OneKey MLS Participants and Subscribers rely on accurate, complete, and timely information to support a fair and open marketplace. Missing or potentially inaccurate information that does not comply with OneKey MLS Rules & Procedures is flagged and the listing agent, broker, and if applicable, office manager, are notified of these accuracy and policy issues through notifications that may be issued using an automated data checker called Listing Data Checker or manually by staff. Learn about common violations, their applicable rule, below.
| Violation Name | Applicable Rule(s) | Rule Description | Instructions for Correction |
| Inappropriate Words Potential Fair Housing Violation | The Federal Fair Housing Act & New York State Human Rights Law |
Federal, State and local Fair Housing and Anti-discrimination Laws provide comprehensive protections from discrimination in housing. It is unlawful for any property owner, landlord, property manager or other person who sells, rents or leases housing, to discriminate based on certain protected characteristics, which include, but are not limited to race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, age, disability, marital status, lawful source of income or familial status. Real estate professionals must also comply with all Fair Housing and Anti-discrimination Laws.
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OneKey MLS Staff will remove any flagged potential Fair Housing violations from your listing, if you have not already done so. Click here for more details regarding the Federal Fair Housing Act. |
| Mandatory Entry of Listings | MLS Rules & Procedures Section 302, Mandatory Entry of Listings | Participants shall enter into the MLS database all Exclusive Listings of Property located within the MLS Service Area before midnight of the day after their Listing Date, or before midnight of such later date as set forth in the Listing Agreement. | Please ensure you enter into the MLS database all exclusive listings of property located within the MLS service area before midnight of the day after their Listing Date, or before midnight of such later date as set forth in the Listing Agreement. |
| Substantially Complete & Accurate - Address | MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | The Address on the listing does not match the tax record: All Listings shall be substantially complete and accurate at the time the Listing is submitted to the MLS. It must include the full gross listing price, a definite expiration date, Parcel ID, approximate interior square footage where publicly available, and all information required by the MLS. | Please review and correct the address field(s) or TAX ID on your listing to avoid a fine. |
| Accurate Listing Information - Short Sale | MLS Rules & Procedures Section 312.1, Disclosure of Potential Short Sales | All Listings shall be substantially complete and accurate at the time the Listing is submitted to the MLS. It must include the full gross listing price, a definite expiration date, Parcel ID, approximate interior square footage where publicly available, and all information required by the MLS. Participants must disclose potential short sales (defined as a transaction where title transfers, where the sale price is insufficient to pay the total of all liens and costs of sale, and where the seller does not bring sufficient liquid assets to the closing to cure all deficiencies) when reasonably known to the Listing Participants. | Please review and correct the Special Listing Conditions field on your listing to avoid a fine. |
| Accurate Listing Information - Primary Fields | MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | All Listings shall be substantially complete and accurate at the time the Listing is submitted to the MLS. It must include the full gross listing price, a definite expiration date, Parcel ID, approximate interior square footage where publicly available, and all information required by the MLS. | Please review and complete or correct the indicated fields on your listing to avoid a fine. |
| Accurate Listing Information - Tax ID/APN | MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | All Listings shall be substantially complete and accurate at the time the Listing is submitted to the MLS. It must include the Parcel ID if one is available. | Please review and complete the Tax/Parcel ID field on your listing to avoid a fine. |
| Improper Use of Data Fields | MLS Rules & Procedures Section 306.3, Improper Use of Data Fields |
Data fields may only contain information which pertains to that particular data field. a. Participants and Subscribers shall not insert any contact or “Other Identifying Information” (as defined herein) in any field not specifically designated by the MLS for such information.
b. The “Public Remarks” field is for describing the physical characteristics of the Property, its location, and any lawful seller’s instructions concerning a proposed transaction. It may not contain contact or Other Identifying Information of any person or entity related to any proposed transaction, status information, showing instructions, offer procedures, property addresses, open houses, or any other notation intended for agents. Any improper information in the Public Remarks field will result in the entire field being deleted, and the imposition of a fine as set forth in Section 11.
c. The Agent Remarks may not contain any conditions, limitations, or instructions that could violate NYS license law, anti-trust law, or are contrary to the spirit of cooperation. Any improper information in the Agent Remarks field will result in the entire field being deleted, and the imposition of a fine as set forth in Section 11.
d. No field, photo, attachment, or supplement file on a listing in the Service may include an offer of compensation from seller or listing broker to cooperating brokers or an offer of a seller concession that is limited to or conditioned on the retention of or payment to any other brokerage.
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Please review and correct the violation(s) in the indicated remarks field(s). |
| Accurate Listing Information - Zip Code | MLS Rules & Procedures Section 306.4, Accurate Listing Information | All Listings shall be substantially complete and accurate at the time the Listing is submitted to the MLS. It must include the full gross listing price, a definite expiration date, Parcel ID, approximate interior square footage where publicly available, and all information required by the MLS. | Please review and correct the Zip Code field on your listing. |
| Incorrect Owner's Name | MLS Rules & Procedures Section 306.8, Incorrect Owner's Name | No listing may be submitted to the MLS for publication without revealing the true name of the Owner of the property offered. In the event the Owner directs the Listing Agent to withhold his or her name, the Listing Agent may insert the words “Name Withheld” in the listing data form in lieu of the Owner’s true name. MLS staff may request documentation where the seller directed the Listing Agent to use "Name Withheld" in lieu of the Owner's name. | Please review and complete/correct the Owner's Name field on your listing to avoid a fine. |
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Accurate Images and Attachments |
MLS Rules & Procedures Section 307, Accurate Images and Attachments | All images, documents, and Other Information that are attached to a Listing, including by link or reference, or which are otherwise submitted for publication in the MLS Compilation, or in any other media, electronic or otherwise, must accurately reflect only information or descriptions of the listed Property, and must not include any contact or Other Identifying Information. Photographs and images shall not be manipulated in any way so as to obscure in whole or in part the MLS logo, any MLS copyright notice or symbol, or any other MLS identifying information of any kind. | Please review the indicated image/attachment and correct the violation. |
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Photograph Required of all listings except businesses for sale/rent |
MLS Rules & Procedures Section 309.1-4, Photograph Required | All listings, except for businesses for sale or rent, must include at least one front, exterior photograph of the Property, which must be attached to the listing within twenty-four (24) hours of the listing being entered into the MLS System. Principals who do not want any photographs published on their listing must indicate that instruction in writing, and the listing agent or Participant must submit that written instruction to the MLS within twenty-four (24) hours of the listing being entered into the System. One front, exterior photograph of the Property is required regardless of the listing status. Upon closing, the primary (first) photograph must be the exterior front of the Property. Once a listing is no longer Active, other than “Coming Soon” or “Temporarily Off the Market” listings, photos may not be deleted. | Please review your listing and upload at least one front exterior photo to avoid a fine. |
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Improper Listing Contract Changes |
MLS Rules & Procedures Section 310.3, Improper Listing Contract Changes | All price changes, extensions, renewals, withdrawals, or cancellations of any listing contract must: a. be in writing and signed by the Listing Participant’s principal, AND b. identify the Property, AND c. be entered into the MLS database within twenty-four (24) hours after its effective date. | Please review your listing and update it to reflect the appropriate contractual changes. |
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Original Listing Date Retained |
MLS Rules & Procedures Section 310.5, Original Listing Date Retained | When listing information is changed or if the Property is re-listed by the same listing broker before the original expiration or extended expiration date of the original listing, and the Property Class remains the same, then the listing shall retain its original listing date. The only exception to this is if the listing was Withdrawn or Cancelled and remained off the market for at least sixty (60) days, then in this case a new listing can be signed and entered with the new listing date. | Please review your listing and update the Listing Contract Date to the date on your Listing Agreement. If a new listing agreement was signed with a new Listing Contract Date, please reach out to compliance@onekeymls.com with proof of the new agreement date. |
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Reporting of Closings, Contracts and Cancellation of Contract |
MLS Rules & Procedures Section 311.1-4, Reporting of Closings, Contracts and Cancellation of Contract | The Listing Participant is responsible for the timely and accurate filing of sales and closing information with the MLS. A status change to “Pending” must be entered into the MLS database within twenty-four (24) hours of the contract being signed by all parties. A status change to “Closed” must be entered into the MLS database within twenty-four (24) hours of the closing. Cancellations of contracts shall be reported by the Cooperating Participant to the Listing Participant immediately. The Listing Participant shall enter the cancellation into the database within twenty-four (24) hours. | Please review your listing and update it to the correct status. |
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Rule 311.3 Reporting of Closings and Status Changes - Tax SOLD |
MLS Rules & Procedures Section 311.3, Reporting of Closings and Status Changes | The Listing Participant is responsible for the timely and accurate filing of sales and closing information with the MLS. A status change to “Pending” must be entered into the MLS database within twenty-four (24) hours of the contract being signed by all parties. A status change to “Closed” must be entered into the MLS database within twenty-four (24) hours of the closing. Cancellations of contracts shall be reported by the Cooperating Participant to the Listing Participant immediately. The Listing Participant shall enter the cancellation into the database within twenty-four (24) hours. | Please review your listing and update it to Sold. If you have received this message and your listing has not yet closed, please reach out to compliance@onekeymls.com. |
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Rule 404.2 Property Must Be Available to be Shown within 24 Hours |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | No Listing may be entered in the MLS database, if at the time of entry its status is “no more showings.” The MLS shall, upon notice to the Participant, cause any Listing that is in violation of this provision to be deleted. | Please contact the requesting agent to schedule a showing or contact compliance@onekeymls.com for assistance. |
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Rule 404.3 Temporarily Off the Market |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | If a Listing cannot be shown for three (3) or more days, its status must be changed to “Temporarily Off the Market” (otherwise known as “TOM”), which is not an “Active” status. This includes listings where there is an “Acceptable Offer, with No More Showings,” or there are “no more showings” for any other reason unless the listing is Pending, Sold, Cancelled, or Withdrawn. | Please update your listing status to TOM or another status if applicable. |
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Rule 404.5 Owner's Instructions Must Be in Writing |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | Any instructions by an owner to the Listing Broker restricting showings or access to a Property must be in writing and signed by the owner, or be a Verifiable Electronic Communication. Such instructions must be described in the “Showing Instructions” field. Such instructions also must be on file with the Listing Broker and be accessible to anyone responding to showing requests for that Listing. The Listing Broker shall provide a copy of such instructions immediately upon the request of any Cooperating Broker. | Please update your Showing Instructions and provide a copy of the request from the owner to not show the property to compliance@onekeymls.com. |
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Rule 406.1 Offer Acknowledgement Form Confirmation |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | Whenever a Cooperating Broker desires assurance that an offer procured by them has in fact been presented to the owner, said Cooperating Broker may complete an Offer Acknowledgement Form to be submitted to the homeowner and acknowledged by the homeowner by his signature, indicating that the offer has in fact been presented to and reviewed by the homeowner. Said “signature” may take the form of a Verifiable Electronic Communication. | Please provide the Offer Acknowledgement Form to the requesting Cooperating Broker and CC compliance@onekeymls.com. |
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Rule 612.2 Prohibition Against Use of Another Participant's Photographs |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | Participants are prohibited from using the photographs of another Participant for marketing, listing, or promotional purposes (not including Comparative Market Analyses), without the prior written consent of the original Listing Participant. | Please immediately remove the violating image or provide a copy of the written consent from the original Listing Participant to compliance@onekeymls.com. |
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Rule 302.2 NAR Clear Cooperation Policy |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate | Within one (1) business day of marketing a property to the public, the listing broker must submit the listing to the MLS for cooperation with other MLS participants. Public marketing is engaging in any one or more of the following: flyers displayed in windows, yard signs, digital marketing on public facing websites, brokerage website displays (including IDX and VOW), digital communications marketing (email blasts, e.g.), multi-brokerage listing sharing networks, applications available to the general public, cooperating with other brokerages, or any substantively similar activity. | Please immediately submit your listing to the MLS for cooperation with other MLS Participants to avoid further fines. |
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Rules 303.2 & 316.1 Late Submission of Office Exclusive Disclosure |
MLS Rules & Procedures Section 306.1, Substantially Complete and Accurate |
Office Exclusive listings shall be submitted to the MLS before midnight of the day after their Listing Date, along with a copy of a duly-signed “Office Exclusive Seller Disclosure”.
A Participant may accept a listing which provides for an Exclusive Right to Sell or Exclusive Agency with the Participant’s office, provided the Participant or a salesperson in the Participant’s office has informed the homeowner about the benefits of the MLS, and the homeowner acknowledges same in writing. The Participant will then submit a copy of the “Office Exclusive” to the Service pursuant to Rule 303.2 with a copy of the owner’s acknowledgment as prescribed by the Board of Managers (the “Office Exclusive Seller Disclosure” as defined herein). Office exclusives shall remain on file with the Service as confidential material and the details shall not be disclosed to any third party.
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Please send a copy of the Office Exclusive Seller Disclosure to compliance@onekeymls.com to avoid a fine. |
For more information visit our Rules & Procedures.