How to Add Notes to a Property (Internal vs Buyer-Visible)

TL;DR

Add internal notes to keep private agent insights, and buyer-visible notes to give clients clear context on a property. Using the right note type reduces back-and-forth, prevents oversharing, and keeps your deal narrative clean.

When to use this

You want to document your own analysis (pricing thoughts, red flags, negotiation angles).
You want to guide the buyer’s thinking without exposing internal strategy.
You’re managing multiple similar listings and need memory + context, not guesswork.

Step-by-step instructions

Option 1 — Internal Notes (Best for agent-only context)

Use these for anything you do not want the buyer to see.

Open the portfolio.
Open the property you want to add note to.
Locate the Private notes section on the property details page.
Add your note (e.g. pricing opinion, legal risk, seller behavior).
Save.

Visibility: Only you and your team member if you assigned them to the portfolio. Buyer sees: Nothing

Option 2 — Buyer-Visible Notes (Best for guiding client decisions)

Use these to add clarity and framing for the buyer.

Open the portfolio and select the property.
Go to the Property description section.
Add a headline in the description section e.g. Expert Note.
Write clear, neutral, value-adding context (e.g. “Strong layout, but north-facing living room”).
Save.

Visibility: Buyer + agent Buyer sees: Exactly what you write

What to put in each note type

Internal notes — put this here

Negotiation strategy
Legal or documentation concerns
Price anchoring thoughts
Seller motivation or reliability
Comparisons to rejected properties

If reading this note would weaken your leverage → it’s internal.

Buyer-visible notes — put this here

Why this property fits (or partially fits) their criteria
Trade-offs explained in plain language
Things they might miss on first glance
Viewing guidance (“Worth seeing in person for light and layout”)

If it helps the buyer decide faster → it’s buyer-visible.

Common issues & tips

Oversharing risk:

Don’t paste internal thoughts into buyer notes “just to be transparent.” Transparency ≠ dumping raw analysis.

Tone mismatch:

Buyer notes should be calm and neutral. Internal notes can be blunt.

Duplication:

Don’t repeat the same note in both places. Decide once where it belongs.

Accuracy check:

Buyer-visible notes should be fact-checked and defensible. Assume they may be reread later.

System habit:

Write the internal note first, then decide what (if anything) should be translated into buyer language.

How to Organize Properties Around a Specific Buyer
How to Share a Portfolio with Your Client
Portfolio Management Best Practices

Updated on: 03/02/2026

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