How to Book and Attend Home Showings in the GTA: A Complete Buyer's Guide

Ontario’s Trust in Real Estate Services Act (TRESA) Phase 2 reforms, effective December 1, 2023, prohibit brokerages from providing any real estate services — including booking or conducting showings — without a written representation agreement. According to RECO (2023): “If you don’t want to sign an agreement, you should not expect the real estate agent to provide you with any services, like showing you homes.” Customer (non-representation) agreements are no longer permitted under TRESA.

Step 1 — Sign a Buyer Representation Agreement (BRA)

Before your agent can book a single showing, you’ll need to sign a Buyer Representation Agreement (BRA) — typically OREA Form 300. This is a legal contract between you and the brokerage that establishes your working relationship and outlines your agent’s duties to you as a client.

Key items to review before signing:

• Expiry date — Under TRESA, the expiry date must be displayed prominently on the first page, and you must initial it. An agreement cannot have an indefinitely open-ended term.
• Geographic scope — Defines the area (e.g., GTA, specific municipalities) in which the agreement applies.
• Commission clause — Specifies what happens if a seller’s co-operating commission does not fully cover the buyer’s agent fee.
• Exclusive vs. non-exclusive — Most BRAs are exclusive. You can negotiate terms before signing; ask questions.

A BRA is negotiable. The important thing is to understand what you’re agreeing to before your agent begins the search process.

Step 2 — Identify Properties and Request Showings

Once your BRA is in place, your agent will set up a tailored MLS/Realtor.ca search to send you new listings matching your criteria. When you find properties you want to visit:

• Send your agent the MLS number or address and your preferred time slots — giving 2–3 options increases the chance of a quick confirmation.
• Your agent submits the showing request through BrokerBay or a comparable showing management system directly to the listing brokerage.
• The listing side — either the listing agent or the seller themselves — can accept, decline, or propose a new time. You’ll hear back once confirmed.

For active listings in competitive GTA neighbourhoods, don’t wait. Popular properties often receive multiple showing requests and can receive offers quickly — especially in spring and fall market peaks.

The Toronto Regional Real Estate Board (TRREB) officially adopted BrokerBay as its showing management platform, giving TRREB member agents a centralized system for scheduling, managing, and tracking property showings. Here’s how it functions in practice:

• Your agent logs into BrokerBay, locates the listing, and submits a showing request with a preferred time.
• The system notifies the listing brokerage, which can auto-confirm, require agent confirmation, or require seller approval — the listing side sets its own preference.
• Once confirmed, your agent receives a notification and passes the details to you.
• On the day of the showing, your agent uses their registered access credentials (or an authorized lockbox code) to enter the property.

BrokerBay only grants access to licensed real estate agents — codes and keys are never released directly to buyers.

Step 3 — Understand Lockbox vs. Accompanied Showings

In the GTA, you’ll typically encounter one of two showing formats:

• Lockbox showing (unaccompanied by the listing side) — An electronic lockbox is installed near the entrance of the property. Your buyer’s agent enters the authorized code to retrieve the key, conducts the showing, then returns the key and secures the lockbox before leaving. According to RECO Bulletin 7.1 (2023), agents must ensure all doors and windows are locked after viewing and must never share a lockbox code or key with any other party, including the buyer.
• Accompanied showing — The listing agent or a representative from the listing brokerage is present during the showing. This is more common for tenanted properties, high-end listings, or sellers who prefer supervision.

In either format, you must be accompanied by your licensed buyer’s agent at all times. Buyers cannot attend private showings independently.

Step 4 — Make the Most of Each Viewing

A private showing typically runs 20 to 40 minutes. Use the time intentionally:

• Bring a checklist — Know your non-negotiables before you walk in. Check ceiling heights, natural light, storage, suite sizes, and outdoor space against your list.
• Inspect structural and mechanical basics — Look for water stains on ceilings and in basements, check the age of the furnace and water heater, identify the electrical panel type (knob-and-tube panels raise insurance issues), and note any signs of moisture or efflorescence.
• Take photos and notes — With the seller’s permission (or if the listing notes that photography is allowed), photograph rooms you want to revisit. In the GTA you may tour 10+ properties in a weekend; details blur quickly.
• Stay neutral during the showing — Cameras and recording devices may be present. Avoid expressing strong enthusiasm or concerns aloud — those reactions can reach the seller and affect offer negotiations.
• Debrief with your agent immediately after — Share your impressions while they’re fresh. Your agent can pull comparable sales data (comps) if you’re seriously interested.

Treating a showing professionally protects both you and the seller:

• Be punctual — If you’re running late or need to cancel, notify your agent immediately. They will inform the listing side. Last-minute cancellations are disruptive and can affect your agent’s professional reputation.
• Don’t touch personal belongings — Avoid opening drawers, closets, or cabinets unless invited to do so by the seller or listing agent.
• Children and pets — Ask your agent to confirm with the listing side whether they are welcome. Many sellers request no pets during showings.
• Secure the property on exit — For lockbox showings especially, double-check that all doors and windows are closed and locked before leaving, and return the key to the lockbox.
• No strategizing in the house — Reserve offer price discussions for private conversations outside the property. Ring doorbells and smart home devices can record audio.

Once you’ve viewed a property you’re serious about, your agent will pull comparable sales to help you assess fair market value, and can advise on whether a home inspection condition is feasible given current market conditions. In a competitive GTA market, the window between a showing and an offer deadline can be short — going in pre-approved and pre-researched gives you the best position to act decisively.

Q: Do I have to sign a Buyer Representation Agreement before seeing homes in Ontario?

Yes. Under Ontario’s TRESA Phase 2 rules, effective December 1, 2023, a brokerage must have a written Buyer Representation Agreement (BRA) in place before providing any real estate services to a buyer, including booking or attending showings. According to RECO (reco.on.ca, 2023), if you decline to sign an agreement, you cannot expect an agent to show you homes. The old ‘customer service’ arrangement — where an agent could work with you without representing you — is no longer permitted.

Q: How do agents book showings in the GTA?

In the Greater Toronto Area, most showings are booked through BrokerBay, a showing management platform officially adopted by TRREB (Toronto Regional Real Estate Board). Your buyer’s agent submits a showing request specifying the property and desired time. The listing brokerage (or seller) receives the request and either confirms, declines, or proposes an alternative time. Once confirmed, your agent accompanies you to the property. Buyers cannot directly contact the listing brokerage to book private showings.

Q: What is a lockbox showing and is it safe?

A lockbox showing uses an electronic lockbox attached near the property’s entrance that stores the house key. Your buyer’s agent enters an authorized access code to retrieve the key, conducts the showing, then returns the key and secures the lockbox. Per RECO Bulletin 7.1 (2023), agents must never share the lockbox code or key with any third party, including the buyer, and must ensure the property is fully secured upon departure. Lockbox showings are a standard, secure practice in Ontario real estate.

Q: How long should a home showing take in Toronto?

A private showing typically lasts 20 to 40 minutes. Use the full time: walk every room, check the basement for moisture, look at the age of the furnace and water heater, and note the electrical panel. Take photos (if permitted) and make notes, especially if you’re touring multiple properties on the same day. There’s no pressure to rush — if you need more time, ask your agent.

Q: Can I attend a private showing without my real estate agent?

No. In Ontario, buyers cannot attend private showings independently. The listing brokerage grants access through BrokerBay exclusively to licensed real estate agents — lockbox codes are never released to buyers directly. Beyond the access issue, attending a showing without your agent means you have no representation and may inadvertently make disclosures that affect your negotiating position.