Daily Processes by File Status

Goal: a complete, valid file with every deadline logged, within 2 business hours.

Every shift

• Run the intake checklist (page 02, Stage 1).
• Confirm state disclosures and any seller cancellation window. Set the STATE-WINDOW flag if a window is open.
• Request anything missing from acquisitions in one message.

Timers

• Missing signature or disclosure: Red escalation, do not open title until the client decides.
• Seller names do not match the public record: Yellow, ask acquisitions and the client for an addendum.

Move it when: intake complete and the opening email is sent. Status TITLE-OPEN.

Goal: written confirmation from title that the file is opened and searches are ordered.

Every shift

• Check for title's confirmation.
• Make the seller welcome call if not done (Script 02, first call).
• Send the seller a short written follow-up with the title company's name.
• Confirm property access and schedule any inspection or walkthrough within 24 hours.

Timers

• No reply in 4 business hours: call the closer.
• No reply by end of next business day: Yellow escalation; call the backup closer.

Move it when: title confirms receipt. Status EMD-PENDING if a deposit is still owed, otherwise SEARCH.

Goal: receipt from title before the contract deadline.

Every shift

• Check the deposit tracker for this file.
• Day before the deadline: confirm with the payer.
• Deadline day morning: ask title to confirm receipt.

Timers

• Deadline day and no receipt by midday US time: Red escalation.
• Receipt received: save it, call the seller, update the tracker.

Move it when: receipt saved. Status SEARCH (or BUYER-LOCKED if this was the end buyer's deposit).

Goal: the commitment and lien searches are received, read and summarized for the client.

Every shift

• Check whether the commitment or municipal search arrived.
• Chase the seller information sheet and payoff authorization if title still needs them (every 2 business days).
• Seller weekly update if due.

Timers

• Day 5 with no commitment: ask title for the expected date.
• Day 10 with no commitment: Yellow escalation.
• Commitment arrives: read it the same day, build the curative list, send the client the title summary.

Move it when: title summary is sent. Status CURATIVE if anything must be fixed; otherwise MARKETING (assignment, double close, JV) or CTC preparation.

Goal: every requirement satisfied or confirmed payable at closing, with title's written sign-off.

Every shift

• Review each open item: who owns it, what is next, is it on time?
• Push the item that is most at risk. Call the person who owns it.
• Collect documents from the seller and send them to title the same day.

Timers

• Twice a week: status email to title listing every open item by number.
• Any item will not clear by C minus 7: Yellow escalation with a recommendation (extend, reprice or proceed if title allows).
• New item appears late: Yellow escalation the same day.

Move it when: title confirms in writing that all requirements are satisfied or will be satisfied at closing.

Applies to assignment, double close and JV files. It can run at the same time as SEARCH or CURATIVE. When it does, the file keeps the earlier status and carries the BUYER-NEEDED flag.

Goal: a qualified end buyer signed with their deposit at title, at least 7 business days before closing.

Every shift

• Ask dispositions for status: showings, offers, expected lock date.
• Arrange access for buyer walkthroughs; confirm with the access party.
• Share any title issue that affects marketing (code violations, HOA rules, open permits).
• Watch the inspection period end date. The client must decide before it ends whether to proceed without a buyer.

Timers

• 2 business days before the inspection period ends with no buyer: ask the client for a written decision.
• C minus 10 with no buyer: Yellow escalation; discuss extension or the client buying.

Move it when: buyer documents (assignment or B to C contract, entity documents, proof of funds) and the buyer's deposit are with title. Status BUYER-LOCKED.

Goal: the buyer's side is complete and ready for closing.

Every shift

• Confirm title has the buyer's entity documents and has been in contact with the buyer or their lender.
• Confirm the buyer's funds plan: cash wire date, or lender and closing date.
• Buyer update at least every 3 business days (Script 03).

Timers

• Buyer mentions a loan when they were cash: Yellow escalation (page 10).
• Buyer asks to change price or terms: Yellow escalation; send to dispositions and the client.

Move it when: curative is complete and title confirms clear to close. Status CTC.

Goal: everyone knows the date, time and method of signing, and all funds are planned.

Every shift

• Confirm signing method for each party: office, mobile notary, mail away or remote online notarization.
• Arrange mail away packages now if needed (3 to 5 business days).
• Send the client's wire instructions through the client's secure method; confirm title verified them by phone with the client.
• Request the preliminary settlement statement for C minus 5.
• Seller update: explain what closing day looks like.

Timers

• C minus 5 and no preliminary statement: call title.

Move it when: preliminary statement received. Status SS-REVIEW.

Goal: a final statement approved in writing by the client, with the seller understanding their side.

Every shift

• Review line by line (page 06) the day it arrives.
• Send corrections in one numbered email.
• Check each revision.
• Get the client's written approval; walk the seller through their side by phone.

Timers

• C minus 2 and corrections still open: Red escalation.
• Fee missing or wrong: Red escalation.

Move it when: final statement approved. Status SIGNING.

Goal: every party signs correctly and title confirms the package is complete.

Every shift

• 48 hours before: confirmation email to all parties (Script 04).
• Day before: confirm the seller's appointment and ID; confirm all required signers.
• Day of: morning call to the seller; check with title after each signing.

Timers

• Seller unreachable on signing day: Red escalation (page 10).
• Mail away package not back by C minus 1: Red escalation; ask title for tracking.

Move it when: title confirms all signatures received. Status FUNDING.

Goal: funds received, disbursed and the client's fee confirmed.

Every shift

• Confirm buyer or lender funds received by title.
• Double close: confirm both closings funded in the right order.
• Ask for the disbursement confirmation and fee wire reference.
• Ask the client to confirm the fee arrived, and match the amount to the statement.
• Call the seller to confirm their proceeds were sent.

Timers

• Buyer funds not at title by the agreed time: Red escalation (page 10).
• Fee received does not match: Red escalation.

Move it when: client confirms receipt of the exact expected amount. Status POST.

Goal: a complete, archived file and clean handoffs within 3 business days.

Every shift

• Upload the final statement and closing package.
• Handoff to the project manager or property manager (client purchases).
• Ask the field team to collect signs and lockboxes and handle utilities; follow up in 2 business days.
• Request the recorded deed and set a reminder to check for it weekly.

Move it when: everything above is done (the recorded deed can follow). Status CLOSED.

Used for long curative work (probate, heirs, liens) or a signed extension.

Goal: the deal stays alive and organized while time passes.

Every shift

• Check the hold reason and its next date.
• Seller touch at least weekly, even if the only news is "still waiting on the court."
• Title touch at least weekly.
• Client update weekly in the pipeline report.

Timers

• Extension end date approaching with work still open: 5 business days before, ask the client whether to extend again.

Move it when: the blocker clears. Return to the status it came from.

Goal: a clean, documented ending: notice delivered, release signed, deposit handled, any memorandum released.

Every shift

• Track signatures on the cancellation notice and release.
• Confirm with title when the deposit will be sent and to whom.
• If a memorandum was recorded, track the release of memorandum.

Move it when: release fully signed and title confirms the deposit is handled. Status DEAD with a reason code.

Same as assignment, plus:

• Week 1: confirm title's policy on funding closing 1 and arrange transactional funding if used.
• Week 2: B to C contract and buyer deposit at title; funding lender has both contracts.
• Week 3: two preliminary statements; funding lender's requirements met at least 3 business days before closing.
• Closing day: confirm closing 1 funds before closing 2 disburses.

Same as assignment, plus:

• Day 0: JV agreement signed and uploaded, JV partner's contact and entity documents collected, title told a JV partner is involved.
• Statement review: each partner's share matches the JV agreement.
• Copy the JV partner on updates only as the client approves.

Same as assignment for title and deposits, plus:

• Week 1: confirm title will close the structure; collect the latest mortgage statement and loan number; seller signs the third-party authorization.
• Week 2: reinstatement figure if the loan is behind; insurance change plan agreed with the client.
• Week 3: every disclosure the client's documents require is signed; title confirms the exact documents for closing.
• After closing: hand off loan servicing details and payment setup to the client's team.