or leadership shifts at Century 21 New Millennium—create friction that renters feel first: new branding, re-routed listings, and varied agent responsiveness. If you need to find an agent who will actually represent renters and move quickly, don’t rely on polished websites. Use a focused, one-page interview to test responsiveness, rental experience, and local knowledge the minute you meet or call.

Why this matters in 2026: recent trends renters need to know

2025–2026 brought accelerated brokerage consolidation and conversions. Large franchise moves—like REMAX’s absorption of two Toronto Royal LePage firms that added about 1,200 agents and multiple offices—mean agents often change their systems overnight. Century 21 New Millennium’s leadership shift in 2025 signaled further strategic repositioning in regional markets. These transitions create temporary lapses in listing accuracy, CRM continuity, and local-market guidance.

At the same time, technology is reshaping how renters search: AI-assisted matching engines, more aggressive digital marketing, and integrated showing schedulers are now commonplace. But technology magnifies one weakness: if an agent or a converted team isn’t responsive, you’ll miss opportunities fast.

That’s why a short, structured questionnaire is the highest-leverage tool you can bring to any agent interview in 2026. It forces agents to show proof of service and reveals whether they’ve kept their rental practice intact through the conversion.

How to use this page: quick instructions

1. Print or save this page to your phone. Keep it to one side of paper—short and scannable.
2. Plan 10–15 minutes for a phone or in-person interview. Use the first 3 minutes for responsiveness and the rest for depth.
3. Ask for evidence: listing links, screenshots of showing confirmations, a recent rental ledger, or names of two recent renter clients.
4. Score each question (0 = poor, 1 = OK, 2 = excellent). Total the score and use the interpretation section to decide next steps.

One-page questionnaire for renters interviewing agents from newly converted or expanded brokerages

Use the sections below in order. If you have limited time, prioritize Responsiveness, Rental Experience, and Local Knowledge.

Section A — Basic responsiveness and availability

• How quickly did the agent answer your initial message or call? (Record time and channel)
• Can you expect same-day replies during business hours? (Yes / No)
• What hours and days are they available for showings? (List)
• Do they use an automated scheduler / showing app? (Name it)
• Will they send confirmations and showing receipts via email/text? (Yes / sample)

Section B — Experience with rentals and tenant representation

• How many rental transactions did they close in the last 12 months? (Number)
• How many renter clients do they currently represent? (Number)
• Are they a dedicated renter agent or a sales agent who handles rentals part-time? (Answer)
• Have they worked with tenants during and after a brokerage conversion? (Specific example)
• Do they sign formal tenant-representation agreements? (Yes / No — ask to see a template)
• Can they share two renter references (phone/email)? (Yes / provide names)

Section C — Local market knowledge and strategy

• How many active rental listings do they manage in your desired neighborhood? (Number and links)
• What is the current average time-on-market for similar units? (Weeks / days)
• What negotiation strategy do they use when multiple applicants are interested? (Describe)
• Are they seeing rent growth or softening in the specific building or micro-neighborhood? (Short answer with data)
• Which nearby complexes/landlords do they regularly show? (Names)

Section D — Listings, data integrity, and the conversion checklist

• Are all their listings live on the MLS and on the brokerage site after the conversion? (Yes / No — ask for recent links)
• Do they have access to the brokerage’s marketing and tech suite (professional photos, syndication, CRM)? (Yes / No)
• Were any listings lost, re-listed, or re-numbered during the conversion? (Answer / proof)
• Can they provide a link to a listing that was transferred during the conversion? (Link)
• Who is your direct contact if a listing disappears or a showing isn’t confirmed? (Name / escalation channel)

Section E — Fees, deposits, and application process

• Do they charge renters any broker fee or administrative fee? (Amount / refundable?)
• What is the application timeline and required documents? (List)
• Do they collect holding deposits, and is it held in trust? (Where and terms)
• How do they handle deposit disputes or lease corrections post-signing? (Process)

Section F — Technology, showings, and safety

• Which showing platform do they use (ShowingTime, Calendly, broker app)? (Name)
• Do they offer virtual tours or 3D walkthroughs? (Yes / sample links)
• How do they verify landlord identity and listing ownership? (Steps)
• What COVID- and safety policies do they follow for in-person showings? (List)

Section G — References, proof, and red flags

• Ask for two renter references and one landlord reference. Did they provide them? (Yes / No)
• Can they show a recent signed lease (redacted) and showing confirmation logs? (Yes / show)
• Red flags to watch for: evasive answers, refusal to share references, inconsistent listing links, pressure to pay before paperwork.

Quick scoring system and how to interpret results

Score each question: 2 = excellent (clear evidence provided), 1 = acceptable (some detail, no proof), 0 = poor (evasive or no answer). Weight the top three sections higher: Responsiveness (x1.5), Rental Experience (x1.5), Local Knowledge (x1.2).

Example scoring breakdown for a 40-point raw total:

• 60%+ of max weighted score = Good candidate. Proceed: request written confirmation of the process and a 24-hour commit window on showings.
• 40–59% = Caution. Ask follow-up questions, get references, or interview another agent from a different team.
• Below 40% = Pass. Agents who can’t answer the basics are likely to cost you time and money.

What to ask for in writing (must-haves after the conversion)

1. Direct listing links and the MLS or portal IDs for each unit you’re considering.
2. Showing confirmations with timestamps or screenshots.
3. Copy of the tenant-representation agreement or confirmation of no broker fee.
4. Clear written deposit and cancellation policy (holding deposit terms).
5. Agent’s escalation contact at the brokerage if systems are down due to conversion.

Common red flags and immediate next steps

If you see any of these, stop and escalate or find another agent:

• Evasive about listing ownership or landlord contact information.
• Refusal to give references or provide evidence of recent rentals.
• Pressure to pay fees or deposits without a signed agreement.
• Broken links to listings, or listings that reappear under a different agent name after the conversion.

Immediate next steps: request a quick write-up from the agent confirming facts, copy a broker/manager on the email, and keep screenshots and timestamps of all communications.

How to follow up: a short email template renters can use after the interview

Subject: Follow-up — [Address/Neighborhood] rental and confirmation

Hi [Agent Name],

Thanks for taking the time to speak today. To confirm: you’ll send live listing links for [units], provide showing confirmations within 24 hours, and you do not charge a broker fee (or: you charge [amount]). Please reply with the two renter references we discussed and the tenant-representation agreement. I’m available for showings [days/times].

Thanks, [Your name] — [phone]

Case study: renter saved three days and a security deposit using the questionnaire

In late 2025 a renter in a mid-size US city used this questionnaire while calling three agents listed on the converted brokerage’s site. Agent A provided immediate evidence (live MLS links, showing confirmations), Agent B struggled to locate live listings after the conversion, and Agent C refused to share reference names. The renter chose Agent A, who negotiated a $500 concession and confirmed the lease within 48 hours, avoiding a $1,000 refundable holding deposit that Agent C had demanded without paperwork. The difference boiled down to responsiveness and proof—exactly what this questionnaire tests.

Advanced strategies for 2026: what savvy renters ask now

• Ask about AI and data tools: “Does your brokerage use AI matching or an applicant-prioritization tool? If so, how are tenant preferences protected from bias?” This matters because more brokerages adopted AI tools in 2025–26 for matching renters to listings.
• Data portability: “If your team moved from another brokerage, were tenant leads and listing data migrated? If not, where are the records?” Agents who can’t answer likely lost critical showing or application history during conversion.
• Multi-office handoff: For large conversions (for example, REMAX adding 17 offices in Toronto), ask who owns local market intel—local office leaders retained from the prior brand often hold the best neighborhood knowledge.
• Social proof and audits: “Can I see three 2025–2026 reviews from renters you represented?” Many brokerages now keep public client-review pages—use them.
• Compliance and tenant rights: Ask whether the brokerage has updated its tenant-representation disclosures post-conversion—especially important in cities that updated tenant protection rules in 2024–2025.

Legal and consumer protection notes (practical, not legal advice)

Brokerage conversions can affect where funds are held, who holds tenant deposits, and which contracts govern the transaction. Always request contractual terms in writing and never hand over a deposit without a clear, signed holding agreement. If your market has specific tenant-representation statutes or recent reforms (many regions updated local eviction and tenant-protection laws in 2024–2025), mention this to the agent to gauge their familiarity.

If you’re unsure about an agreement, you can:

• Ask the brokerage compliance officer for written confirmation of deposit handling.
• Contact a local tenant rights organization for quick advice on lease clauses.
• Retain a basic lease review from a tenant-focused attorney (many offer fixed-fee reviews in 2026).

Short printable checklist — use at the end of the interview

• Agent answered within [time you recorded].
• Provided live listing links and MLS IDs.
• Shared two renter and one landlord reference contacts.
• Provided tenant-representation agreement or confirmed fee structure.
• Sent a follow-up email with the promised documents within 24 hours.

Final tips — how to pick between two good agents

If two agents score well, choose the one who:

• Shows consistent, documented responsiveness (screenshots, calendar invites).
• Has demonstrable recent rental closings in your exact neighborhood type.
• Offers transparent, written terms and clear escalation channels after the conversion.

2026 prediction: what renters should expect from converted brokerages

As consolidation continues into 2026, expect more standardized tech stacks (showing platforms, AI search, syndication pipelines) but also occasional data hiccups during conversions. The smart brokers will invest in local office continuity—keeping long-standing managers and renter-focused agents. Your best protection? Use this one-page questionnaire, demand proof, and never make time-sensitive decisions based on a phone promise alone.

Call to action

If you found this checklist useful, save or print it now and take it to your next agent interview. Want a printable PDF or a fillable digital version? Click to download the one-page renter questionnaire and an editable email template you can send to agents after interviews. If you’d like, paste a short transcript of your agent call into our free evaluation tool and get a quick score and recommended next steps.

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