The real estate market of 2025 is a far cry from the frenzy of the past. The series of interest rate hikes initiated by the Federal Reserve in previous years has settled into a new normal, creating a more balanced and competitive landscape. With financing costs higher and buyers more discerning, every detail matters. In this environment, easily avoidable MLS violations can sideline a property before it gets the attention it deserves, making it harder to attract the right offer.
What does that mean for you? In a market where every potential buyer counts, maximizing your listing’s visibility and professionalism is paramount. An easily avoidable violation can hide your listing from view, incur fines, and damage your reputation.
What is the MLS?
The Multiple Listing Service (MLS) is an online database of properties listed by realtors across North America. It’s an excellent tool for buyers and agents alike, but there are rules and regulations that real estate professionals must follow when posting properties on the MLS.
Top 10 MLS violations and how to avoid them
Most of the violations that come through an MLS compliance department are reported by subscribers and users of the MLS. Violation reporting is anonymous. While there are compliance staff members, the vast number of listings prevent them from combing through each property. Keep yourself protected from any potential legal action by knowing the top MLS rules violations and how to avoid them.
1. Inaccurate listing data
This broad category is a leading cause of violations. It includes errors in the property address, municipality, zip code, tax ID/parcel number, and critical property details like square footage, bedroom count, and lot size.
How to avoid: Before publishing, meticulously cross-reference all listing data with official documents like tax records and the property deed. A final check after it goes live can catch any data entry typos.
2. Non-compliant photos and media
Visuals sell homes, but they are also a frequent source of violations. Common missteps include branded photos with your logo or contact info, failing to upload a required exterior shot, using misleading images that hide defects, or using photos from a previous listing without permission (copyright infringement).
How to avoid: Use high-quality, unbranded photos for every listing. Ensure your images are an honest representation of the property’s current condition and that you have the rights to use them.
3. Failure to update listing status in a timely manner
The MLS is a live database, and its accuracy depends on timely updates. Failing to change a listing’s status to “Pending” or “Sold” within the MLS-mandated timeframe (often 24-48 hours) is one of the most common fines.
How to avoid: Make it a non-negotiable part of your workflow. The moment you have a fully executed contract or a sale closes, update the MLS status.
4. Inappropriate content in public remarks
The public remarks section is for describing the physical characteristics of the property—and nothing else. It’s a violation to include your contact information, website links, showing instructions, or any self-promotional language.
How to avoid: Keep the public remarks strictly about the home and its features. Use the dedicated “Agent Remarks” or “Private Remarks” section for any information intended only for other real estate professionals.
5. Missing or improper driving directions
Many MLS platforms have specific rules for providing driving directions. Simply writing “Use GPS” or leaving the field blank can trigger a violation.
How to avoid: Provide clear, turn-by-turn directions from a recognizable landmark or major intersection.
6. Failure to obtain proper authorization
All listings, as well as any price or status changes, require written authorization from the seller. You must have a signed listing agreement before entering a property into the MLS.
How to avoid: Never enter a listing without a signed agreement. Keep all amendments, extensions, and authorizations in your file and be ready to provide them to the MLS upon request.
7. Incorrect listing and expiration dates
The listing date must be the date the listing agreement was executed, and the expiration date must accurately reflect what’s in the contract.
How to avoid: Double-check the dates on your listing agreement before entering them into the MLS. Do not extend an expiration date without a signed amendment from the seller.
8. Unauthorized MLS access or use
Your MLS login is for you and you alone. Sharing your credentials with an unlicensed assistant, a colleague, or anyone else is a serious violation that can result in suspension of service and significant fines.
How to avoid: Protect your MLS password as you would your bank account password. Ensure any assistants who need access have their own authorized MLS credentials.
9. Clear cooperation policy violations
NAR’s Clear Cooperation Policy (Policy Statement 8.0) mandates that within one business day of marketing a property to the public, you must submit the listing to the MLS. This ensures all agents have a fair chance to find properties for their clients.
How to avoid: If you post a “Coming Soon” sign, create a social media post, or run any other public advertisement, make sure the listing is in the MLS within one business day.
10. Inadequate disclosures
Failing to properly disclose specific conditions is a serious violation. This includes clearly indicating if a property is a short sale, is broker-owned, or falls under specific regulations like being designated as Housing for Older Persons.
How to avoid: Familiarize yourself with the specific disclosure fields in your MLS and use them accurately to represent any special conditions of the sale.
Professionalism is your competitive edge
Mastering MLS compliance is more than just a matter of avoiding fines; it’s a direct reflection of your professionalism, your respect for the cooperative system, and your commitment to maximizing your client’s success.
The top MLS violations—from inaccurate data and late status updates to non-compliant photos and improper remarks—all stem from a lack of diligence. By creating meticulous workflows for data entry, promptly updating your listings, and ensuring every piece of media you upload is both compliant and compelling, you set yourself apart. In an environment where buyers and fellow agents value accuracy and reliability, a reputation for flawless compliance becomes a powerful competitive advantage, ensuring your listings get seen and you get trusted.
Ensure compliance with Virtuance
Partner with Virtuance to ensure your listings are both compelling and fully compliant with all MLS photo regulations. We deliver stunning, unbranded visual marketing solutions that meet every requirement, helping you avoid costly fines and attract serious buyers. Additionally, your HDReal® images are available for download in sizes optimized for your MLS. Don’t leave your most important marketing tool to chance—schedule your shoot today.
FAQ
Financial penalties for first-time violations can range from a warning to several hundred dollars, depending on your specific MLS and the severity of the rule breach.
The first step upon receiving a violation notice is to correct the specified error immediately and then respond to the MLS compliance department by the given deadline.
The Clear Cooperation Policy generally does not apply to “office exclusives,” provided the listing is not marketed to the public and the proper seller authorization waiver has been signed.
Most MLS boards permit an unlicensed assistant with their own authorized login to perform data entry and other clerical tasks on a listing under your direct supervision.
Yes, the listing agent is ultimately responsible for ensuring all media uploaded to the MLS has the proper licensing and permissions, regardless of the source.
