TC New File Intake

When to use it

• Trigger: acquisitions hands you a signed contract (same day as signing).
• Deadline: intake complete within 2 business hours. Title opened within 4 business hours.
• Status: the file is NEW until intake is complete and the opening email is sent. Then it moves to TITLE-OPEN.
• Method: Stage 1 of the Closing Timeline page and the Tracker and CRM Standards page in the Transaction Coordination track.

The intake form

Paste into the CRM file record. Every line gets a value, "none" or "not applicable".

NEW FILE INTAKE · (PROPERTY ADDRESS) · received (DATE, TIME AND ZONE) · TC (YOUR NAME)
Status: NEW    Heat: (GREEN, YELLOW OR RED)    Flags: (LIST OR NONE)
Deal type tag: (ASSIGNMENT, DOUBLE CLOSE, RETAIL PARTNERSHIP, SUBJECT-TO, CLIENT PURCHASE OR JV)
Acquisitions owner: (NAME)    Dispositions owner: (NAME OR NOT APPLICABLE)

PARTIES
Seller names exactly as on contract: (SELLER NAMES)
Owner of record (public record check): (OWNER NAMES), match: (YES OR NO)
Buyer entity exactly as on contract: (BUYER ENTITY NAME), "and/or assigns": (YES OR NO)
Seller best contact: (PHONE), (EMAIL), best time (TIME AND ZONE)
Title company chosen by client: (TITLE COMPANY), closer (CLOSER NAME)
Other parties: (LENDER, AGENTS, JV PARTNER, OR NONE)

SIGNATURES
Signature lines counted: (NUMBER)    Signatures counted: (NUMBER)
All initials present: (YES OR NO)
Addenda and counteroffers: (LIST), all signed by every party: (YES OR NO), final version: (WHICH)
Special terms or handwritten changes: (EXACT WORDS, OR NONE)

STATE REQUIREMENTS
State: (STATE)
Wholesaler disclosure required: (YES, NO OR ASKED CLIENT)
Disclosure signed and dated on time: (YES, NO OR NOT REQUIRED)
Seller cancellation window ends: (DATE, TIME AND ZONE, OR NOT APPLICABLE)

MONEY AND DATES (logged in the tracker)
Contract date: (CONTRACT DATE)
Purchase price: (CONTRACT PRICE)
Deposit: (DEPOSIT AMOUNT), paid by (WHO), due (DATE)
Inspection period ends: (DATE AND TIME)
Closing date: (CLOSING DATE)
Possession date: (DATE)
Closing costs paid by: (WHO PAYS WHICH COSTS)
Seller credits: (AMOUNT OR NONE)
Personal property included: (LIST OR NONE)
Expected fee or spread: (EXPECTED FEE)

PROPERTY AND RISKS
Occupancy: (VACANT, OWNER OCCUPIED OR TENANT OCCUPIED)
Access: (LOCKBOX OR ACCESS CONTACT; code stored per client's secure method, not in this note)
Known mortgage, liens, back taxes: (DETAILS OR NONE KNOWN)
Probate, divorce, trust or estate notes: (DETAILS OR NONE)
Seller situation notes from acquisitions: (SHORT SUMMARY)

SETUP
Folder created and files named: (YES)
Every deadline on calendar with reminder 2 business days before: (YES)
Missing items: (LIST OR NONE)
Escalation needed: (NONE, or YELLOW OR RED WITH REASON)
Next: send opening package to title by (TIME AND ZONE)

Intake checklist

• Contract signed and dated by every seller and by the buyer entity (count lines, count signatures)
• Every page that needs initials has them
• All addenda and counteroffers signed by every party; final version clear
• State wholesaler disclosure signed, dated and delivered on time (or client asked if unsure)
• Seller cancellation window end date and time logged; no deed or closing document signed inside it
• Seller names match the owner of record
• Buyer entity name exact, including LLC or Inc. and any "and/or assigns" wording
• Price, deposit, inspection end, closing, possession, closing costs, credits and personal property logged in the tracker
• Deal type tag set
• Occupancy and access logged
• Known liens, back taxes, probate or divorce notes copied into the file
• Every deadline on the calendar with a reminder 2 business days before

Folder structure

One folder per property in the shared drive.

(PROPERTY ADDRESS) - (CITY) (STATE)
  01 Contract and Addenda
  02 Disclosures
  03 Title and Lien Searches
  04 Deposits and Receipts
  05 Buyer and Assignment
  06 Inspections and Photos
  07 Settlement Statements
  08 Closing Package
  09 Correspondence Exports

File names: YYYY-MM-DD_DocType_StreetNumber-StreetName_Status.pdf. No spaces. EXECUTED only when every party has signed. Approved document type words are listed on the Tracker and CRM Standards page.

Opening email subject line

(PROPERTY ADDRESS) · New File · (DEAL TYPE) · Close (CLOSING DATE)

Send entity documents in a separate email from the contract.

Check yourself

1. How soon after receiving a signed contract must intake be complete?
2. The seller name on the contract differs from the owner of record. What do you do?
3. The state requires a wholesaler disclosure and it is not in the file. What happens?
4. Name the folder where the deposit receipt goes.

Answers

1. Within 2 business hours.
2. Record "match: No" and follow the vesting and signing guidance (Title Issues and Fixes, Contract Titling and Signing). Raise it with the client before opening title.
3. Escalate Red before opening title. The fix is the client's decision.
4. 04 Deposits and Receipts.

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