Office Solutions 4 U
Residential Closing Coordination
Pre-Closing Coordination
  • Complete contract documents and any corresponding documentation as per agent’s specific instructions
  • Have all documentation from the listing signed by all parties (seller’s property disclosure, community association disclosure, lead based paint exhibit, etc.)
  • Send documents to agent’s client for review and signing
  • Once all documents have been signed the binding date shall be added (if our agent’s responsibility)

Closing Coordination
  • Receive all bound contract documents from agent
  • Review contract by looking for all signatures, initials, dates, etc.
  • Review for any missing documents for compliance requirements
  • Notify agent of any irregularities/non-compliance
  • Upload contract and all required documents to the agent’s office
  • Change status in FMLS and GA MLS (Listing agent only)
  • Complete FMLS Notice of Closing #117 with confirmation uploaded to agent's office
  • Send introductory email to all parties involved that we will be the contact person for items pertaining to closing including important dates and all documents
  • Complete commission document and send to co-op agent if not received with contract
  • Create or complete the appropriate commission document for agent’s office paperless system
  • Add all relevant dates to shared calendar and manage deadlines
  • Contact mortgage company to verify that a pre-qualification letter has been issued (if not included with contract package), loan application has been made, appraisal ordered, and that all have been sent to the closing attorney
  • Email signed Amendment to Address Concerns to closing attorney if applicable (send to lender if requested by Agent)
  • Obtain a copy of the Homeowner’s Association Covenants and Restrictions, if requested
  • Order home warranty with agent’s preferred company and email information to agent and closing attorney (if applicable)
  • Complete various contract documents at the request of the agent
  • Check with agent to be sure all contingencies and stipulations are handled within deadlines
  • Check status with lender and closing attorney either weekly or bi-monthly and email all parties with status update
  • Order termite letter, if applicable
  • Coordinate with all parties to schedule closing
  • Confirm with closing attorney that all amendments have been received
  • Secure all utility information and send by email to all parties
  • Send email to buyer’s agent and/or buyer with directions to closing attorney’s office and a list of all necessary items to bring to closing
  • Set up time for final walk-through and notify all parties
  • Complete disbursement authorization (DA) and submit to the Agent’s office
  • Send signed disbursement authorization (DA) to the closing attorney
  • Obtain preliminary settlement statement before closing and send by email to agent and client for review
  • Obtain a copy of the settlement statement after closing from the Agent or closing attorney along with any other documentation needed/required
  • Upload settlement statement and all required documents to the agent’s office
  • Complete FMLS Notice of Closing #118 and upload confirmation to agent's office
  • Change Status in GA MLS (Listing agent only)

February 7, 2020