At Cottonwood Title, we understand how important the closing process is for your clients. This moment is significant, and as a trusted partner in the process, we’re here to ensure it’s as stress-free and seamless as possible.
To help you create an exceptional experience for your clients, we reached out to some of our most experienced escrow officers. They’ve shared their pro tips for navigating closings efficiently while keeping your clients informed and reassured every step of the way.
- Be Proactive with Sensitivities or Accommodation Needs
No two clients’ journeys are exactly the same. Personal circumstances—whether it’s a recent loss, unique accessibility needs, or preferences about the signing process—can affect the closing experience. If you know that your client requires specific accommodations or has sensitivities, it’s helpful to inform us early. We’re happy to arrange remote notarization options and meet your clients’ every need.
- Gather Contact Information Early
One of the simplest ways to keep the closing process on track is by collecting your client’s contact information as early as possible, particularly for sellers. Having this on hand means we can promptly request authorizations for items like outstanding payoffs or homeowner association (HOA) documents.
Acting early in the transaction also allows us to provide clients with a preliminary settlement statement. This proactive approach means fewer delays and surprises nearer to closing day.
Who typically schedules the closing?
Realtors usually contact us to schedule closings, but if you’d prefer us to reach out to a client directly, we’re more than happy to assist.
- Notify Us If Buyers Need Title Changes
If buyers hope to make changes to title—whether adding a party or transferring ownership into a trust—it’s crucial to share this information before closing. These details allow us to manage necessary paperwork, make accurate adjustments, and avoid unexpected delays or extra recording fees. A quick heads-up from you can ensure all adjustments are correctly reflected and that the process remains efficient.
- Share Comprehensive Transaction Documents
Ensuring accuracy begins with having a complete view of the transaction. Providing a copy of the MLS listing, REPC (Real Estate Purchase Contract), and all related addendums gives us the context we need to complete title and escrow services without confusion or delays.
Remember that title companies do not have direct access to MLS systems, so your proactive sharing of this information means fewer follow-ups and ensures nothing critical gets overlooked.
- Review the Settlement Statement
Before the signing appointment, be sure to carefully review the settlement provided by our escrow team. Review key figures, such as closing costs, fees, and other line items, to ensure everything is clear and accurate. Identifying and addressing discrepancies early prevents any misunderstandings at the closing table and helps prepare clients for a confident signing experience.
Who needs to be present at closing?
Besides the escrow officer, the main parties required at closing include the buyers, sellers, and, if desired, the agent or lender. In some situations, attorneys or authorized personal delegates (i.e., through a power of attorney) may also be called for.
Does the buyer need to attend?
In most cases, buyers will need to attend the closing to finalize paperwork and sign key documents. However, depending on the title company and local regulations, remote or advance signing options may be available. Check with our team to confirm the buyer’s requirements for your transaction.
At Cottonwood Title, the closing process should be a moment of celebration. With a firm commitment to proactive communication, comprehensive preparation, and support, we’re here to help you with your most complicated transactions. Contact us to learn more about our services.
