Behind the Scenes: Running an Estate Sale

Today we’ll take a look behind the scenes of running an estate sale. If you have ever shopped an estate sale and thought “I can do that.”, we’re here to give you a peek behind the scenes of what it takes to run an estate sale. Running an estate sale is not for the hobbyist or the faint of heart.  You need good knowledge of business etiquette, crowd control, staff management, pricing, and more. Read on for a not-so-quick primer on how a pro puts together an estate sale.  Mind you, this is only an overview of the many facets of what is involved. There is much more to it, including things like advertising, contracts, insurance, state and local laws, on and on.

Estate Sale Intro:

Whether you advertise your services or rely on word of mouth, once a potential client contacts you regarding an estate sale you need to be prepared. Make an appointment to view the home in question and ask to do a walk through.

Prepare your blank documents in advance. Be prepared to discuss expectations, timing, and finances regarding a sale with your prospective client. Discuss their expectations and needs. Be ready with answers to their questions as well as an explanation of how the sale will work. If you have former clients willing to discuss your service, offer their information. Refer to any reviews that may ease their mind or give insight as to what to expect. Often folks realize the need for an estate sale following a traumatic event such as a death in the family or a sudden need to relocate. They may be pressed for time or short on cash. Be cognizant of their needs. Your job is to make the process a straightforward experience for your client.

Prior to the sale:

Make sure your contract is explicit and thoroughly understood by your client upon signing. Explain to your client what is covered by the client and what your service includes and doesn’t include. If you will be discounting items, now is the time to let your client know the discount schedule and percentages.

Be clear as to what will and won’t be included in the sale. Know your pricing, and look up anything you may have questions about. Ask your client about any specialty items such as original paintings or artwork, high end jewelry or rare antiques. There is always something to learn.

Discuss with your client how to handle the remaining items once the sale is complete. Many clients will prefer to have remaining items donated to a favorite charity, while often estate sale companies have buyout people who will purchase and remove all remaining items for a single price.

If the property is being sold, ask for the realtor’s information and price information. Many a house has been sold during an estate sale. This also gives you a timeline for running the sale.

Give yourself ample time to set up the sale. While setting up, check every nook and cranny, inside every drawer and container. You never know what you will find.

Set aside personal items, family photos, money, expensive jewelry, etc for the client. (Trust me, you will find something that shouldn’t be sold.)

Ensure you have enough staff on sale days, and be sure you have plenty of water and food for everyone working the sale.

Let staff members know the terms of purchase, both for customers as well as items they may wish to purchase for themselves at the end of the sale.

Determine prior to the sale the forms of payment you will accept, if you will allow holds or layaways, and what discounts can be offered as the sale progresses. Many sales will discount items on the final sale day.

If you will not be supplying packaging or help with large items, be very clear in your ads reminding shoppers to bring bags, boxes and help to remove large items from the premises. Set a time by which items must be removed, such as the end of the sale, or the following day.

Don’t forget to ask questions of your client regarding access to the home, parking regulations, trash removal days, signage requirements and local permits. Double check at the town hall to be safe if you’re not familiar with the area.

Don’t underestimate the amount of time it will take to set up the sale. Take lots of photos and get your advertising done. Consider if you need signs, social media, local ads, estate sale websites or apps.

Know your pricing limits before opening the doors to buyers. Both for you and your client. Being wishy-washy on pricing or inconsistent only hurts you and your client.

Remember to pace yourself, there is a lot more work behind the scenes that what your client or customers see. Make sure you don’t wear yourself and your crew out before sale days.

Giving your client an overall estimate for total sales rather than individual prices helps keep them focused on the big picture which is emptying the house and moving forward. Not how much they got for Grandma’s vase.

Once you open the door to shoppers:

There will always be a few shoppers who cause problems of some sort.  Someone may want rock bottom prices on items or refuse to follow house rules such as no large purses. Others may simply be rude or belligerent. Always do your best to keep your cool and be firm but polite.

Ensure your employees understand what’s expected of them. Will they be involved in pricing, writing up sales tickets, offering help carrying large items?

Expect the unexpected, there will be an item or two that grows legs and walks away. Sadly, it’s part of doing business and unless you are screening everyone who comes in or out the door, the reality is it’s going to happen.

Make sure you check in with your client at the end of each day. Don’t leave them hanging. Let them know how the sale is progressing so adjustments can be made if necessary.

After the sale ends:

Schedule a time to meet with your client at the end of the sale. This gives you time to close out your books with them, as well as determine what the next step will be and if you and your company will be involved.

Don’t leave items such as trash, packing material, or leftover food items in the home at the end of the sale.  Always leave things in better order than you found them.


Now that you have a view behind the scenes of running an estate sale, you can decide if it’s something you want to pursue doing. If not, hopefully, this primer has given you a better understanding of how estate sales work. Either way, you can now go out and shop estate sales with a clearer understanding of what goes on behind the scenes along with an appreciation for the time and effort involved by all.

For more on estate sales click here.

Where to find estate sales and estate sale companies in your area:

EstateSales.org

EstateSales.net

EstateSales.com

MegaEstateSales

Also check your local newspaper and social media including craigslist.

When you visit an estate sale, many companies offer email lists. If you like how the sale is run, sign up so you are first to know about their upcoming sales.


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