Title Company Intro and Opening

Purpose: open a new file with the title company or closing attorney, vet a new title company, and introduce title to the seller.

When to use: Day 0, the moment a contract is fully signed and intake is complete.

Goal of the call or email: title confirms in writing that the file is open and the searches are ordered.

Version: v1.0

Before you dial

Intake checklist complete (page 02, Stage 1). No missing signatures or disclosures.
CRM record open with the deal type, contract price, deposit amount and deadline, closing date.
Signed contract, addenda and any assignment or JV agreement saved and named per page 11.
Contact sheet ready: seller, buyer, lender, agents, JV partner, client contact, you.
Title company's record open: is it a preferred company or new? If new, Part A comes first.
Check the time in the title office's time zone. Call between 9 a.m. and 4 p.m. their time.

The flow

Stage 1: Vetting call (new title companies only)

You: Good morning, this is (YOUR NAME). I am the transaction coordinator for (COMPANY NAME). Is this a good time for a few quick questions? We may have a file to open with you today.

Why it works: you say who you are and why you are calling in the first sentence, and you ask permission.

You: We are real estate investors. Before we send a file, I want to make sure it fits how you work. Do you close assignments of contract?

You: How do you show the assignment fee on the settlement statement?

You: Do you also handle double closings? If so, can the second buyer's funds be used for the first closing, or does the first closing need separate funding?

You: Do you order the municipal and lien searches automatically, or should I request them?

You: About how long does the title commitment usually take?

You: Do you provide mobile notaries, and do you allow mail away or remote online signing where the state allows it?

You: Last one: how do you verify wiring instructions with your clients?

You: Thank you, that is very helpful. Who will be our main contact, and who is the backup if they are out?

Why it works: these answers prevent the most common closing-day failures before the file is even sent.

If they say: "We do not close assignments" or "We cannot show an assignment fee"

You: Thank you for being clear about that. I will let our team know. Have a good day.

Do not argue or try to persuade them. Record the answer in the CRM and tell the client. The client chooses another title company or another structure.

If they say: "We need to talk to our underwriter first"

You: Of course. When do you expect to hear back? I will follow up then.

Set a reminder. Tell the client the file may need another title company if the answer is not back by end of day.

If they ask: "Who is the buyer and seller?" during vetting

You: I will send all the details in the opening email once our team confirms. Right now I just want to make sure the file is a good fit for you.

After the call, send the answers to the client and wait for approval before Stage 2.

Stage 2: Opening email

Send this within 4 business hours of the fully signed contract. Use the preferred version for title companies the client already uses, and the new version for first files.

Opening email: preferred title company

Subject: (PROPERTY ADDRESS) · New File · (DEAL TYPE) · Close (CLOSING DATE) Hi (CLOSER NAME), I hope your week is going well. We have a new file for you. Attached are the signed purchase agreement and (LIST OF OTHER DOCUMENTS). Please:

Open the file and order the title search plus all required city, county and state lien searches.
Confirm receipt of the deposit of (DEPOSIT AMOUNT) when it arrives, by email or escrow receipt. It is due by (DEPOSIT DEADLINE).
Reply to confirm you received this file today. Seller: (SELLER NAME), (SELLER PHONE), (SELLER EMAIL) Buyer: (BUYER ENTITY NAME), contact (BUYER CONTACT NAME), (BUYER PHONE), (BUYER EMAIL) Lender (if any): (LENDER NAME), (LENDER COMPANY), (LENDER PHONE), (LENDER EMAIL) Agents (if any): (AGENT NAME), (AGENT PHONE), (AGENT EMAIL) Target closing date: (CLOSING DATE) Notes: (KNOWN ISSUES, FOR EXAMPLE TENANT IN PLACE OR OWNER DECEASED) Thank you, and I look forward to working on this one with you. (YOUR NAME) Transaction Coordinator, (COMPANY NAME) (YOUR PHONE) · (YOUR EMAIL)

Opening email: new title company

Subject: (PROPERTY ADDRESS) · New File · (DEAL TYPE) · Close (CLOSING DATE) Hi (CLOSER NAME), My name is (YOUR NAME). I am the transaction coordinator for (COMPANY NAME), and they have chosen your office to close this transaction. Thank you for speaking with me earlier. Attached are the signed purchase agreement and (LIST OF OTHER DOCUMENTS). I will send our company documents in a separate email. One important request: these contracts are confidential. Please do not forward the original purchase agreement or addenda to the end buyer or any other party without our written approval. I am happy to help with anything you need from the seller. Please:

Open the file and order the title search plus all required city, county and state lien searches.
Confirm receipt of the deposit of (DEPOSIT AMOUNT) when it arrives, by email or escrow receipt. It is due by (DEPOSIT DEADLINE).
Reply to confirm you received this file today. Seller: (SELLER NAME), (SELLER PHONE), (SELLER EMAIL) Buyer: (BUYER ENTITY NAME), contact (BUYER CONTACT NAME), (BUYER PHONE), (BUYER EMAIL) Lender (if any): (LENDER NAME), (LENDER COMPANY), (LENDER PHONE), (LENDER EMAIL) Target closing date: (CLOSING DATE) Thank you, and I look forward to working with you. (YOUR NAME) Transaction Coordinator, (COMPANY NAME) (YOUR PHONE) · (YOUR EMAIL)

Why it works: numbered requests get numbered answers, and asking for same-day confirmation sets the pace for the whole file.

Stage 3: Confirmation call (no reply after 4 business hours)

You: Hi (CLOSER NAME), this is (YOUR NAME) with (COMPANY NAME). I sent a new file this morning for (PROPERTY ADDRESS). I am calling to make sure it reached you. Did you receive it?

If they say: "Yes, it is in the queue"

You: Great, thank you. Could you reply to the email when you have a moment, so I have it on record? And when do you expect the search to be ordered?

If they say: "I have not seen it"

You: No problem. Can I confirm the best email address? I will resend it now and stay on the line until it arrives.

Voicemail

You: Hi (CLOSER NAME), this is (YOUR NAME) with (COMPANY NAME). I sent you a new file today for (PROPERTY ADDRESS). Please reply to the email to confirm you have it, or call me at (YOUR PHONE). Thank you.

Then send a short follow-up email on the same thread: "Following up on my call. Please confirm receipt when you can."

Stage 4: Introduce title to the seller (after the deposit is receipted)

Call first, then send an email that confirms what you said.

You: Hi (SELLER FIRST NAME), this is (YOUR NAME) from (COMPANY NAME). Is now an OK time for two minutes?

You: I have good news. The title company has received the deposit, so your file is officially open. The company handling your closing is (TITLE COMPANY), and your contact there is (CLOSER NAME).

You: Over the next few days they may send you a short form asking for your details and your loan information. That helps them pay off any loan and send your money to you at closing. If anything on it is confusing, call me and I will help you understand it.

You: I will also send you an email right now with their name and phone number, so you have everything in one place. Do you have any questions for me?

Why it works: the seller hears good news, learns who the neutral closing party is, and knows what paperwork is coming before it arrives.

Seller confirmation email

Subject: (PROPERTY ADDRESS) · Your closing company Hi (SELLER FIRST NAME), Thank you for your time on the phone today. As we discussed, your deposit has been received and your file is open with: (TITLE COMPANY) Contact: (CLOSER NAME) Phone: (TITLE PHONE) Email: (TITLE EMAIL) They may send you a short information form. Please return it directly to them. Never send your Social Security number or bank details by text or to anyone except the title company. Our target closing date is (CLOSING DATE). I will update you every week, and you can call me any time at (YOUR PHONE). Warm regards, (YOUR NAME) Transaction Coordinator, (COMPANY NAME)

If the seller asks: "Is this company legitimate? How do I know this is real?"

You: That is a smart question, and I am glad you asked. Please look up (TITLE COMPANY) yourself online and call their main number. Ask for (CLOSER NAME) about your property. That way you are not relying only on me.

Never be offended by this question. Encourage the seller to verify independently.

Objections

They say	You say
Title: "We need the deposit before we open the file."	"Understood. The deposit is due by (DEPOSIT DEADLINE). Can you send me your deposit instructions now so I can pass them to the buyer through our verified process?"
Title: "We need more documents before ordering the search."	"Of course. Could you list exactly what you need? I will get it to you today."
Title: "The closer is out this week."	"Thank you. Who is covering their files? I will copy them on the thread."
Title: "We do not allow double closings funded by the second buyer."	"Thank you for telling me now. I will let the client know so they can arrange funding."
Seller: "Why do I need to fill out another form?"	"The title company needs your details to pay off your loan and send your money to you. It is the last big form before closing."

After the call

(DATE) · Status: TITLE-OPEN · Heat: Green
Done: Opening email sent (time). Title confirmed receipt (time, name). Searches ordered: yes/no.
Waiting on: Deposit due (date). Seller info form from title.
Next: Confirm deposit receipt by (date), owner TC.
Risk: none

Next step: move the file to EMD-PENDING (or SEARCH if the deposit is already receipted) and set reminders for the deposit deadline and Day 5 title search check.