Buyer and Assignment Coordination

Before you dial or send

• Signed assignment or B to C contract on file, with the fee or price the client approved.
• Buyer's exact entity name, contact name, phone, email, and their closer or lender if any.
• Buyer's deposit amount and deadline from the buyer document.
• The client has confirmed which documents may be shared with the buyer.
• Title's deposit instructions confirmed through title's official channel (never forwarded from an unverified email).
• Dispositions knows you are taking over buyer coordination for this file.

The flow

Stage 1: Internal handoff from dispositions

Subject: (PROPERTY ADDRESS) · Buyer handoff request Hi (DISPOSITIONS NAME), Congratulations on locking a buyer for (PROPERTY ADDRESS). To take over coordination, please send me:

1. The fully signed assignment or B to C contract
2. The buyer's exact entity name for the deed
3. Proof of funds or the lender's letter
4. Buyer contact, plus their closer or lender contact
5. Any promises made to the buyer about access, timing or condition I will send everything to title today once received. Thank you! (YOUR NAME)

Why it works: item 5 catches the side promises that cause closing day arguments.

Stage 2: Buyer welcome email

Subject: (PROPERTY ADDRESS) · Next steps for your purchase Hi (BUYER CONTACT NAME), Thank you for moving forward on (PROPERTY ADDRESS). My name is (YOUR NAME), and I am the transaction coordinator for (COMPANY NAME). I will be your main contact until closing. Here is the plan:

1. Closing company: (TITLE COMPANY), contact (CLOSER NAME), (TITLE PHONE).
2. Deposit: (BUYER DEPOSIT AMOUNT) due by (BUYER DEPOSIT DEADLINE). (CLOSER NAME) will send you deposit instructions directly. Please call (TITLE COMPANY) at a number you find yourself (for example, on their official website) to confirm the instructions before you send any money.
3. Documents: please send your company documents directly to (CLOSER NAME): articles of organization, operating agreement, EIN letter and, if your operating agreement requires it, a signing authority resolution.
4. Target closing date: (CLOSING DATE). Could you reply to confirm:

• The exact name you want on the deed
• Whether you are paying cash or using a lender (and the lender contact if so)
• The best phone number for urgent questions I will update you at least every few business days. Welcome aboard! (YOUR NAME) Transaction Coordinator, (COMPANY NAME) (YOUR PHONE) · (YOUR EMAIL)

Why it works: the buyer learns everything they must do in one message, and the wire safety step is built in.

If the buyer replies: "Can you send me the original contract with the seller?"

Hi (BUYER CONTACT NAME), Thank you for asking. I will check with our team on what we can share and come back to you today. Your assignment agreement sets out the terms of your purchase, and (CLOSER NAME) at (TITLE COMPANY) has the full file to close it correctly.

Ask the client. Share only what the client approves in writing.

Stage 3: Sending the buyer paperwork to title

Subject: RE: (PROPERTY ADDRESS) · Assignment and buyer details Hi (CLOSER NAME), We have an end buyer for this file. Attached is the signed assignment of contract. Assignor: (ASSIGNOR ENTITY NAME) Assignee: (BUYER ENTITY NAME) (please vest the deed in this exact name) Assignment fee: (ASSIGNMENT FEE), payable to (ASSIGNOR ENTITY NAME) at closing Buyer deposit: (BUYER DEPOSIT AMOUNT), due (BUYER DEPOSIT DEADLINE) Buyer contact: (BUYER CONTACT NAME), (BUYER PHONE), (BUYER EMAIL) Buyer lender (if any): (LENDER NAME), (LENDER PHONE), (LENDER EMAIL) Please:

1. Send the buyer your deposit instructions directly.
2. Confirm receipt of the buyer's deposit when it arrives.
3. Confirm the assignment fee will appear on the buyer's settlement statement as above. Thank you! (YOUR NAME)

For a double close, replace the assignment lines with: "Second transaction: (ASSIGNOR ENTITY NAME) as seller to (BUYER ENTITY NAME) as buyer at (RESALE PRICE), B to C contract attached. Please confirm the order of closings and how the first closing will be funded."

Stage 4: Deposit reminder (the day before the deadline)

Subject: (PROPERTY ADDRESS) · Deposit due tomorrow Hi (BUYER CONTACT NAME), A quick reminder that your deposit of (BUYER DEPOSIT AMOUNT) is due to (TITLE COMPANY) by (BUYER DEPOSIT DEADLINE). If you have already sent it, could you reply with the confirmation or reference number? I will ask title to confirm receipt. As always, confirm any wiring instructions by phone with (TITLE COMPANY) before sending. Thank you, (YOUR NAME)

If the deposit is late (deadline day, no receipt)

Subject: (PROPERTY ADDRESS) · Deposit not yet received Hi (BUYER CONTACT NAME), (TITLE COMPANY) has not yet confirmed receipt of your deposit, which was due today. Could you send me the wire confirmation or reference number as soon as possible so title can trace it? Thank you, (YOUR NAME)

Then call the buyer, and escalate Red to dispositions and the client the same hour. The client decides any extension.

Stage 5: Access and walkthrough confirmation

Subject: (PROPERTY ADDRESS) · Walkthrough confirmed (WALKTHROUGH DATE) Hi (BUYER CONTACT NAME), Your walkthrough is confirmed for (WALKTHROUGH DATE) at (WALKTHROUGH TIME) (local time). Access: (ACCESS INSTRUCTIONS) On site contact: (ACCESS CONTACT NAME), (ACCESS CONTACT PHONE) Please be respectful of the property (AND THE OCCUPANTS, IF OCCUPIED), lock up when you leave and return any key to where you found it. Text me when you are finished so I can let the seller know. Thank you, (YOUR NAME)

Stage 6: Buyer status update (every 3 business days)

Subject: (PROPERTY ADDRESS) · Update (DATE) Hi (BUYER CONTACT NAME), Here is your update:

• Title: (TITLE STATUS IN ONE LINE)
• Your deposit: (RECEIVED ON DATE / OUTSTANDING)
• Your documents with title: (COMPLETE / STILL NEEDED: LIST)
• Target closing date: (CLOSING DATE) Next step: (NEXT STEP). Anything I can help with? (YOUR NAME)

Stage 7: Funds plan confirmation (at clear to close)

Subject: (PROPERTY ADDRESS) · Closing funds and signing plan Hi (BUYER CONTACT NAME), Title has confirmed the file is clear to close on (CLOSING DATE). To make closing day smooth, please confirm:

1. How you will sign: at the title office, with a mobile notary, or by mail away
2. When your closing funds will be wired. Title will send you the final amount and instructions directly. Please call (TITLE COMPANY) to confirm them before sending.
3. That your funds will arrive at least (FUNDS LEAD TIME) before closing (CLOSER NAME) will send you the settlement statement for review in the next few days. Thank you, (YOUR NAME)

If the buyer mentions a loan when they agreed to pay cash

Hi (BUYER CONTACT NAME), Thank you for letting me know. To plan correctly, could you confirm in writing which lender you are using, the loan type, and the closing date your lender has confirmed? I will share this with our team today.

Escalate Yellow to dispositions and the client. A loan adds an appraisal and time, and in a double close may be blocked by resale timing rules. The client decides how to proceed.

Stage 8: JV partner coordination

Subject: (PROPERTY ADDRESS) · JV file opened Hi (JV PARTNER NAME), I am the transaction coordinator for (COMPANY NAME) on our joint venture for (PROPERTY ADDRESS). The file is open with (TITLE COMPANY), and the signed JV agreement has been shared with them. To make sure your share is paid correctly at closing, please send (CLOSER NAME) directly:

1. Your company documents
2. Your W-9
3. Your payment instructions, through title's secure process, confirmed by phone with title I will send you updates at each major step. Target closing: (CLOSING DATE). (YOUR NAME)

Objections

Buyer says	You respond
"Can we lower the price? The roof is worse than I thought."	"I understand. I will pass this to our team today, and they will come back to you." Then send to dispositions and the client.
"I need two more weeks."	"Let me check with our team. Could you tell me the reason and the date you can commit to?" Escalate Yellow.
"Can I put the deed in a different company name?"	"Possibly, but it may need a new assignment. Please send the exact new name and I will check with the team and title."
"Can I see the seller's figures?"	"The settlement statements are prepared separately for each side. Title will send you your statement to review."
"Can I get access again before closing?"	"I will ask the seller and confirm a time. Please give me two options."

After the call or email

(DATE) · Status: (CODE) · Heat: (Green/Yellow/Red)
Done: (message sent / call made, time). Buyer confirmed: (what).
Waiting on: Buyer (deposit / documents / funds plan) by (date).
Next: (action) by (date), owner (TC / dispositions / client).
Risk: (none, or one line)

When the buyer's deposit and documents are both confirmed by title, move the file to BUYER-LOCKED and remove the BUYER-NEEDED flag.

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