Why your agent needs to register your name before your first new-home visit

The single most common representation problem on a Portland-metro new build starts before anyone signs anything. It happens at the front door of the sales office, with a tablet, on a Tuesday afternoon.

The mechanic

Most production builders ask every walk-in to sign in. The sign-in sheet asks for name, contact info, and — critically — whether the visitor is working with a buyer's agent. If the visitor checks "no agent," the builder logs them as a "walk-in" and an internal counter starts.

That counter matters. If the same person comes back later with a buyer's agent, the builder can — and many do — refuse to pay that agent's commission. The legal theory is procuring cause: the on-site agent procured the buyer (via the sales office walk-in) and is therefore entitled to the commission. The outside agent who showed up later didn't.

The practical effect: your agent doesn't get paid by the builder. They either negotiate with the listing brokerage (rare), bill you directly (uncomfortable), or walk away from representing you (most common).

Why this is specific to new construction

On a resale, procuring cause disputes still happen, but the MLS-published co-op (before the 2024 NAR settlement) and the seller's relationship with the listing brokerage created a different dynamic. The buyer's agent's claim to commission was tied to writing the offer, not touring the property first.

On new construction, the builder is the seller, the listing brokerage represents the builder, and the on-site agent is sitting in the model home seven days a week. The procuring cause window is interpreted more aggressively because there's a financial counterparty (the builder) actively trying to manage it.

What registration actually does

Registering means your buyer's agent sends the builder a written document — usually a builder-specific form — naming you as the buyer they represent, before you walk into the sales office. Once that registration is on file, the builder knows who is on which side and the co-op is in place.

The specific mechanics vary:

Some builders require the form 24 hours before the tour. A handful require 48.

Some builders require the buyer to sign the registration form. Most just need the agent's signature.

Some builders register the buyer for the specific community only. Others register them across all communities by that builder.

Some builders allow renewal of expired registrations. Others don't.

This is the kind of friction that buyer-side representation is supposed to absorb on the buyer's behalf.

The two scenarios where buyers get burned

Scenario one: the casual drive-by. You're driving past a community on a Saturday and decide to pop in. The model home is open. The on-site agent is warm. You don't have an agent yet, or you do but haven't told them about this community. You sign in. Three weeks later, when you bring your agent in to negotiate the contract, the builder declines co-op.

Scenario two: the social media spiral. You see an Instagram reel about a community. You go to the website. You click "schedule a tour" because that's what the site invites you to do. The form goes to the builder's CRM, which logs your contact information as a "lead." When you later realize you should have brought an agent, the builder's records show first contact was with them — same problem.

The fix in both scenarios: route through your agent first, every time, before any contact with the builder or the on-site office.

What Kaz handles for you

When you tell Kaz which community you want to walk:

She fills out and submits that builder's registration form, in writing, with you named.

She confirms receipt with the builder (some builders email back; some require a follow-up call).

She sends you a copy of the registration with a note about the community's specific rules — first-visit window, who can tour without the agent present, co-op terms.

You walk in with your representation documented. The on-site agent sees the registration on their tablet. The interaction is friendly and there is no question about which side is which.

What to do if you already walked in solo

It happens. It happens often, actually. The play is:

Tell Kaz exactly what happened — when, where, what you signed.

She calls the listing brokerage and the on-site agent. Sometimes the builder will grant representation if the sign-in happened more than a defined period ago (often 30 days) and there's been no further contact.

If the builder won't budge, Kaz tells you straight: representation isn't going to be co-op'd at this builder for this transaction. You can pay her directly under the Oregon-required buyer-agent agreement, or you can choose to work with the on-site agent directly (the disclosed-limited-agent route — read the pamphlet carefully if you go this way).

The cleanest path is always the first one: route through Kaz before any walk-in.