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The Contract-to-Close Process

Every transaction follows the same proven system. Here's exactly what happens from the moment you hand off a file to the day it closes.

Agent Onboarding

Sign the Master Service Agreement, set your communication preferences, and share your brokerage information. This happens once—after that, submitting new files takes minutes.

What I Need From You

• Brokerage name and BIC contact
• Preferred communication method (email, phone, text)
• Typical transaction volume

File Intake & Setup

Every file goes through the same structured intake process. Your file doesn't go active until everything is verified.

Intake Steps

Confirm client, brokerage, property, and file type
Review intake packet for completeness
Open internal deal record in the transaction management system
Upload or link all initial documents
Enter all known dates and verify against contract (two-pass verification)
Create standard checklist based on transaction type (buyer, listing, or dual)
Assign responsibilities and communication preferences
Send acknowledgment email to agent
Flag any missing items for immediate follow-up
Move file to active status only after all required fields are complete

What I Need

• Executed purchase contract
• Buyer and seller contact information
• Lender details (buyer-side)
• Title company or closing attorney contact
• Key dates (due diligence, earnest money, closing)
• Any existing documents or amendments

Deadline Tracking & the 7/3/1 System

Every critical date from the contract is entered, verified against the original document, and tracked with a structured reminder cadence.

days before

day before

day of

Deadlines Tracked

• Due diligence period

• Earnest money deposit

• Financing contingency

• Inspection period

• Appraisal deadline

• Title commitment review

• Loan commitment deadline

• Closing date

Document Collection & Organization

Documents are collected from all parties, named consistently, organized in a standard structure, and tracked for completeness.

✓ Every document tracked by type and status
✓ Amendments tracked with signatures verified — up to 3 included
✓ Missing items flagged immediately with follow-up
✓ Consistent file naming for easy retrieval

Vendor & Party Coordination

I coordinate with every party involved in the transaction so you don't have to chase updates.

Lender

Loan status, commitment letter, funding

Title Company

Title commitment, search updates

Closing Attorney

Logistics, document delivery, settlement

Inspector

Scheduling, reports, repair agreements

HOA

Documents, transfer fees, estoppel letters

All Parties

Communications logged with timestamps

Escalation rule: Any question about pricing, legal terms, negotiation, or compensation goes straight to you—immediately, in writing.

Pre-Close Audit

No file reaches closing day without passing this audit.

All executed contract documents present
Required signatures and initials verified
Contingency deadlines confirmed met or released
Lender, title, and attorney — no outstanding issues
Closing date, time, and location confirmed
Commission and fee information verified
Final file checklist complete
Missing items flagged and agent notified immediately