MALAYSIAN ESTATE AGENCY STANDARDS

A). INTRODUCTION
The aim of the Estate Agency Standards is to set the required high standards for the practice of
estate agency in Malaysia. In this connection the Standards will aid and elaborate upon the
provisions of the Valuers, Appraisers and Estate Agents Act 1981 and the Valuers, Appraisers
and Estate Agents Rules 1986 in so far as they deal with the practice of estate agency in Malaysia.
Each Standard deals with a specific topic. Each Standard in turn is in three(3) parts i.e. the
Introduction to the Standard, the Statements of the Standard and the Explanations to the Standard.
The Introduction to the Standard sets out the broad purpose of the Standard and encapsulates the
essence of the Standard.
The Statements of the Standard comprise the main body of the Standard. It contains, the
mandatory provisions of the Standard. All registered estate agents are obliged to follow the
provisions contained therein. In any disciplinary action, on any registered estate agent, including
probationary estate agent, the Board will apply, the relevant Statement of the Standard in
conjunction with other provisions of the Valuers, Appraisers and Estate Agents Act 1981 and the
Valuers, Appraisers and Estate Agents Rules 1986, or on its own.
The non-mandatory Explanations to the Standards serve as elaborations of the Statements of each
Standard.
These Standards come into force on 1 September 1999 and shall apply to all registered estate
agents as well as probationary estate agents. These Standards will be subjected to periodic
amendments by the Board.
B). STANDARD 1 INSTRUCTIONS
1.1.0 INTRODUCTION
1.1.1. Instructions from the principal decide the scope of authority of the estate agent and
it is thus important that proper instructions are obtained.
1.1.2. Upon obtaining proper instructions the estate agent is obliged to provide the
principal with skilled and professional estate agency services. He is also obliged to
promote and protect the interest of the principal.
1.2.0 STATEMENTS OF STANDARD
1.2.1. In all types of estate agencies, the estate agent shall obtain prior written
instructions from the principal before commencement of the estate agency
assignment.
1.2.2. The written instructions shall include the name of the estate agency firm, the clear
identification of the subject property and the terms and conditions of the estate
agency engagement and the intended transaction.
1.2.3. Subsequent to the agreement on the terms and conditions of the engagement and
the transaction, the estate agent shall ensure that any variation of the said terms
and conditions shall also be rendered in writing and agreed to with the principal.
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1.2.4. All estate agents are encouraged to use the Board's Standard Forms on instructions,
MEAS1 to MEAS4 (see Standard 10)
1.2.5. In line with Rule 97, and when obtaining instructions from the principal the estate
agent shall not, where another estate agent has been exclusively appointed or
appointed as a sole agent, as evidenced by a signboard or any other form of
advertisement in any media referring specifically to the property:1.2.5.1
solicit for the same business;
1.2.5.2
accept instructions without verification from the previous estate
agent that his appointment has been terminated.
1.2.6. All estate agents are encouraged to obtain exclusive agencies from vendors or
lessors wherever possible and to point out very clearly to the principal his rights
and responsibilities in respect of the estate agency agreement.
1.2.7. An estate agent must give up his rights to any fee or commission if a prospective
party first introduced by him goes on to buy the property through another agent.
This applies only in circumstances where the second estate agent also has a similar
instruction as the first estate agent from the principal.
1.2.8. An estate agent must not directly or indirectly harass any person in order to gain
instructions and neither shall he repeatedly try to gain instructions in a way likely
to cause offence.
1.2.9. If the principal withdraws his instructions from an estate agent, the estate agent
must advise the principal of any circumstances in which he may have to pay more
than one fee and any continuing liability the principal may have to incur.
1.2.10. An estate agent must never misinterpret the value of a property in order to gain an
instruction.
1.3.0 EXPLANATIONS TO THE STANDARD
1.3.1. Rule 97 reads:- "A registered estate agent shall not engage in any practice or take
any action inconsistent with the agency of another registered estate agent."
1.3.2. Written instructions can either be in the form of written instructions from the
principal or written confirmation of instructions by the estate agent. Written
instructions from the principal refer to a formal and signed letter or document of
instructions from the principal that is addressed and communicated to the estate
agent. A written confirmation of instructions on the other hand refers to a formal
and signed letter or document that is prepared by the estate agent and sent to the
principal and confirmed by the principal as to the agreed terms and conditions of
instructions.
1.3.3. Terms and conditions of engagement refer to the agreed terms and conditions
appointing the estate agent whilst terms and conditions of the transaction refer to
agreed terms and conditions upon which the property will be purchased, sold,
secured for rent or lease or let.
1.3.4. For the purposes of item 1.2.8, the term "harass" means acting in a threatening or
oppressive manner likely to cause alarm, annoyance and/or distress.

C). STANDARD 2 THE ESTATE AGENCY OFFICE

2.1.0 INTRODUCTION
2.1.1. As estate agency is a recognized profession, the conduct of the business of the
profession should be from a proper office. This is essential in order to provide a
high standard of professional service to the public and to prevent the practice of
estate agency on a temporary or ad-hoc basis.
1.2.0 STATEMENTS OF STANDARD
2.2.1. Every firm, including every branch or other office of the firm, should operate from
a proper office.
2.2.2. Any office of any firm must be under the day to day management of an estate
agent
2.2.3. Branch offices of the firm should at all times be under the continuous management
of an estate agent unless otherwise allowed by the Board
2.2.4. No estate agent shall permit an Office Administrator or Negotiator or any other
person to carry on the duties and functions of an estate agent in his firm.
2.2.5. No estate agent shall operate any office including a branch office without obtaining
prior written approval from the Board
2.2.6. An estate agent may establish a site office of the firm where he markets properties
for a developer or an owner of a number of properties. However, the estate agent
should not conduct estate agency transactions other than the marketing of the said
properties from the site office
2.2.7. Where offices or premises are shared by an estate agent and persons not registered
as estate agents, the office or premise of the estate agent concerned shall be
partitioned off with a separate and distinct entrance from that of the person not
registered as an estate agent.
2.2.8. All estate agents shall notify and obtain approval of the Board on any change of
address of any office or branch of the firm within two weeks of such change.
2.2.9. All offices of the firm shall have proper signages and shall comply with the
following:2.2.9.1
The name and registration number of the firm;
2.2.9.2
All signages shall comply with the relevant local authoritys bylaws and the Boards Rules
2.2.10. All offices or branches of the firm must display the practicing certificate of the
firm and that of the managing estate agent.
2.2.11. Each of the offices or branches of the firm must have a proper administration
system including the maintenance of proper records
2.2.12. Each of the offices or branches of the firm shall maintain a proper accounting
system specially relating to the practice of estate agency and operate and maintain
a separate clients account
2.2.13. Each firm is required to have adequate professional indemnity cover.
2.2.14.An advertisement for staff shall comply with the following:2.2.14.1
the advertisement for staff should specify no more than the position
vacant, job specification, required qualification, the wages, the
name and address of the firm and the business of the firm;
2.2.14.2
the advertisement should not carry laudatory statement of the firm;
2.2.14.3
the advertisement should not carry mission statements and
quotations.
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2.2.15. It is the responsibility of the estate agent of any office of any firm to ensure that all
employees including all Negotiators are familiar with the provisions of the Act,
Rules and Standards and abide by them.
2.2.16. An estate agent shall not have his name appear as Consultant on the letterhead
of the firm or in any other documents.
2.2.17. No persons name shall appear as Associate on the letterhead of the firm of the
estate agents
2.3.0 EXPLANATIONS TO THE STANDARD
2.3.1. A proper office is defined as follows:2.3.1.1
It must be located in an area that is deemed appropriate as an office
under any Local Government law, by-law regulation or guideline;
2.3.1.2
It must be a business premises;
2.3.1.3
It must not be a place of residence such as an apartment,
condominium, a temporary place of abode or a house;
2.3.1.4
It must not be a temporary site office or a project office of a
particular project.
2.3.2. With regard to 2.2.6, a site office is distinguished from the main office of the firm
or a branch office of the firm. A site office is allowed only in situations where the
estate agent is involved in marketing properties within a particular property project.
2.3.3. Proper record means maintaining:2.3.3.1
registers of employees and negotiators;
2.3.3.2
registers of properties listed for sale/rent with the firm;
2.3.3.3
registers of prospects/properties wanted;
2.3.3.4
records of sales and lettings;
2.3.3.5
a proper accounting system;
2.3.3.6
proper clients accounts;
2.3.4. Wages under the Employees Provident Fund is defined as all remuneration in
money, due to an employee under his contract of service or apprenticeship whether
agreed to be paid monthly, weekly. daily or otherwise and includes any bonus or
allowance payable by the employer to the employee whether such bonus or
allowance is payable under his contract of service, apprenticeship or otherwise, but
does not include;2.3.4.1
Service charge;
2.3.4.2
Overtime payment;
2.3.4.3
Gratuity.
2.3.4.4
Retirement benefit.
2.3.4.5
Retrenchment, lay-off or termination benefits; or
2.3.4.6
Any traveling allowance or the value of any traveling concession.
2.3.5. By virtue of Standard 2.2.15 an estate agent cannot come before the Board in a
disciplinary action and plead that he was unaware of actions taken by his
Negotiator. The estate agent has to, by way of good management of his firm, at all
times, accept full responsibility for all actions of his Negotiators.

D). STANDARD 3 INSPECTION

3.1.0 INTRODUCTION
3.1.1. Inspections refer to the inspections of the property by prospective parties before
buying or renting a property.
3.1.2. Under the law of agency the agent must promote the interest of the principal. The
Board additionally requires that this promotion of the principal's interest to be
applied in fairness to all parties.
3.2.0 STATEMENT OF STANDARD
3.2.1. Upon commencing an instruction the estate agent should entertain queries
regarding the property by any prospective party.
3.2.2. An estate agent shall not, without obtaining prior approval of the principal, place
at a property any sign advertising the property "For Sale" or "To Let".
3.2.3. Prior to commencement of inspection by prospective parties the estate agent must
make all necessary arrangement as to proper time schedules, obtainment of keys
and obtainment of relevant permission from existing tenants, before inviting
prospective parties.
3.2.4. All inspections by prospective parties must be accompanied by a representative of
the firm.
3.2.5. Estate agents should take due care to ensure that only genuine prospective parties
are brought to inspect the property.
3.2.6. Estate agents are encouraged to ensure that every engagement for inspection is
documented and signed by the prospective party by using a Viewing Form,
preferably the Board's Standard Viewing Form, MEAS5 (see Standard 10).
3.2.7. All estate agents shall be fair and just to all parties in negotiations and in drafting
or assisting in drafting all letters, forms and agreements.
3.2.8. In cases of co-agency, the inspection of the property must at all times be with the
knowledge and under the overall supervision of the main listing estate agent.
3.2.9. An estate agent is obliged to communicate any offer received immediately to the
principal and offers must be communicated on the first-come, first-served basis.
The offer should preferably be communicated in writing. Alternatively a note
should be made in the files as the relevant details of the communication.
3.2.10. An estate agent, unless he is a registered valuer, shall not communicate in writing
to any person whosoever an opinion of value of a property which opinion may be
construed as a formal valuation within the meaning of the provisions of the Act
and Rules.
3.2.11. An estate agent shall not make any factually unsupportable statement of the
property listed for sale, purchase, letting or renting.
3.3.0 EXPLANATIONS TO THE STANDARD
3.3.1. Standard 3.2.2 should rid of the profession of "poster wars" that is the bane of the
profession at present.
3.3.2. Standard 3.2.6 encourage s that in every property inspection a record of details of
viewing by prospective parties is available.
3.3.3. An example of a factually unsupportable statement would be where the estate
agent represents that the adjacent land is for open space whereas this statement
was made without adequate knowledge or without checking with the relevant
authorities.
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E). STANDARD 4 - TYPES OF ESTATE AGENCIES/LISTINGS

4.1.0 INTRODUCTION
4.1.1. It is important for the principle, the estate agent and any other related third party to
be aware of the different types of agencies under which properties are listed, sold,
purchased, let or rented through estate agents.
4.1.2. It is equally important that the type of estate agency is agreed between the agent
and the principal prior to the estate agency appointment.
4.2.0 STATEMENTS OF STANDARD
4.2.1. Before accepting an agency appointment the estate agent shall take reasonable
steps to ensure that the principal is aware of the consequences of the type of estate
agency to be entered into and shall ensure that the principal is not put at risk of
being liable for two or more fees or commission.
4.2.2. Before accepting appointment as an exclusive or sole agent the estate agent the
estate agent shall advise the principal of the need to terminate any existing
exclusive or sole agency appointment.
4.2.3. Estate agents becoming aware of an exclusive or sole agency appointment and not
holding a current appointment from the principal shall direct any inquiry or
negotiation in respect of the property to the exclusive or sole agent and not the
principal.
4.2.4. When an estate agent accepts a sub-listing from a fellow estate agent, the agency
of the agent who offers the property shall be respected.
4.2.5. Any sub-listing secured through fellow estate agents shall not be passed to another
agent without the consent of the main listing estate agent.
4.2.6. The acceptance of an exclusive or sole agency places upon an estate agent the
strongest obligation to render a high degree of professional estate agency services.
If the estate agent is unable or unwilling to render such services he should decline
the exclusive or sole agency.
4.3.0 EXPLANATION TO THE STANDARD
4.3.1. For the purposes of 4.2.1 reasonable steps means that at a minimum the estate
agent must explain to the principal the differences between the various types of
agencies and its implications.
4.3.2. The various type of agencies are as follows:4.3.2.1 Exclusive Agency: This refers to the instruction from s principal to a
single estate agent to act on his behalf. The principal may make
introductions but will leave the closing of the transaction to the estate
agent. The principal must pay the appointed estate agent the agreed fee
even if the estate agent was not the effective cause of the transaction.
4.3.2.2 Sole Agency: Just as in exclusive agency, a single estate agent is
engaged. The principal may, however, wish to reserve the right to close
deals himself and is not obligated to pay the agent his fee in addition to
making introductions or an arrangement may be made for a discount in
fees where the principal plays an active role.
4.3.2.3 Sole Joint Agency: This is a variation of the Sole Agency. The estate
agent works together with the principal as a team and the fee is divided
on a pre-agreed formula. The principal has the flexibility to compensate
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additional estate agents and at the same time maintain the advantage of
having one estate agent in control.
4.3.2.4 Joint Agency: This is where more than one estate agent is appointed
and only the estate agent who closes the deals gets paid. The number of
agents appointed is limited and each is aware of the appointment of the
others.
4.3.2.5 Ad Hoc Basis or commonly referred to as "Open listing" In this case,
the principal can engage an unlimited number of estate agents on an
adhoc basis and fees are paid only on successful conclusion of the
estate agency transaction.
4.3.3. Apart from the types of agencies listed above the Board is aware of the practice of
co-agency or co-broking between estate agents. This is where the appointed estate
agent enlists the services of another estate agent(s) and shares the agency fees
accordingly. In such an instance the principal is usually not a party to the
arrangement. A more organised form of co-agency is Multiple Listing.
F). STANDARD 5 - CODE OF CONDUCT AND ETHICS
5.1.0 INTRODUCTION
5.1.1. The main purpose of the Code of Conduct and Ethics is to set out and enforce a
clear and coherent framework of ethical principles and practices which promotes
the duty of estate agents to discharge their obligations to the principal, employers,
colleagues and others with due care and with regard to the wider public interest.
5.1.2. Towards this end, the Code of Conduct and Ethics, sets out the standards of
behaviour required of estate agents in their provision of professional services and
business activities.
5.1.3. Hence, the Code of Conduct and Ethics provide a positive statement of
professional values and standard of conduct against which estate agents are
accountable to the Board, to their principal, employers, employees, colleagues and
the public at large.
5.1.4. The Code of Conduct and Ethics should be viewed upon as a transparent system of
conduct and values to which estate agents are expected to adhere to rather than a
set of restrictions. This is in the spirit of the concept of self-regulation practised by
the profession.
5.2.0 STATEMENTS OF STANDARD
5.2.1. An estate agent shall not conduct himself in such manner as to prejudice the
professional status or the reputation of the profession.
5.2.2. An estate agent shall be fully conversant with the Act and Rules, which must be
abided by and adhered to all times. He shall also have a sound knowledge of all
statutory provisions and procedures relation to real estate.
5.2.3. An estate agent shall render service to his client and his employer with absolute
fidelity and practice his profession with devotion to the high ideas of integrity,
honour and courtesy, loyalty to his country and include a spirit of fairness and
goodwill to his fellow employees and subordinates.
5.2.4. All estate agents need to be familiar with laws as they apply to real estate. He must
take care not to engage in activities considered to be within the ambit of the
practice of law and shall not give legal advice. He should recommend that his
principal obtain legal counsel for legal matters.
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5.2.5. An estate agent shall never publicly criticise his fellow estate agents or express an
opinion of a fellow estate agent's transaction.
5.2.6. An estate agent shall not indulge in speculative buying and selling of properties
listed with his firm and actively forbid his negotiators from doing so.
5.2.7. An estate agent shall not mislead prospective parties by concealing or withholding
material facts related to the property.
5.2.8. An estate agent shall not do or cause or allow to be done anything with a primary
motive of personal advertisement or anything calculated to suggest that it is so
motivated.
5.2.9. An estate agent shall nor sanction a publication either in the press or elsewhere of
his photograph as a prominent estate agent.
5.2.10. An estate agent shall not do or cause or allow to be done anything for the purpose
of soliciting directly or indirectly or which is calculated to suggest that it is done
for that purpose.
5.2.11. An estate agent shall, in his practice, avoid any conflict of interest.
5.2.12. All estate agents shall conduct themselves, so as to avoid any action which may
leas to a dispute or controversy with a fellow estate agent and should any dispute
or controversy arise the estate agents concerned shall make a determined
endeavour to settle it themselves.
5.2.13. An estate agent shall never make frivolous or vexatious complaints about other
estate agents.
5.2.14. If an estate agent is advertising for sale a property that is owned by the estate agent
himself or an employee or an associate of the firm the estate agent must, before
negotiations begin, immediately disclose these facts in writing to the prospective
purchaser.
5.2.15. An estate agent must make every attempt to avoid any conflict of interest, which
might not be in the best interest of the principal.
5.2.16. An estate agent shall not perform legal services, for a fee.
5.2.17. An estate agent shall not allow any unauthorised person to carry on estate agency
practice in his name without his direct and immediate control or without proper
supervision.
5.2.18. An estate agent shall not, while practicing his profession, carry on or engage in
any other trade or business, which are in conflict with the fittings, and proper
discharge of his professional duties. He must not hold, assume or consciously
accept a position in such trade or business in which his interest is in conflict with
his professional duties.
5.2.19. An estate agent shall not permit himself to be controlled or exploited by any
person or body corporate in any manner whatsoever.
5.2.20. An estate agent shall not practise any deception on third parties.
5.2.21. An estate agent shall put before prospective parties not represented by him any
relevant information/facts, of which he is aware, whether it is for or against his
principal.
5.2.22. An estate agent shall exercise a reasonable standard of skill and diligence normally
expected of his profession.
5.2.23. An estate agent shall prior to the acceptance of his appointment inform his
principal in writing of the conditions of engagement and the scale of professional
fees and charges to be applied.
5.2.24. An estate agent shall not attempt to supplant another registered estate agent who
has already been engaged by a principal nor must he compete with another estate
agent to secure a fee or commission by a reduction of fees or otherwise.
5.2.25. It is unethical for an estate agent to solicit a listing from the owner of a property
where there is a "For Sale" or "For Let" sign upon the property.
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5.3.0 EXPLANATIONS TO THE STANDARD

5.3.1. Conflict of interest includes but is not limited to the following situations:5.3.1.1 The estate agent must not keep from his principal or any other party
involved in an estate agency transaction, information of his personal
interest, be it direct or indirect.
5.3.1.2 Where the estate agent fails to disclose to the principal at the earliest
opportunity the possibility of the conflict, the circumstances surrounding it
and any other relevant facts.
It is advisable for estate agents to decline instructions from clients/principal where
there is a conflict of interest.
5.3.2. Disputes between estate agents should not be aired in any way whatsoever, in front
of third parties, including vendors, purchasers of the public. It must always be
remembered that the distasteful action of any estate agent reflects just as badly on
other estate agents as they do on him.
5.3.3. All estate agents shall ensure that they shall neither compromise nor impair their
integrity, their reputation and that of their profession, their high standard of
professional conduct expected of them and he reasonable standard of service
expected of them. An estate agent shall be open, transparent and accountable to his
principal/client, fellow employees, subordinates and colleagues.
5.3.4. Exercise a reasonable standard of skill and diligence under 5.2.22 means adopt
personal and professional standards demonstrating the qualities of proficiency,
expertise, knowledge, objectivity, perseverance and a degree of care expected of a
person in a given situation.
5.3.5. Examples of misrepresentation would include, but not limited to the following:5.3.5.1 Where an estate agent describes a purchaser as a "cash purchaser" where
he knows that the purchaser is dependent upon financing
5.3.5.2 To state that the property would fetch a higher price to the prospective
purchaser when in actual fact it is an untrue statement.
5.3.5.3 When the estate agent intentionally or by omission causes or permits a
prospective party to believe a thing to be true, when in fact it is not,
thereby inducing the prospective party to act upon such believe.
5.3.6. For the purpose of item 5.2.16 performing legal services would include drafting
Sale & Purchase Agreements, Tenancy Agreements and any other instruments for
a fee and that is ordinarily done by an Advocate and Solicitor.
G). STANDARD 6 - ADVERTISEMENT/MARKETING
6.1.0 INTRODUCTION
6.1.1. Advertising the property for sale, purchase, letting or renting is an important
aspect of the work of an agent and this aspect of the work requires essentially that
the advertising is done tastefully, professionally, with no mis-representation and
must not mislead the public as to the facts of the property.
6.1.2. Estate agents should recognise that the profession needs to maintain its goodwill
with the public and it is imperative not do to harm to the profession by advertising
in an unbecoming manner or without good taste.

6.2.0 STATEMENTS OF STANDARD

6.2.1. Estate agents must ensure that advertisements and public statements shall not
bring the profession into disrepute and that they are responsible, accurate and not
sensational in content.
6.2.2. An advertisement shall comply with the following conditions:6.2.2.1 That the said advertisement is not an intentional attempt to bring the
activities of the estate agent or his firm to the notice of the public;
6.2.2.2 That the said advertisement shall contain no comparative or superlative
description of his practice;
6.2.2.3 That the advertiser makes no claim to be an expert in any specialised field;
6.2.2.4 That the name of the advertiser is not printed with undue prominence; and
6.2.2.5 That the published information must be factual.
6.2.3. An estate agent is permitted to insert any announcements or felicitations in the
local press or mass media provided that his profession or his professional activity
is not disclosed.
6.2.4. All estate agents shall take all reasonable steps to ensure that any method of
advertising a marketing activity for which he may be held responsible is neither
inaccurate nor misleading nor likely to cause public offence and repeated
annoyance.
6.2.5. All estate agents must not replace another estate agent's signboard with his own
signboard, or remove another estate agent's signboard from a property without the
written permission of the principal.
6.2.6. All advertisements made by estate agents in promoting the sale, purchase letting or
renting of the property should be factually accurate and must not misrepresent
facts regarding the property in any manner.
6.2.7. All advertisement made by estate agents must display inter-alia the firm's
registration number, the firm's name and telephone number.
6.2.8. The advertisement should be tastefully done.
6.2.9. The advertisement should not be written in glowing terms, which overstate the
virtues of the property.
6.2.10. The advertisement should not explicitly solicit for business.
6.2.11. Corporate advertising is permitted under the following strict conditions :6.2.11.1The advertisement may state the name of the firm, the address, the
telephone numbers, the facsimile transmission number, the e-mail address
and the URL address.
6.2.11.2The advertisement may contain the services offered by the firm and must
not include claims that are laudatory in nature nor contain mission
statements.
6.2.11.3The advertisement must be in proper places and such places are magazines,
journals, calendars, diaries, cinemas, electronic media, beriteks, airports
and balloons. The express permission of the Board is required in
advertising in any other places other than mentioned herein.
6.2.11.4The advertisement should not contain any other statement or claim.
6.2.12. Flyers are permitted under the following conditions :6.2.12.1The flyer must not solicit for listings.
6.2.12.2The flyer must specify the type of property being sold or purchased or let
or wanted for renting.
6.2.12.3The flyer must as a minimum carry the name, registration number of the
firm, the telephone number of the firm and address of the firm and shall be
signed by the estate agent.
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6.2.12.4Every flyer must carry the following statement :- "Persons responding to

his flyer are not required to pay any estate agency fee whatsoever for
properties referred to in this flyer as this firm is already retained by a
particular principal".
6.2.12.5A typical flyer that Board considers proper is as shown in the attached
Form MEAS6 (see Standard 10).
6.2.13. Foreign estate agents shall engage the services of a local estate agent to jointly
market or sell foreign properties in Malaysia under the following conditions:6.2.13.1The local estate agent must obtain written permission from the Board
before the sale or marketing of the foreign property.
6.2.13.2The foreign party must declare to the Board the profit sharing arrangement
made with the local estate agent. In this respect any deviation from the
Seventh Schedule should be highlighted to the Board and its approval
should be obtained.
6.2.13.3The local estate agent must play a major role and actively participate in
the transaction.
6.2.13.4The local estate agent must have adequate knowledge of the property and
that country's framework of real estate law and practice before accepting
the assignments.
6.2.13.5Due prominence must be given to the local agent in all advertisements.
6.2.13.6The approval number given by the Board shall be prominently displayed
in all advertisements.
6.2.14. Directional signboards are permitted provided they comply with local authority
requirements.
6.2.15. No estate agent shall indicate in his signboard, nameplate or stationary that he is or
has been a member of any association or that he has been associated with any
person or organisation or with any particular cause or matter or that he specialises
in any particular type of work.
6.2.16. Estate agents are permitted to print and distribute business cards under the
following conditions:6.2.16.1The business card shall be in conformity with Rule 118.
6.2.16.2In addition photographs and mission statements are allowed.
6.2.17. The firm may produce brochures provided they are in compliance with Rule 116.
6.2.18. Sponsorships are permitted provided the approval of the Board is obtained.
6.2.19. Posters and sign boards are permitted under the following conditions:6.2.19.1They must be in compliance with Rule 122.
6.2.19.2Posters advertising the sale or letting of the property must not be put up or
erected or pasted on the property without the written permission of the
owner of the property.
6.2.19.3Posters and signboards advertising the property must be tastefully done.
6.2.19.4Each poster and signboard must have the name, registration number and
telephone numbers of the firm. No estate agent shall allow his practice to
be controlled in any manner what soever by a non- registered person with
particular respect to advertising, promotion, marketing or management.
6.2.20. All estate agents shall not use blind advertisements, that is, advertisements that do
not use the firm's name.
6.2.21. An estate agent may print the name and address of his firm and description as
"Estate Agent" on his greeting card.
6.2.22. An estate agent may be described as the Vendor's marketing agent by name and
address in a developer's brochure relating to a housing estate, provided undue
prominence is not given to the estate agent.
11

6.2.23. A "For Sale" or "To Let" sign should be removed from a property within (7) seven
days of an unconditional sale or rent being effected, unless special circumstances
warrant the retention of such a sign.
6.3.0 EXPLANATIONS TO THE STANDARD
6.3.1. Factual advertisements can have modern marketing aspects.
6.3.2. Should not overstate/oversell the property means basically that the estate agent
should, with the use of as few words as possible paint a word picture of the
advantages to be gained by owning a particular property.
6.3.3. Immediately means as soon as is reasonably practicable in the circumstance.
6.3.4. A cardinal principle is the need for care and accuracy on the estate agent's part, in
what he says and what he writes, not only to be true but not to be misleading by
being incomplete or biased on the particular subject and if he is in doubt to leave it
out.
6.3.5. The estate agent should consider it worthwhile, as a precaution, sending draft
particulars to principals and asking them to advise them urgently if they have
reason to believe that any statement is inaccurate or misleading.
H). STANDARD 7 - ESTATE AGENCY FEES
7.1.0 INTRODUCTION
7.1.1. Estate agency fees or commission is based on the Seventh Schedule of the Rules.
7.1.2. In addition to the fees or commission, the estate agent is entitled to claim, again in
accordance with the Seventh Schedule of the Rules, costs of printing, plans copies
of documents, lithography, travelling (only where the distance between the agent's
office and the property is 40 kilometres), other expenses actually incurred, cost of
media advertisements, signboards, brochures and other promotional materials.
7.1.3. Estate agency comes under the Law of Contract and estate agency fees are
generally dependent upon the agency agreement between the estate agent and the
principal. It is thus important for the estate agent to always obtain written
instructions from the principal before commencement of the estate agency
assignment.
7.2.0 STATEMENTS OF STANDARD
7.2.1. The first rule in so far as estate agency fees are concerned is that it depends upon
the terms and conditions of the agreement between the estate agent and the
principal.
7.2.2. When there is no agreement, written or otherwise, between the estate agent and the
principal then fees are generally due upon the creation of a binding contract
between the parties to the estate agency transaction.
7.2.2.1 If the sale and purchase agreement or letting agreement is unconditional,
the estate agency fee is due upon the signing of the sale and purchase
agreement or letting agreement.
7.2.2.2 Where the sale and purchase agreement or letting agreement is conditional,
the estate agency fee is due when the last of the conditions are met i.e.
when the agreement becomes unconditional.

12

7.2.3.

7.2.4.

7.2.5.
7.2.6.

7.2.2.3 Notwithstanding 7.2.2.2, the estate agent and the principal may agree to
vary from the general rule and agree to specific terms and conditions on
payment of fees. Such an agreement must be in writing.
If the principal to the estate agent aborts the deal either after the signing of an
unconditional Sale and Purchase Agreement or Letting Agreement or after a
Conditional Agreement becomes unconditional, then the estate agent is entitled to
the full estate agency fee.
If the other party to the deal aborts and the principal to the estate agent forfeits the
deposit or receives compensation the estate agent is entitled to claim 50% of the
full fee or 50% of the forfeited deposit/compensation received, whichever is the
lower.
The computation of fees payable for any transaction shall be as per the Seventh
Schedule of the Rules.
In addition to the fees payable to the estate agent for any services rendered, the
estate agent shall also be entitled to be reimbursed by the principal for the
disbursements actually incurred, in accordance with the Seventh Schedule of The
rules.

7.3.0 EXPLANATIONS TO THE STANDARD

7.3.1. Statement 7.2.1 would be in line with the common law on agency.
7.3.2. A binding contract can come either, when a sale and purchase or letting agreement
is signed, or by way of an option to buy or written agreement to enter into a
contract.
7.3.3. The term Agreement referred to in item 7.2.3 and inferred to in item 7.2.4 includes
a valid and enforceable option to buy or a written agreement to enter into a
contract.
7.3.4. An example of an unconditional agreement is where no approvals are required
from the ForeignInvestment Committee, the Securities Commission, Shareholders,
or other relevant authorities or conditions.
7.3.5. Estate Agents are not entitled to deduct estate agency fees due to them from
monies kept with them as stakeholders.
7.3.6. An estate agent shall not charge fees more than those prescribed in the Seventh
Schedule of the Rules.
I). STANDARD 8 CLIENTS ACCOUNT
8.1.0 INTRODUCTION
8.1.1. Many estate agents by the very nature of their practice hold money belonging to
other people. It is therefore appropriatethat there should be Standards dealing with
estate agents accounts and the hamdling of clients money. The purpose of
maintaining a clients account is to ensure that monies entrusted to registered
persons are:8.1.1.1 paid into a separate designated account
8.1.1.2 properly recorded in the accounts maintained by the registered estate agent.
8.1.1.3.properly monitored
8.1.2. The fiduciary duties of the estate agent are matters the Board views very seriously.
Accordingly, breach of the Act, Rules and Standards in respect of fiduciary
obligations will be dealt with severely by the Board.
13

8.2.0 STATEMENTS OF STANDARD

8.2.1. Every estate agent who holds or receives clients money shall keep at least one
clients account.
8.2.2. Every estate agent who holds or receives clients money shall without delay pay
such money into the clients account.
8.2.3. Notwitstanding the provisions of the Standards, an estate agent shall not be
obliged to pay into a clients account money held or received by him:8.2.3.1 which is received by him in the form of cash and is without delay paid in
cash in the ordinary course of business to the principal or client or a third
party.
8.2.3.2 which is received by him in the form of a cheque or draft, which is
endorsed over in the ordinary course of business to the principal or client
or a third party.
8.2.3.3 which he pays into a separate banking account opened in the name of the
principal or client or some persons named by the principalor client.
8.2.4. Every estate agent shall only withdraw monies from a clients account in the
circumstances as laid down in Rule 53.
8.2.5. Every estate agent who maintains a clients account in the form of an interest
bearing deposit account shall account to such principal or client for the interest
earned by such an account.
8.2.6. An estate agent who operates a clients account shall adequately extend insurance
cover for the clients money.
8.2.7. An estate agent shall once in each period of 12 months deliver to the Board:8.2.7.1 A certificate signed by him that during that period covered there by he did
or did not receive or hold clients money.
8.2.7.2 If he did an auditors report issued by a firm of recognized professional
auditors.
8.2.8. An estate agent must be able to account immediately for all monies he has holding
on behalf of a principal or client.
8.2.9. An estate agent shall not deduct any cost or charges from any clients money he
holds unless the principal or client has given written authority to do so.
8.2.10. No money shall be drawn from a clients account except by:8.2.10.1
A cheque drawn in favour of the vendor, purchaser, landlord or
tenant or any other party as duly authorized by the principal.
8.2.10.2
A transfer to a bank account in the name of the vendor, purchaser,
landlord or tenant or any other party as duty authorized by the
principal.
8.2.11. In the case of an registered estate agent who has two or more places of business
( i.e.branches or subsidiary companies) he shall produce:8.2.11.1
Separate accounting periods covered by separate certificates and
the accountings period may be adopted in respect of each place of
business; and
8.2.11.2
the accountants report or reports delivered by him in each year
shall cover all clients money held or received by him.
8.2.12. No sum shall be transferred from the account of a principal or client to that of
another except in circumstances in which it would have been permissible under
the Rules to have withdrawn from a clients account the sum transferred from the
first principal or client and to have paid into a clients account the sum transferred
to the second principal or client.
8.2.13. Every signatory to a clients account must be one or more of the following:14

8.2.13.1
8.2.13.2
8.2.13.3
8.2.13.4

The Registered Estate Agent in the case of a sole-proprietorship

A Partner in the case of a partnership
A director in the case of a body corporate
An accountant employed by the registered estate agent.

8.3.0 EXPLANATIONS TO THE STANDARD

8.3.1. It is absolutely necessary that the clients money and the operating account should
be kept separate.
8.3.2. Without delay means within a short period as is reasonably practicable in the
circumstances from the moment from what is to be done can reasonable be done.
8.3.3. A register of all clients accounts must be maintained. These accounts and records
must be such as to show in any particular case:8.3.3.1
the amount received
8.3.3.2
the name and address of the payer
8.3.3.3
whether the sum received is a contract or a pre-contract deposit and
in any case, whether it includes any sum in respect of a connected
contract
8.3.3.4
the capacity in which the sum is received
8.3.3.5
where different from (8.3.4.2) above, the identity of the person for
whom the sum is being received
8.3.3.6
date of receipt.
8.3.4. Adequacy of cover means if a claim is made against the firm the insurance must be
sufficient to meet the said claim.
8.3.5. Payments to or on behalf of a principal or client should as far as possible, always
be made by means of a crossed cheque.
J). STANDARD 9 - NEGOTIATORS
9.1.0 INTRODUCTION
9.1.1. Negotiators are not given explicit recognition in the Act or Rules but are
informally recognized by the Board as assistants engaged by estate agents in their
practice of estate agency. They are usually salespersons who themselves are paid a
fee or commission based upon conclusion of a successful estate agency transaction.
Negotiators can also be under the direct employment of estate agents and be paid
salaries rather than fees or commissions.
9.1.2. Since Negotiators are persons who come into contact with the public in many
estate agency transactions the manner in which they are directed and supervised by
the estate agent is of concern to the Board.
9.1.3. Generally the Board requires of estate agents to ensure that Negotiators assist in
the conduct of the practice of estate agency in full compliance with the provisions
of the Act, Rules and these Standards.
9.1.4. In any disciplinary action against an estate agent a plea in mitigation founded on
the claim that the estate agent was unaware of wrongful actions by the Negotiator
will not be acceptable and neither will it be a defence.

15

9.2.0 STATEMENTS OF STANDARD

9.2.1. Estate agents should ensure that all Negotiators engaged by them should work
under their direction and supervision.
9.2.2. Estate agents should ensure that Negotiators do not operate independently of the
firm.
9.2.3. Estate agents should ensure that all Negotiators are FULL-TIME Negotiators and
not PART-TIME Negotiators
9.2.4. Estate agents should ensure that Negotiators recognize those activities that are
beyond their legal and practical limitations and that they recommend that such
services be obtained from the professional concerned when necessary.
9.2.5. Estate agents should ensure that the Negotiators display his duty to be loyal to his
employer and not make secret profits nor act for both parties in a transaction
without the written consent of both.
9.2.6. Estate agents should ensure that Negotiators supply to prospective parties all
information as to the probable length of the transaction and avoid anything that
may tend to mislead a party not represented by them
9.2.7. Estate agents shall ensure that Negotiators do not when offering a property for sale,
purchase, let or rent, quote a price different from that agreed upon with the
principal.
9.2.8 The Estate agent should ensure that Negotiators works for only one estate agent at
any one time, usually under a contractual or employment agreement.
9.2.9. While Negotiators may perform some or all of the necessary negotiations in an
estate agency transaction, the estate agent remains responsible to the principal for
carrying out the estate agency instruction.
9.2.10. An estate agent should provide adequate training to his Negotiators so as to ensure
the display of positive characteristics by his Negotiators in dealing with the public.
9.2.11. Estate agents shall ensure that a Negotiator negotiating on behalf of the estate
agent shall be adequately acquainted with all material facts of the property in
discussion.
9.2.12. The remuneration of a Negotiator shall be in the aggregate no more than 40% of
the total fees or commission received in any one particular estate agency
transaction. However the 40% shall exclude salaries and bonuses.
9.2.13. Estate agents should ensure that Negotiators who in any manner whatsoever have
interests in the property that is listed with the firm whether directly or indirectly
shall as soon as practicable make to the estate agent a declaration in writing as to
the nature and extent of his interest.
9.2.14. Except with the express permission of the Board, no estate agent shall have more
than 20 Negotiators at any one time.
9.2.15. If any allegation is made as to the misconduct of a Negotiator and the estate agent
after inquiring into the allegation is satisfied that the Negotiator is unfit to be a
Negotiator he shall terminate the services or discharge the Negotiator and cause an
announcement to be published in the local newspapers.
9.2.16. Every estate agent shall keep a register of all their Negotiators with the dates of
their respective appointment and fees or commissions paid
9.2.17. Estate agents shall ensure that Negotiators do not sign any formal estate agency
letter or document nor advertise on behalf of the estate agent.
9.3.0 EXPLANATIONS TO THE STANDARD
9.3.1. The Standards make it clear that at all times Negotiators should be under the direct
control and supervision of the Estate Agent. This should put an end to previous
16

instances in practices where Negotiators operated on an independent basis and

with the estate agent merely concerning himself with collecting his agreed share of
the fee or commission.
9.3.2. As a matter of policy, it is not the intention of the Board to regulate the
Negotiators. The Board regulates the estate agent who is expected to have direct
control and supervision of the Negotiator and accept full responsibility for the
actions of the Negotiator.
9.3.3. With regard to Standard 9.2.14 if an office of the firm has 5 estate agents then that
office of the firm is allowed to have 100 Negotiators.
9.3.4. With the introduction of these Standards, the Boards previous Circulars, namely
Circular 10/95, Circular 11/96 and Circular 2/98 are supercede.
K). STANDARD 10 STANDARD FORMS
10.1.0 Reference Number Form
10.1.1 MEAS1

Appointment to act as an Estate Agent to Secure a Purchaser

10.1.2 MEAS2

Appointment to act as an Estate Agent to Secure a Tenant

10.1.3 MEAS3

Appointment to act as an Estate Agent to Secure a Property

for purchase

10.1.4 MEAS4

Appointment to act as an Estate Agent to Secure Premises for Rent

10.1.5 MEAS5

Viewing form

10.1.6 MEAS6

Typical Flyer

17

10.1.1 MEAS1
To:
NAME OF REGISTERED ESTATE AGENTS: _______________________________________
ESTATE AGENCY FIRM
: _______________________________________
ESTATE AGENTS REGISTRATION NO. : _______________________________________
ESTATE AGENCY FIRMS REG. NO.
: _______________________________________
ADDRESS OF ESTATE AGENCY FIRM
: _______________________________________
______________________________________________________________________________
APPOINTMENT TO ACT AS AN ESTATE AGENT
(TO SECURE A PURCHASER)
I/We_______________________________________ NRIC No. _________________________
of ___________________________________________________________________________
do hereby appoint you to secure a purchaser for the property known as _____________________
______________________________________________________________________________
(hereinafter referred to as the Property). In acting as Estate Agent you are permitted to display
signboards/advertise in the media/send out flyers and promote generally the sale of the property,
subject to the following terms:1. The asking price of the Property shall be Malaysian Ringgit ____________________________
__________________________________________________ (RM _______________________ )
only or such other sum as may be subsequently agreed to by me/us as vendor(s) subject to the
following payment terms and conditions:a).
Earnest deposit on acceptance of offer _________________________________________.
b).
On signing of Sale & Purchase Agreement _____________________________________.
c).
After signing, the balance to be paid within _____________________________________.
d).
With/Without vacant possession
e).
Other terms and conditions include ___________________________________________
______________________________________________________________________________
______________________________________________________________________________.
2. This appointment is on the basis of exclusive/sole/sole joint/joint/ad hoc. (See Explanatory
Notes).
3. This appointment shall be valid for ___________ days from the date of this appointment.
4. I/We hereby agree to pay to you:a).
a fee of Malaysian Ringgit __________________________________________________
(RM ________________/ ___________%) of the sale payable upon _________________
________________________________________________________________________.
b).
You are also entitled to:i.
costs of printing, plans, copies of documents, lithography, traveling (only where
the distance between the agents office and the property is more than 40km) and
other expenses actually incurred;
ii.
costs of media advertisements, signboards, brochures or other promotional
materials;
iii.
costs of private auction conducting a tender, open house, exhibitions and tele and
electronic marketing services.

18

Total costs under (4b) i, ii and iii shall not exceed Malaysian Ringgit ________________
________________________________________________ (RM ___________________)
And is payable on receipt of a statement of accounts even in the event of the transaction
not being successfully concluded.
5. This appointment is given to you in my/our capacity as the:
i).
Registered proprietor
ii).
Attorney of the registered proprietor pursuant to a Power of Attorney dated the __
______day of ________(month) ________(year)and registered at the __________
_____________________ High Court Registration No ______________________.
iii).
Trustee for the legal owners who are ____________________________________.

Signature

Witnessed by :

Name
Designation
Co Stamp/
Address
Date

:
:
:

Name
NRIC No.
Address

:
:
:

Date

I/WE _____________________________ ( Registration Number of Estate Agent/Registration

Number of Firm) _____________________ acknowledge and accept the above appointment.
_______________________________
Name
:
Registration No:

Date :

EXPLANATORY NOTES
TYPES OF AGENCY
i).
EXCLUSIVE AGENCY This refers to the instruction from a principal to a single estate
agent to act on his behalf. The principal may make introductions but will leave the closing of the
transaction to the estate agent. The principal must pay the appointed estate agent the agreed fe
even if the estate agent was not the effective cause of the transaction.
ii).
SOLE AGENCY Just as in exclusive agency, a single estate agent is engaged. The
principal may, however, wish to reserve the right to close deals himself and is not obligated to
pay the agent his fee in addition to making introductions or an arrangement may be made for a
discount in fees where the principal plays an active role.
iii).
SOLE JOINT AGENCY This is a variation of the Sole Agency. The estate agent works
together with the principal as a team and the fee is divided on a pre-agreed formula. The principal
has the flexibility to compensate additional estate agents and at the same time maintain the
advantage of having one estate agent in control.
iv).
JOINT AGENCY This is where more than one estate agent is appointed and only the
estate agent who closes the deals get paid. The number of agents appointed is limited and each is
aware of the appointment of the others.
v).
AD HOC BASIS OR COMMONLY REFERRED TO AS OPEN LISTING In this case,
the principal can engage an unlimited number of estate agents on an adhoc basis and fees are paid
only on successful conclusion of the estate agency transaction.
19

10.1.2 MEAS2
To:
NAME OF REGISTERED ESTATE AGENTS: _______________________________________
ESTATE AGENCY FIRM
: _______________________________________
ESTATE AGENTS REGISTRATION NO. : _______________________________________
ESTATE AGENCY FIRMS REG. NO.
: _______________________________________
ADDRESS OF ESTATE AGENCY FIRM
: _______________________________________
______________________________________________________________________________
APPOINTMENT TO ACT AS AN ESTATE AGENT
(TO SECURE A TENANT)
I/We_______________________________________ NRIC No. _________________________
of ___________________________________________________________________________
do hereby appoint you to secure a tenant for the property known as _____________________
______________________________________________________________________________
(hereinafter referred to as the Property). In acting as Estate Agent you are permitted to display
signboards/advertise in the media/send out flyers and promote generally the sale of the property,
subject to the following terms:1. The total annual/monthly rental of the said Property shall be Malaysian Ringgit ____________
__________________________________________________ (RM _______________________ )
only or such other sum as may be subsequently agreed to by me/us as landlord(s) subject to the
following payment terms and conditions:a).
Security deposit on acceptance of offer ________________________________________.
b).
Rental deposit
________________________________________.
c).
Utilities deposit
________________________________________.
d).
Intend tenure of Tenancy is ___years with option to renew for a further period of ___years
e).
Furnished/Unfurnished/Partly furnished ( Inventory list attached)
e).
Other terms and conditions include ___________________________________________
______________________________________________________________________________
______________________________________________________________________________.
2. This appointment is on the basis of exclusive/sole/sole joint/joint/ad hoc. (See Explanatory
Notes).
3. This appointment shall be valid for ___________ days from the date of this appointment.
4. I/We hereby agree to pay to you:a).
a fee of Malaysian Ringgit __________________________________________________
(RM ___________________/ equivalent to _______ months rental), payable upon
___________________________________________________________________.
b).
You are also entitled to:i.
costs of printing, plans, copies of documents, lithography, traveling (only where
the distance between the agents office and the property is more than 40km) and
other expenses actually incurred;
ii.
costs of media advertisements, signboards, brochures or other promotional
materials;
iii.
costs of private auction conducting a tender, open house, exhibitions and tele and
electronic marketing services.
20

Total costs under (4b) i, ii and iii shall not exceed Malaysian Ringgit ________________
________________________________________________ (RM ___________________)
And is payable on receipt of a statement of accounts even in the event of the transaction
not being successfully concluded.
5. This appointment is given to you in my/our capacity as the:
i).
Registered proprietor
ii).
Attorney of the registered proprietor pursuant to a Power of Attorney dated the __
______day of ________(month) ________(year)and registered at the __________
_____________________ High Court Registration No ______________________.
iii).
Trustee for the legal owners who are ____________________________________.

Signature

Witnessed by :

Name
Designation
Co Stamp/
Address
Date

:
:
:

Name
NRIC No.
Address

:
:
:

Date

I/WE _____________________________ ( Registration Number of Estate Agent/Registration

Number of Firm) _____________________ acknowledge and accept the above appointment.
___________________________
Name
:
Registration No:

Date:

EXPLANATORY NOTES
TYPES OF AGENCY
i).
EXCLUSIVE AGENCY This refers to the instruction from a principal to a single estate
agent to act on his behalf. The principal may make introductions but will leave the closing of the
transaction to the estate agent. The principal must pay the appointed estate agent the agreed fe
even if the estate agent was not the effective cause of the transaction.
ii).
SOLE AGENCY Just as in exclusive agency, a single estate agent is engaged. The
principal may, however, wish to reserve the right to close deals himself and is not obligated to
pay the agent his fee in addition to making introductions or an arrangement may be made for a
discount in fees where the principal plays an active role.
iii).
SOLE JOINT AGENCY This is a variation of the Sole Agency. The estate agent works
together with the principal as a team and the fee is divided on a pre-agreed formula. The principal
has the flexibility to compensate additional estate agents and at the same time maintain the
advantage of having one estate agent in control.
iv).
JOINT AGENCY This is where more than one estate agent is appointed and only the
estate agent who closes the deals get paid. The number of agents appointed is limited and each is
aware of the appointment of the others.
v).
AD HOC BASIS OR COMMONLY REFERRED TO AS OPEN LISTING In this case,
the principal can engage an unlimited number of estate agents on an adhoc basis and fees are paid
only on successful conclusion of the estate agency transaction.
21

10.1.3 MEAS3
To:
NAME OF REGISTERED ESTATE AGENTS: _______________________________________
ESTATE AGENCY FIRM
: _______________________________________
ESTATE AGENTS REGISTRATION NO. : _______________________________________
ESTATE AGENCY FIRMS REG. NO.
: _______________________________________
ADDRESS OF ESTATE AGENCY FIRM
: _______________________________________
______________________________________________________________________________
APPOINTMENT TO ACT AS AN ESTATE AGENT
(TO SECURE A PROPERTY FOR PURCHASE)
I/We_______________________________________ NRIC No. _________________________
of ___________________________________________________________________________
do hereby appoint you to secure a property (hereinafter referred to as the Property) for
purchase. In acting as Estate Agent you are permitted to display signboards/advertise in the
media/send out flyers, subject to the following terms:1. The total consideration for the said Property shall not exceed Malaysian Ringgit ___________
__________________________________________________ (RM _______________________ )
only or such other sum as may be subsequently agreed to.
2. This appointment is on the basis of exclusive/sole/sole joint/joint/ad hoc. (See Explanatory
Notes).
3. A brief description of the type of property and location required is as follows ______________
______________________________________________________________________________
______________________________________________________________________________.
4. This appointment shall be valid for ___________ days from the date of this appointment.
5. I/We hereby agree to pay to you:a).
a fee of Malaysian Ringgit __________________________________________________
(RM ________________/ ___________% of the transacted price) payable upon _______
________________________________________________________________________.
b).
You are also entitled to:i.
costs of printing, plans, copies of documents, lithography, traveling (only where
the distance between the agents office and the property is more than 40km) and
other expenses actually incurred;
ii.
costs of media advertisements, signboards, brochures or other promotional
materials;
iii.
costs of private auction conducting a tender, open house, exhibitions and tele and
electronic marketing services.
Total costs under (5b) i, ii and iii shall not exceed Malaysian Ringgit ________________
________________________________________________ (RM ___________________)
and is payable on receipt of a statement of accounts even in the event of the transaction
not being successfully concluded.
5. This appointment is given to you in my/our capacity as the prospective purchaser(s)
22

Signature

Witnessed by :

Name
Designation
Co Stamp/
Address
Date

:
:
:

Name
NRIC No.
Address

:
:
:

Date

I/WE _____________________________ ( Registration Number of Estate Agent/Registration

Number of Firm) _____________________ acknowledge and accept the above appointment.
_______________________________
Name
:
Registration No:

Date:

EXPLANATORY NOTES
TYPES OF AGENCY
i).
EXCLUSIVE AGENCY This refers to the instruction from a principal to a single estate
agent to act on his behalf. The principal may make introductions but will leave the closing of the
transaction to the estate agent. The principal must pay the appointed estate agent the agreed fe
even if the estate agent was not the effective cause of the transaction.
ii).
SOLE AGENCY Just as in exclusive agency, a single estate agent is engaged. The
principal may, however, wish to reserve the right to close deals himself and is not obligated to
pay the agent his fee in addition to making introductions or an arrangement may be made for a
discount in fees where the principal plays an active role.
iii).
SOLE JOINT AGENCY This is a variation of the Sole Agency. The estate agent works
together with the principal as a team and the fee is divided on a pre-agreed formula. The principal
has the flexibility to compensate additional estate agents and at the same time maintain the
advantage of having one estate agent in control.
iv).
JOINT AGENCY This is where more than one estate agent is appointed and only the
estate agent who closes the deals get paid. The number of agents appointed is limited and each is
aware of the appointment of the others.
v).
AD HOC BASIS OR COMMONLY REFERRED TO AS OPEN LISTING In this case,
the principal can engage an unlimited number of estate agents on an adhoc basis and fees are paid
only on successful conclusion of the estate agency transaction.

23

10.1.4 MEAS4
To:
NAME OF REGISTERED ESTATE AGENTS: _______________________________________
ESTATE AGENCY FIRM
: _______________________________________
ESTATE AGENTS REGISTRATION NO. : _______________________________________
ESTATE AGENCY FIRMS REG. NO.
: _______________________________________
ADDRESS OF ESTATE AGENCY FIRM
: _______________________________________
______________________________________________________________________________
APPOINTMENT TO ACT AS AN ESTATE AGENT
(TO SECURE PREMISES FOR RENT)
I/We_______________________________________ NRIC No. _________________________
of ___________________________________________________________________________
do hereby appoint you to secure premises with a view to rent. In acting as Estate Agent, you are
permitted to advertise in the media/send out flyers in order to secure the premises required,subject
to the following terms and conditions:1. The annual/monthly rental shall not exceed Malaysian Ringgit __________________________
__________________________________________________ (RM _______________________ )
only or such other sum as may be subsequently agreed to by me/us as tenant(s) subject to the
following payment terms and conditions:2. This appointment is on the basis of exclusive/sole/sole joint/joint/ad hoc. (See Explanatory
Notes).
3. A brief description of the type of Property and location required is as follow:- _____________
______________________________________________________________________________.
4. This appointment shall be valid for ___________ days from the date of this appointment.
5. I/We hereby agree to pay to you:a).
a fee of Malaysian Ringgit __________________________________________________
(RM _____________________/ ________% of the gross anniual rental), payable upon
___________________________________________________________________.
b).
You are also entitled to:i.
costs of printing, plans, copies of documents, lithography, traveling (only where
the distance between the agents office and the property is more than 40km) and
other expenses actually incurred;
ii.
costs of media advertisements, signboards, brochures or other promotional
materials;
iv.
costs of private auction conducting a tender, open house, exhibitions and tele and
electronic marketing services.
Total costs under (5b) i, ii and iii shall not exceed Malaysian Ringgit ________________
________________________________________________ (RM ___________________)
and is payable on receipt of a statement of accounts even in the event of the transaction
not being successfully concluded.
6. This appointment is given to you in my/our capacity as theprospective tenant(s)
24

Signature

Witnessed by :

Name
Designation
Co Stamp/
Address
Date

:
:
:

Name
NRIC No.
Address

:
:
:

Date

I/WE _____________________________ ( Registration Number of Estate Agent/Registration

Number of Firm) _____________________ acknowledge and accept the above appointment.
___________________________
Name
:
Registration No:

Date:

EXPLANATORY NOTES
TYPES OF AGENCY
i).
EXCLUSIVE AGENCY This refers to the instruction from a principal to a single estate
agent to act on his behalf. The principal may make introductions but will leave the closing of the
transaction to the estate agent. The principal must pay the appointed estate agent the agreed fe
even if the estate agent was not the effective cause of the transaction.
ii).
SOLE AGENCY Just as in exclusive agency, a single estate agent is engaged. The
principal may, however, wish to reserve the right to close deals himself and is not obligated to
pay the agent his fee in addition to making introductions or an arrangement may be made for a
discount in fees where the principal plays an active role.
iii).
SOLE JOINT AGENCY This is a variation of the Sole Agency. The estate agent works
together with the principal as a team and the fee is divided on a pre-agreed formula. The principal
has the flexibility to compensate additional estate agents and at the same time maintain the
advantage of having one estate agent in control.
iv).
JOINT AGENCY This is where more than one estate agent is appointed and only the
estate agent who closes the deals get paid. The number of agents appointed is limited and each is
aware of the appointment of the others.
v).
AD HOC BASIS OR COMMONLY REFERRED TO AS OPEN LISTING In this case,
the principal can engage an unlimited number of estate agents on an adhoc basis and fees are paid
only on successful conclusion of the estate agency transaction.

25

10.1.5 MEAS5

VIEWING FORM
NAME OF COMPANY/FIRM
PROP. REF: ______________________________
1). ______________________________________
2). ______________________________________
3). ______________________________________
4). ______________________________________

FORM V
NEGOTIATOR: ________________

VIEWERS ACKNOWLEDGEMENT ON PROPERTIES

INSPECTED TO LET/PURCHASE
Prospective Tenant/Purchaser _____________________________Appointment Date__________
Time_________ Tel. Office _______________ House________________Mobile ____________
Car No. ________________ Attended by ____________________________________________
Venue ________________________________________________________________________
ADDRESS OF
PROPERTIES
1. _______________________
2. _______________________
3. _______________________
4. _______________________

RENTAL/
PURCHASE PRICE
__________________
__________________
__________________
___________________

COMMENT AFTER
VIEWING
________________________
________________________
________________________
________________________

I/We acknowledge and confirm that I/We have inspected the above-mentioned property/
properties were obtained through the efforts and services rendered by (name of firm):
______________________________________________________________________________
Should I/We, my nominee or company in which I have an interest in, be interested on any of the
above properties, I will negotiate with the owner through (name of firm/company) ____________
_________________________________________________________________________ only.
_________________
PROSPECTIVE
TENANT/PURCHASE
DATE :

____________________
NEGOTIATOR

__________________
NAME OF FIRM/
COMPANY (REG NO.)

Acknowledgement from Negotiator

I, ____________________________________________I/C NO. _________________________
As negotiator of (name of firm/company) ____________________________________________
Have on this day __________ accepted and received a _____________ cheque No. ___________
For the sum of RM__________ (Malaysian Ringgit ____________________________________)
From _____________________________________as payment/part payment of the initial rental/
sales deposit for above premises, subject to execution of Tenancy / Sale&Purchase Agreement
Acknowledged & Received by
__________________________
Negotiator
Name :
Date :

______________________________
Name Of Company/Firm:
Reg No.
:
Date
:
26

10.1.6 MEAS6

TYPICAL FLYER
(LETTERHEAD OF FIRM)
(Name of Estate Agency Firm &
Firms Registration Number)
(Address of Estate Agency Firm )

DATE:

To
_____________________________________
_____________________________________
______________________________________
RE: __________________________________________________________________WANTED
We act as estate agents for a party who wishes to sell/purchase/let/rent a ____________________
______________________________________________________________________________
In ______________________________________ and invite persons or parties interested in
selling /purchasing/letting/renting their property.
Persons or parties responding to this flyer are not required to pay any estate agency fee
whatsoever for properties referred to in this flyer as this firm is already retained by a particular
principal.
Kindly contact __________________________________________________________________
at ___________________________________________________________________________
with full details of the property.

________________________________
Signature
Name of Estate Agent
:
Registered Number of Estate Agent :

27