The TC Role

The job in one paragraph

The TC takes over the moment a contract is fully signed and stays with the file until the money has landed and the paperwork is archived. You are the project manager of the closing. You do not find sellers, set prices or choose buyers. You make sure the people who do those jobs, plus the title company, lenders, agents and notaries, all do their part on time and correctly. You are the one person who sees the whole file.

What the TC owns

Ownership means: if it goes wrong, the first question is "did the TC see it coming?" You own these outcomes.

Area	What you own	What "done" looks like
File intake	Checking the signed contract and building the file	Every key date, amount and party is logged; missing signatures are caught on Day 0
Opening title	Sending the file to the title company or closing attorney	Title confirms receipt in writing, same business day
Earnest money	Tracking every deposit owed, by whom, by when	Receipt from title on file before the deadline
Deadlines	Inspection period, deposit dates, closing date, cancellation windows, counteroffer expiry, possession	Every deadline is on the calendar with a reminder two business days before
Title progress	Search, commitment, curative items, payoffs	Every open item has an owner and a due date
Documents	Addenda, counteroffers, extensions, assignments, releases, entity documents	Signed by all required parties, uploaded, sent to title
Access and inspections	Lockbox codes, tenant coordination, inspector and buyer walkthroughs	Confirmed with the access party the day before and the day of
Communication	Seller, buyer, title, lender, agents, client, internal team	Nobody goes longer than the cadence below without hearing from you
Settlement statement	Reviewing every line before anyone signs	Your written approval or corrections go to title before signing
Closing day	Signing, funding, recording, fee confirmation	Client has confirmation that the fee arrived
Post-closing	Closing package, CRM status, handoffs, utilities, signs, lockboxes	File archived complete within 3 business days

What the TC does not own

Knowing your limits protects the client and you.

• Price and terms. Acquisitions and the client decide these. You can report what a party is asking for. You cannot agree to it.
• Choosing the end buyer. Dispositions does this. You check that the buyer's paperwork is complete.
• Legal opinions. Title, the closing attorney or the client's attorney answers legal questions.
• Signing for anyone. You never sign, initial or date a document for any party, ever.
• Notarizing. Only a commissioned notary can notarize. You schedule the notary.

The six file types you will work

Every file in the CRM is tagged with one of these. The tag changes your checklist.

Wholesale assignment

The client signs a purchase agreement with the seller (the A to B contract). Dispositions finds an end buyer, who signs an assignment agreement (B to C). At closing the end buyer pays the original price to the seller plus the assignment fee to the client. One closing, one deed from seller to end buyer.

TC focus: the assignment agreement and the client's entity documents reach title early, the end buyer's deposit is received, and the fee shows on the settlement statement exactly as agreed.

Example: the seller agreed to (CONTRACT PRICE). The end buyer agreed to an assignment fee of (ASSIGNMENT FEE). The end buyer brings the contract price plus the fee plus their closing costs. The seller's proceeds are based on the contract price only.

Double close

Two separate closings. First the client buys from the seller (A to B). Then the client sells to the end buyer (B to C), often within hours. The client is the owner of record for a short time. The client's profit is the difference between the two prices, minus two sets of closing costs.

TC focus: two contracts, two settlement statements, and funding for the first closing. That funding is often short term "transactional" money, typically priced at about 1 to 3 percent of the loan. Some title companies allow the end buyer's money to fund both closings; many do not. Confirm the title company's policy on Day 0.

Watch out: if the end buyer uses an FHA loan, federal anti-flipping rules can block a resale within 90 days of the client's purchase. Flag any end buyer with a loan to the client immediately.

Retail Partnership Option (novation-style)

The client and the seller sign an agreement that lets the client prepare the house and market it on the open market through a licensed agent. When a retail buyer signs, the sale is from the seller to that buyer, and the client earns the agreed spread at closing.

TC focus: this file looks like a normal retail sale. You will work with a listing agent, a buyer's agent, a lender, an appraiser and inspectors. Expect repair requests, appraisal dates, loan approval deadlines and a final walkthrough. These files take longer, often 30 to 60 days. Licensing and disclosure rules for this structure vary by state. Follow the client's instructions and title's guidance.

Subject-to

The client takes ownership of the property while the seller's existing mortgage stays in the seller's name. The client makes the payments going forward.

TC focus: the title company must agree to close this structure. Expect extra documents: the seller's written acknowledgment of the arrangement and of the lender's right to call the loan due, a third-party authorization so the client can speak with the loan servicer, the latest mortgage statement, insurance changes and, if the loan is behind, a reinstatement figure instead of a payoff. Every disclosure the client's documents require must be signed before closing.

Client purchase (fix and flip or rental)

The client buys the house to renovate and resell, or to keep as a rental. The client may use a private or hard money lender.

TC focus: lender paperwork and funding, inspection and contractor walkthroughs, insurance binder before closing, and a handoff after closing to the project manager who runs the renovation. After the handoff, you check the project weekly until it goes back under contract for resale, at which point a new file opens.

Joint venture (JV)

Two investors work one deal. For example, another wholesaler has the contract and the client has the buyer, or the reverse. A signed JV agreement says how the fee is split.

TC focus: the JV agreement is signed and on file before you open title, both entities' documents and wire details reach title, and the settlement statement pays each party their exact share. Tell title in your opening email that a JV partner is involved.

Your daily rhythm

Your shift overlaps US business hours. Title offices on the East Coast open three hours before offices on the West Coast, so plan calls by the time zone of the person you are calling, not your own clock.

Block	Time in your shift	What you do
1. Sweep	First 30 minutes	Check your campaign's check-in method. Read every new email, text and CRM mention. Flag anything about money, cancellations or deadlines and act on it first.
2. Deadline board	Next 15 minutes	Open the tracker. Sort by next deadline. Anything due in the next 2 business days goes to the top of today's list.
3. Title touches	First hour of US morning	Call or email title on every file at SEARCH, CURATIVE, CTC or SS-REVIEW status. Mornings are when closers are at their desks.
4. Party updates	Mid shift	Seller update calls, buyer emails, lender and agent check-ins, based on each file's cadence.
5. Document work	Mid shift	Prepare and send addenda, extensions and assignment paperwork. Check returned documents for complete signatures.
6. Closings	Whenever scheduled	On closing days, closing communications come before everything else (see Script 04).
7. Notes and report	Last 30 minutes	Every active file gets a dated CRM note. Send your end of shift summary to the client and team lead.

Contact cadence

Silence makes people nervous, and nervous sellers cancel. These are minimums. Closing week is always daily.

Party	Normal weeks	Closing week	Channel
Title company or closing attorney	At least twice a week, plus every time something changes	Every business day	Email for records, phone for urgent items
Seller	At least once a week, plus every milestone	Every day	Phone first, then an email or text that confirms what you said
End buyer	At least every 3 business days	Every day	Email, with a call for anything urgent
Lender, agents, JV partner	At least every 3 business days	Every day	Email
Client	Daily summary	Daily, plus live updates on closing day	Team channel or the client's preferred channel

The rule behind the table: no party ever goes more than 3 business days without a touch. A touch is a real update or a real question, not "just checking in." Ask every person to confirm they received your message.

KPIs that matter

You are measured on outcomes, not activity. Your team lead reviews these weekly.

KPI	Target	Why it matters
Title opened within 4 business hours of a fully signed contract	100 percent	Every hour lost at the start is an hour you cannot get back at the end
Deposits received and receipted by the contract deadline	100 percent	A late deposit can give the other side a right to cancel
Files closed on or before the original closing date	80 percent or better	Extensions cost goodwill and sometimes money
Settlement statement errors caught before signing	Every error, zero reach signing	One wrong line can cost the client the whole fee
Fee variance (fee received versus fee expected)	Zero	The client must receive exactly what the documents say
Response time to any party message	Under 4 business hours	Fast replies build trust and prevent cancellations
Active files with a dated note in the last business day	100 percent	Anyone can pick up your file if you are out
Post-closing package archived	Within 3 business days	Clean files protect the client in audits and disputes
Fall-out reasons recorded	Every dead file	The client learns why deals die and fixes the cause

Handoffs

Work comes to you from three directions and leaves you in three directions. Every handoff has a minimum packet. If the packet is incomplete, you send it back the same day with a list of what is missing.

Work you receive

From	What you must receive	Your first action
Acquisitions	Fully signed contract and every addendum, any required state disclosure signed and dated, seller name and best contact times, occupancy (vacant, owner, tenant), access method, known mortgage or liens, seller's situation notes, deal type tag, the client's chosen title company	Intake check (page 02, Stage 1) within 2 business hours
Dispositions	Signed assignment agreement or B to C contract, buyer entity name exactly as it will appear on the deed, buyer proof of funds, buyer deposit amount and deadline, buyer contact and their closer or lender	Send to title, start buyer deposit tracking
The client	Approvals, decisions on title issues, extension approvals, wire instructions through the client's secure method	Log the decision in the CRM with the date and send written confirmation

Work you send

To	What you send	When
Title company	Contracts, addenda, entity documents, contact sheet, payoff authorizations, approvals on the settlement statement	Day 0 and every time a document changes
Dispositions	Inspection period end date, access rules, any title problem that affects marketing, deadline for the buyer to be locked	Day 0 and on every change
Project manager or property manager (client purchases)	Closing package, keys and access, utility status, inspection reports	Within 1 business day of funding

Escalation rules

Escalate means: tell your team lead and the client in writing, with the facts, the risk and your suggested next step. Use the format in page 11.

Level	When	How fast	Examples
Red: stop and escalate now	Money, fraud, legal risk or a closing at risk within 72 hours	Within 15 minutes, call plus written message	Changed wire instructions, seller says they want to cancel, legal threat, seller has died, a second contract or recorded memorandum from another buyer, fee lower than agreed, closing will miss its date
Yellow: escalate today	A problem that can still be solved but needs a decision	Same business day	New lien or judgment on the title search, deposit late by 1 day, seller silent for 48 hours, buyer asking for a price reduction, tenant will not allow access
Green: report in summary	Normal progress and small delays	End of shift summary	Title search ordered, seller sent ID, buyer walkthrough completed

Quality standards

A Narqix TC file passes audit when all of these are true.

• Every document in the file is fully signed by every required party, with dates.
• Names match exactly across the contract, title commitment, assignment and settlement statement.
• Every deadline in the contract is on the tracker, with a reminder.
• Every deposit has a receipt from the holder.
• Every title requirement has an owner and a due date, and title has signed off before the file moved to CTC.
• The settlement statement was reviewed line by line, and the review is noted in the CRM.
• Wire instructions were confirmed by phone with a known number.
• There is a dated note for every business day the file was active.
• The closing package, final settlement statement and recorded deed (when available) are in the file.
• The dead reason or closed result is recorded.

Common mistakes new TCs make

1. Trusting the summary instead of the contract. The deal sheet says closing on the 15th; the contract says "on or before the 12th." The contract wins.
2. Sending the original A to B contract to the end buyer. Contracts are shared on a need-to-know basis. Title gets everything; the end buyer gets what the client approves.
3. Waiting for title to call. Title companies juggle hundreds of files. The file that gets attention is the file whose TC follows up.
4. Promising a closing date to a seller. Say "we are targeting (CLOSING DATE), and I will confirm as soon as title gives us the final schedule."
5. Using one email thread for everything. Use a clear subject line with the property address and the topic, so anyone can find the history.
6. Not reading the title commitment. Title sends it; new TCs file it. Read every requirement on it the day it arrives.
7. Celebrating at signing. The deal is done when funds are disbursed and the fee is confirmed in the client's account, not when people sign.

Check yourself

1. A buyer's agent asks you to approve a USD 2,000 repair credit. What do you say and do?
2. Which parties must you touch every business day during closing week?
3. Name three Red escalation events.
4. What must you receive from dispositions before you can send the end buyer's paperwork to title?
5. In a double close with an FHA end buyer, what risk do you flag and to whom?

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