Template T-15.4: Team AI policy (one page) and two-hour training plan
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

General information, not legal advice. Fill in the bracketed fields with your state, MLS, and brokerage answers from Appendix G before anyone signs. Federal rules are cited first; California is the worked example. Each agent also signs the personal policy in T-04.3; this page is what the team adopts together.

Part A. Team AI policy

[Brokerage or team name]   Effective: [date]   Owner: [name, title]   Review: quarterly, with T-15.3

1. The rule. Facts in, draft out, licensee signs. An assistant may draft, reformat, summarize, and role-play. It does not supply a fact about a property, a price, a person, or a rule. Nothing it produces reaches a client, the public, the MLS, or a vendor until a licensee on this team has read it in full and approved it.

2. Approved tools and accounts. Team members use only the tools on this list, on the account type shown: [tool, account type, training opt-out confirmed yes/no, owner]. Personal consumer accounts are not used for client work. Anyone who wants a new tool scores it first (T-14.1) and brings the score to [owner].

3. What never goes into an assistant. The never-paste card (T-04.4, Chapter 4.5) applies to everyone: no Social Security or tax numbers, financial statements, offer terms from the other side, lockbox or alarm codes, information about minors, anything under a confidentiality agreement, and no document that identifies a client unless the tool is on the approved list with team controls on. When in doubt, summarize in your own words and leave the name out.

4. Fair Housing. Every piece of marketing, every reply, and every automation output is scrubbed (P-04.1) and the flags are read by the licensee who ships it. No language about who should live in a property, who the neighbors are, or anything that points at a protected characteristic under the federal Fair Housing Act or [state law; California: the Civil Rights Department list] (Chapter 4.1). The scrub is a second reader, not a signature.

5. Advertising and disclosure. First-contact material carries the license disclosure line exactly as [state] requires: "[disclosure line]" (Chapter 4.3). Altered images are labeled per [MLS rule number] and [state rule; California: Bus. and Prof. Code 10140.8], with the original available (Chapters 4.2 and 4.3). MLS public remarks follow [MLS rule number] (Chapter 4.2).

6. Advice. Assistants may explain a form or summarize a report for a licensee's own preparation. They do not fill out disclosures, make material-fact calls, or give legal, tax, or inspection advice to anyone (Chapter 4.4). The client script in Chapter 4.4 is the team's answer when asked.

7. Calls, texts, and bots. No AI-voice call, text sequence, or chatbot goes live without [owner]'s approval, consent records that meet the TCPA and the FCC's AI-voice ruling, a disclosure that the caller or responder is automated, and compliance with [state bot and recording law; California: Bus. and Prof. Code 17940 to 17943 and Penal Code 632] (Chapter 4.6). The first live conversation with a lead is always a person.

8. Automations and the approval inbox. Every automation has a map (T-12.1) with a named owner and an approval step. Drafts land in [shared inbox or flagged view], read every business day by [name], escalated to [owner] if older than one day. The first twenty outputs of any new automation are read before it is trusted. Monthly health check (T-12.2) by the owner.

9. Shared agent brain. One standing instructions block (T-03.1) owned by [name], containing the disclosure line, banned phrases, and the Chapter 4 rules. Each agent keeps their own voice file. Changes to the shared block go through [owner].

10. When something goes wrong. A steering phrase that went out, a wrong date sent to a client, an automation that sent unread: tell [owner] the same day, pull or correct the piece, log it on T-15.3, and fix the brief that produced it. Nobody is penalized for reporting a catch. The log is how the brief gets better.

11. Review. This policy is reviewed every quarter with T-15.3 and re-signed when a tool, a rule, or a team member changes.

Signed: ______________________   Date: __________   (one line per team member)

Part B. Two-hour team training plan

Built from this book's chapter order. One room or one call, laptops open, every agent with a past listing of their own on screen. The facilitator reads Chapters 1 to 5 and 9 beforehand. Minute marks are the plan, not a rule; keep the compliance block whole if anything runs long.

Minutes | Chapter | What happens | Each agent leaves with
0 to 15 | 1 | The rule (facts in, draft out, licensee signs) and the good-at, bad-at matrix. Five-minute mini time audit: everyone writes their three most repetitive tasks and minutes per week. | Three tasks with minutes
15 to 35 | 2 | The six-part brief. Facilitator rewrites one agent's real past prompt as a brief, live, and runs both. The room compares the two outputs. | One rewritten brief
35 to 50 | 3 | The agent brain. Walk through the shared standing instructions block (T-03.1) and the voice file method (WC-03.1). Assign ten samples as homework. | Shared block loaded
50 to 80 | 4 | Compliance kit. Protected classes, federal then state (Figure 4.1). Steering phrases, flag and rewrite (Figure 4.2). Each agent runs the scrub (P-04.1) on their own past listing and reads the flags aloud. Altered images, disclosure line, never-paste card, calls and bots, in that order. Team policy (Part A) read aloud and signed. | One scrubbed listing; signed policy
80 to 90 |  | Break. | 
90 to 110 | 5 and 9 | One live workflow. Facilitator runs WC-05.2 on a practice feature list and the room does the check step together: fact list, character count, scrub, disclosure line. Then WC-09.1, five first responses, and where the approval step sits. | One saved brief
110 to 120 | 15 | The 30-day checklist (T-15.1) handed out with a start date. Time log explained (T-15.2): checking counts, setup counts once. Approval inbox owner named. Quarterly review date set. | Checklist with a start date

Homework before Week 1 starts: the full time audit (WC-01.1, T-01.1), ten writing samples gathered for the voice file, and Appendix G filled in for your state and MLS.
