How to Find Off-Market Properties in Markham, Richmond Hill and Thornhill

In competitive markets, many of the best opportunities never reach MLS. This guide explains the proven process the Kirby Chan & Co. Real Estate Team uses to help buyers access off-market properties across Markham, Richmond Hill and Thornhill.

Table of Contents

• Why Buying Off-Market Gives You an Advantage
• Step 1: Defining Clear Buying Criteria
• Step 2: Leveraging Agent and Broker Networks
• Step 3: Direct Outreach to Homeowners
• Step 4: Monitoring Private and Exclusive Listings
• Step 5: Identifying Motivated Sellers Through Market Signals
• Step 6: Acting Quickly and Negotiating Strategically
• Frequently Asked Questions

Why Buying Off-Market Gives You an Advantage

Finding the right home in a competitive market can feel overwhelming, especially when most listings are already attracting multiple offers by the time you see them. In Markham, Richmond Hill and Thornhill, where well-priced detached homes in strong school zones can generate five or six offers within a week, the public MLS market often favours sellers and puts buyers in a reactive position.

Off-market properties change that dynamic. When a home is not publicly listed, there are fewer competing buyers. That means less pressure, more time to evaluate the property and more flexibility to negotiate on price, conditions and closing timeline. You are not competing against five other families in a bidding war. You are having a direct conversation with a motivated seller who may value certainty and discretion over maximum exposure.

Buyers who rely only on MLS are seeing the same inventory as everyone else. Buyers who work with an agent who actively sources off-market opportunities gain access to properties that most of the market never sees.

Step 1: Defining Clear Buying Criteria

The process starts with clarity. Before any outreach begins, the Kirby Chan & Co. team works with buyers to define exactly what they are looking for. This includes location down to specific streets and neighbourhoods, budget range, property type (detached, semi, townhome or condo), bedroom and lot requirements, timeline for purchase and flexibility on condition or renovation.

This step matters because off-market sourcing is proactive, not passive. You are not scrolling through new listings every morning hoping something appears. You are targeting specific pockets of the market with focused outreach. Without clear criteria, that outreach is unfocused and the process stalls.

In Richmond Hill, a buyer targeting a heritage home near Mill Pond requires a completely different search strategy than a buyer looking for a newer detached in Oak Ridges. In Markham, a family focused on the Unionville school zone needs different outreach than someone open to Greensborough or Cornell. Specificity drives results.

Step 2: Leveraging Agent and Broker Networks

Strong relationships are one of the most powerful tools in off-market buying. Kirby Chan maintains an active network of agents, brokers and industry professionals across York Region who share early information about upcoming sales, private listings and potential sellers before anything reaches the public market.

This is not about having a large contact list. It is about having a network built on trust and reciprocity over 15+ years. When an agent in Thornhill has a client who wants to sell quietly without public exposure, they call agents they trust. When a broker in Markham has a listing coming to market next month and wants to gauge interest beforehand, they reach out to their inner circle first. Being inside that circle means Kirby's buyers hear about opportunities weeks before they appear on MLS.

For buyers, this access is invisible. You do not see the phone calls, the private WhatsApp groups or the conversations at broker events. But the results show up as an email or a call saying "there is a home that fits your criteria and it is not on the market yet."

Step 3: Direct Outreach to Homeowners

For buyers seeking a specific neighbourhood, street or property type, the team uses strategic direct outreach. This means contacting homeowners who may be considering selling but have not yet listed.

This approach is respectful, data-driven and targeted. It is not cold calling random addresses. It is identifying homes that match a buyer's specific criteria and reaching out to the homeowner with a clear, professional inquiry. In many cases, the homeowner has been thinking about selling but has not taken the step to list. A well-timed, well-worded outreach can open a conversation that would not have happened otherwise.

In neighbourhoods with low turnover like Bayview Fairway in Markham or South Richvale in Richmond Hill, where homes rarely come to market, direct outreach is often the only way to access inventory. The homeowner who was not planning to list this year may reconsider when a qualified buyer with a strong offer appears at their door with no bidding war and no public exposure required.

Step 4: Monitoring Private and Exclusive Listings

Not all listings appear on MLS immediately. Some are shared privately within broker networks, offered exclusively to select buyers or held as "coming soon" listings that circulate among agents before going live.

Kirby Chan actively monitors these channels so that his buyers are among the first to know when off-market properties become available. This includes exclusive listings shared through brokerage intranets, pre-market notifications from listing agents who want to test buyer interest, private seller groups and professional networks and builder inventory that has not yet been publicly released.

The advantage of being early is significant. A buyer who sees a property before it hits MLS has time to evaluate, inspect and submit an offer without the pressure of competing interest. Once a listing goes public and attracts attention, that window closes.

Step 5: Identifying Motivated Sellers Through Market Signals

Certain life events and market signals indicate potential motivation to sell. Kirby Chan analyzes ownership duration, pricing trends, property condition and local activity to identify homes that may be open to off-market discussions.

A home that has been owned for 25+ years by an aging couple in a large detached house may signal downsizing interest. A property with deferred maintenance in a neighbourhood where renovated homes sell for significantly more may indicate an owner ready to move on. An estate property, a divorce situation or a relocation often creates motivation to sell quietly without the stress of public marketing.

This is not speculation. It is pattern recognition built on years of neighbourhood-level experience. Understanding what motivates sellers allows Kirby to approach opportunities with the right tone, the right timing and the right offer structure.

Step 6: Acting Quickly and Negotiating Strategically

Off-market opportunities move fast. When a suitable property is identified, there is no time to deliberate for weeks. The buyer who is pre-approved, has clear criteria and can make a decision within days is the one who secures the home.

Kirby guides buyers through pricing strategy, offer structure and negotiation during this phase. Without the pressure of multiple competing offers, buyers often secure better terms including a stronger purchase price, more favourable conditions and flexible closing timelines. The negotiation dynamic is fundamentally different when you are the only buyer at the table versus one of six.

The combination of preparation, speed and strategic negotiation is what turns an off-market lead into a successful purchase. It is not enough to find the opportunity. You have to be ready to act on it.

Note: Off-market property availability varies by neighbourhood, market conditions and timing. Not all properties can be sourced off-market. This article is for general information only. For advice specific to your situation, consult a licensed real estate professional.