TC Closing Checklist · Narqix Academy

For Transaction Coordinators and team leads who audit files. After reading this page you will have one checklist that walks any investor file through all 12 stages, from signed contract to closed, with the status code, day target and exit test for each stage.

Track: Transaction Coordination · Role: Transaction Coordinator · Time to complete: 15 min

How to use it

Duplicate this checklist for each new file, or paste the compact version at the bottom into the CRM file record.
C means the closing date. "C minus 7" is 7 days before closing.
Move the status only when the exit test is met. Every active file has exactly one status.
Full detail for every stage is on the Closing Timeline page in the Transaction Coordination track.

The 12 stages at a glance

Stage	Status	Day target	Exit test
1. Intake	NEW	Day 0, within 2 business hours	File complete, every deadline on the tracker
2. Open title	TITLE-OPEN	Day 0, within 4 business hours	Title confirms receipt in writing
3. Earnest money	EMD-PENDING	Day 1 to 3, per contract	Receipt from title saved
4. Title search	SEARCH	Day 3 to 10	Title summary sent to the client
5. Inspection period	Runs alongside 3 to 6	Contract end date	Client decision recorded before the deadline
6. Buyer assignment	MARKETING, then BUYER-LOCKED	Day 3 to 14	Buyer documents and deposit with title
7. Curative	CURATIVE (if needed)	Day 7 to C minus 7	Title signs off every requirement
8. Clear to close	CTC	C minus 7	Title confirms CTC in writing
9. Settlement statement	SS-REVIEW	C minus 5 to C minus 2	Final statement approved in writing
10. Signing	SIGNING	C minus 2 to C	Title confirms all signatures
11. Funding and recording	FUNDING	C to C plus 2	Client confirms exact fee received
12. Post-closing	POST, then CLOSED	C plus 1 to C plus 3	Package archived, handoffs done

The checklist

Stage 1: Intake (NEW)

New File Intake form completed (see TC New File Intake)
Signatures, initials, addenda and state disclosure checked
Every date and amount in the tracker; reminders set 2 business days before each deadline
Deal type tagged; occupancy and access logged

Stage 2: Open title (TITLE-OPEN)

Client's chosen title company used (if none chosen, ask the client today)
Opening package sent: contract, addenda, assignment or JV agreement if signed, contact sheet, target closing date, deposit details, deal type
Entity documents sent in a separate email
Title asked to order title, municipal and lien searches
Written receipt confirmation received (call at 4 business hours; Yellow by end of next business day)
Seller welcome call made and confirmation email or text sent
Double close: title's policy on funding the first closing confirmed. Subject-to: title confirms it closes this structure

Stage 3: Earnest money (EMD-PENDING)

Every deposit identified (client's deposit now, buyer's deposit later)
Delivery method confirmed with title and sent to the payer
Payer reminded the day before the deadline
Receipt saved to 04 Deposits and Receipts
Seller told by phone that the deposit is in

Stage 4: Title search (SEARCH)

Day 5: expected search date asked if not received
Seller information sheet and payoff authorization returned (if title requires)
Commitment read the day it arrives: Schedule A, requirements, exceptions
Vesting compared with the contract seller names
Municipal lien search read: water, sewer, code fines, demolition liens, open permits
Curative list built in the CRM: item, owner, due date
One-paragraph title summary sent to the client

Stage 5: Inspection period (runs alongside)

Exact end date and time logged
Access arranged and confirmed the day before and the morning of each visit
Tenant notice given through the seller or property manager (if occupied)
Reports and photos uploaded to 06 Inspections and Photos
Two business days before the end: client asked in writing to proceed, renegotiate, extend or cancel
Decision recorded in the CRM with date and client name; any notice delivered and confirmed before the deadline

Stage 6: Buyer assignment (MARKETING, then BUYER-LOCKED)

Dispositions given access rules and the buyer lock date (normally at least 7 business days before closing)
Received: signed assignment or B to C contract, exact buyer entity, proof of funds or lender letter, buyer closer or lender contact
Fee or resale price matches what the client approved
Client approval before sharing the original seller contract with the buyer
Buyer paperwork sent to title with the assignee, fee and payee stated
Buyer deposit tracked and receipted
Cash buyer: wire confirmed for at least one business day before closing. Change to a loan: Yellow at once

Stage 7: Curative (CURATIVE, only if needed)

Each item has an owner, action and due date
Payoffs ordered with a good-through date after closing
Seller documents requested in plain language with a deadline
Twice-weekly status email to title listing every open item
Any item that will not clear by C minus 7 escalated Yellow with a recommendation

Stage 8: Clear to close (CTC)

Title asked: "Is this file clear to close on (CLOSING DATE)? Is anything outstanding from any party?"
Closing date, time and method confirmed for each party
Mail-away packages arranged (3 to 5 business days)
Buyer funds plan, lender date or transactional funding date confirmed
Client's fee wire instructions sent only through the client's secure method; title confirms by phone with the client

Stage 9: Settlement statement review (SS-REVIEW)

C minus 5: preliminary statement requested (both statements for a double close)
Reviewed line by line the day it arrives; corrections sent in one numbered email
Client approval in writing
Seller walked through estimated proceeds by phone ("estimated" every time)
C minus 2: final statement checked for every correction
Each approval recorded with date and time

Stage 10: Signing (SIGNING)

Seller appointment confirmed: date, time, place or mobile notary, ID to bring
Every required signer confirmed (both spouses, every heir or trustee)
Buyer signing confirmed or signed package back
48-hour confirmation email sent to all parties
Morning-of reminder call to the seller
Title confirms the package is complete

Stage 11: Funding and recording (FUNDING)

Buyer or lender funds at title confirmed
Double close: both closings funded, in order
Disbursement confirmed; fee wire reference requested
Client confirms the fee arrived, matched to the statement to the cent
Seller called once funds are disbursed
Recording date asked; copy of the recorded deed requested

Stage 12: Post-closing (POST, then CLOSED)

Final statement and closing package uploaded
Recorded deed uploaded when it arrives
Status CLOSED, team tagged
Client purchases: handoff to project or property manager with keys, codes, reports, utility status
Signs, lockboxes and utilities handled; follow-up in 2 business days
Seller review request sent per the client's process
Three-line lessons note written

Compact version for the CRM

Paste into the file record and update the dates as each stage closes.

CLOSING CHECKLIST · (PROPERTY ADDRESS) · Close (CLOSING DATE) · TC (YOUR NAME)
1  Intake (NEW) ............................ done (DATE)
2  Title opened, receipt in writing ........ done (DATE)
3  Client deposit receipted ................ done (DATE)
4  Commitment read, title summary sent ..... done (DATE)
5  Inspection decision recorded ............ done (DATE), decision (PROCEED, RENEGOTIATE, EXTEND OR CANCEL)
6  Buyer locked, buyer deposit receipted ... done (DATE)
7  Curative cleared ........................ done (DATE) or not applicable
8  Clear to close in writing ............... done (DATE)
9  Final statement approved by client ...... done (DATE, TIME AND ZONE)
10 All signatures confirmed by title ....... done (DATE)
11 Fee received, matched to statement ...... done (DATE), amount (AMOUNT)
12 Package archived, status CLOSED ......... done (DATE)
Lessons: (WENT WELL), (SLOWED THE FILE), (DO DIFFERENTLY)

Coach's note: The stages overlap. While title searches, the inspection period runs and dispositions markets the deal. Work the checklist by deadline, not by stage number. The 45 minute start-of-shift triage on the Daily Processes by File Status page tells you which file needs you first.

Never do this: Never let an inspection period end without a recorded decision. Never send wire instructions by ordinary email or accept a change to them without phone confirmation through the client's secure method. Never mark a file CLOSED before the client confirms the fee arrived.

Check yourself

What is the exit test for CTC?
Two business days before the inspection period ends, what do you do?
When is a file allowed to move from FUNDING to POST?
A cash buyer tells you they will now use a loan. What level is the escalation?

Answers

Title confirms in writing that the file is clear to close.
Ask the client in writing: proceed, renegotiate, extend or cancel. Prepare any notice so it is delivered before the deadline.
When the client confirms receipt of the expected fee, matched to the settlement statement.
Yellow, at once.