Housing Project Sales Checklist: 15 Things to Get Right

A plotting project can be profitable on paper and still struggle because of small administrative failures. Rates are inconsistent, bookings are not recorded and collections slip. This checklist is for the owner or manager of a plotting or housing company who wants to start sales with a solid base. It is generic and does not describe any particular company.

Before you open sales

1. Final layout and plot numbers. The map you show buyers must match the numbering in your register. Changing numbers after bookings is painful.
2. Area for each plot in the units you sell. Measured and written in aana, paisa and dam or kattha and dhur, with a square-foot figure.
3. Rate list with dates. One approved rate per plot category, such as corner, road-facing and inner.
4. Standard booking form. Buyer details, plot, price, payment plan and cancellation terms, reviewed by your lawyer.
5. Receipt book or system. Numbered, with no gaps, and one person responsible.

While you sell

6. Hold rules. How long a plot can be held for a token, and who can extend it.
7. Single register. One list of plot status, updated the same day.
8. Agent commission terms. Written, with the trigger for payment, such as after a certain share of the price is received.
9. Buyer file. Identification, agreement, photos and payment slips together.
10. Honest advertising. Facilities such as roads, drainage and water should be described as they are today and as they are promised, kept separate.

While you collect

11. Daily overdue list. Someone owns it and works through it.
12. Statement on request. A buyer should never wait days to know the balance.
13. Weekly bank match. Receipts against deposits.

After sale

14. Registration tracker. Stages, owner of each stage and dates.
15. Handover records. What was handed over, when, and to whom, including any keys, maps or boundary markers.

A short walkthrough of a typical plot

Consider a generic corner plot in Block B. The manager lists it as available with its area, rate and total. A salesperson shows it to a family on a Saturday and the family asks for two days to decide. The salesperson places a hold with a two-day expiry. On Monday the family returns, pays a token and the plot becomes booked. The booking form records the payment plan: a down payment, then monthly instalments with dates in Bikram Sambat. Accounts issue receipt number one for the token. Each month the family pays, the receipt is issued and the balance falls. When the last instalment arrives, the plot moves to sold and the registration stages begin. At every step, any staff member can see the status. This is the entire promise of a good system, and it requires no clever features.

Staff roles in a small plotting office

A typical small company has a manager, two or three sales staff, an accountant and a field supervisor. Write down what each can see and do. Sales staff add holds and bookings. The accountant records payments and issues receipts. The field supervisor updates the physical status of roads, boundary markers and handover. The manager approves rate changes, discounts and cancellations. When roles are clear, nobody needs to ask permission for routine tasks, and nobody can quietly change something outside their job. Approval of any discount should be recorded with the name of the approver, because discounts given verbally are the most common source of internal disputes.

Common mistakes to avoid

Mistake	Consequence
Verbal promises of discount	Disputes and inconsistent rates
Cash received without receipt	Loss of trust and audit trouble
Hold with no expiry	Plots blocked for months
No backup of records	One failure can erase balances
Staff using personal notebooks	Information leaves with them

Records your auditor and bank will ask for

Sooner or later a chartered accountant, a lender or a tax officer will ask to see how money moved. Make it easy. Keep the receipt series complete, the bank deposits matched, the agreements filed per plot and the commission payments supported by vouchers. Where VAT or other taxes may apply to any part of your sales, confirm the correct treatment with your accountant and the Inland Revenue Department rather than relying on assumptions, since rules differ by transaction type. A system that exports a clean ledger by project makes the annual closing in Ashadh far less stressful than rebuilding it from folders.

Finally, keep a log of design changes. If a plot size was altered, a road was shifted or a block was renumbered, write down what changed and when, and keep the earlier layout. These notes settle arguments years later.

Quarterly review

Every quarter, look at plots sold against plan, average days from booking to full payment, arrears and cancellations. If cancellations rise, find out whether prices, promises or delays in infrastructure are behind them. Share findings with sales so they adjust their pitch.

Next step

Print the checklist, tick what you already do, and fix the gaps. If you want a system that enforces it, WebsNP builds one in land plotting and housing software, and it connects naturally to our construction management software if you also build. Message us on WhatsApp at +977 9846280400 for a demo.

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