Web TCS - Real Estate TransAction Coordination List

When a real estate agent has a mutual acceptance they then fax in the signed Utah Real Estate Purchase Contract (REPC) to Web TCS where we will start processing the transaction:

Setup & Communication :
First we learn all communication preferences with customer & client. Then we set up all contingencies, due dates, reminders. During the transaction we keep detailed records that date and time stamp all actions, including keeping a log of phone calls as well as email. This ensures consistent delivery of service as well as protects the transaction from liability.

We contact all parties in the transaction at a minimum weekly to ensure open communication and to anticipate any problems ahead of time.

This is a Sample of our Essential Checklist :

Check document for missing signatures & pages & copy of Earnest Money
Set Up File
Seller:
Buyer:
Title Company:
Escrow/Closing Agent:
Lender:
Listing Agent:
Price:
Earnest Money:
Rec'd date
MLS#
Tax ID #
Mutual Acceptance
Closing Date:
Possession Date/Time:
Selling Agent:

Set Up All Contingency & Due Dates & Reminders
(Example)
Loan Application & Fee Deadline (Date)
Seller Disclosure Deadline (Date)
Evaluation and Inspections Deadline (Date)
Loan Denial Deadline (Date)
Appraisal Deadline (Date)
Settlement Deadline (Date)
Addendum to REPC (any Items or Dates Referenced in Addendum)
FHA/VA Loan Addendum to REPC
Estimate of closing costs
Fax copy of REPC to lender & escrow
Open title / confirm title has been opened (order Preliminary Title; "PR")
Fax Disbursement Authorization, REPC, & Earnest Money Receipt to office
Fax contract to Seller with EM receipt & lender pre-approval letter
Coordinate scheduling of all Inspection times
Check with Inspectors for timely delivery of reports
Find out if Appraisal has been ordered & for what date
Notify all parties of Appraisal date & time
Check on Title & confirm buyer, lender & agent received Copy of "PR" and any CCR's
Check on appraisal outcome & digitally store copy of appraisal
Make sure lender & agent have appraisal info
Make sure Buyer has applied for homeowners insurance & get insurance contact info
FWD homeowners insurance contact info to lender
Send copies of all addendums to escrow, lender & broker
Utility transfer letter to buyer
Change of address packet & letter to buyer
Coordinate final walk thru & transfer of keys
Check with lender minimum weekly on progress of loan
Verify with lender when documents are to be in escrow
Verify with escrow they have received documents
Verify with escrow closing appointments
Receive HUD for agent to review before clients sign documents
Verify with escrow transaction is closed, funded and recorded
Arrange removal of Signs & Lockbox for/with agent

Example Touchpoints:
Thank you/introduction letter with copy of REPC
"The process" letter (explaining the Contract to Close Process)
Change of address packet
Packing/moving/de-stress tips letter
Thank you close letter
How did we do questionnaire / testimonials / referral for agent
1st of year copy of HUD for taxes
Home Purchase Anniversary letter

*note* Reminder emails are sent to agent to follow up with client whenever a gift, how's it going letters/postcards & referral seeking items are sent to the clients on their behalf.