The Agent’s Role Between Contract and Closing

Open the File with Context

Most of what happens between contract and closing takes place outside of the agent’s hands. For example, the title search, curative work, coordination among lenders and creditors, and file preparation all belong to the title company. However, the agent plays an important role in initiating this process. 

Once you have a signed purchase agreement, you can send it directly to Bluegrass Land Title to open the file rather than waiting for the lender to submit the title request. Lenders often submit that request after an appraisal or other loan conditions clear. However, opening the file yourself ensures that the file will be ready when your client’s earnest money deposit arrives, and it lets the title search begin sooner. It also gives you a starting point for providing context and transaction details. 

Provide Basic Transaction Details

The escrow team reviews every purchase agreement carefully, but the contract may not answer every question about the transaction. Providing a few key details when submitting the contract helps eliminate guesswork and keeps the process moving smoothly from the start. 

• Client contact information: Provide phone numbers and email addresses for all parties involved in the transaction so that the escrow team can reach them directly.
• The names of everyone who needs to be on title: Confirm whether the property will be held in an individual name, joint names, or an entity such as an LLC.
• Commission details and admin fees: Include your commission amount and any brokerage admin fees so that these figures can be reflected accurately in the file.

These details allow the transaction to move forward without follow-up. 

Flag Special Circumstances

Agents typically flag unusual transactions quickly. For example, when a property sits in a trust, or the sale is part of an ongoing divorce, agents are generally aware of these situations and communicate them to the title company. Unfortunately, more “routine” special circumstances can slip through the cracks.

Kierra Bozeman, Director of Marketing at Bluegrass Land Title, explains, “We typically don’t run into issues with unique situations because agents recognize that they require extra attention and are proactive about communicating them. It’s often the basic details that get overlooked because they seem routine—but those are still details our team needs to know.” 

The following situations can affect how the escrow team prepares and processes a file.

• A power of attorney being used by any party. Approvals will be needed. Our team can prepare the POA when needed or review an existing one before closing to confirm it meets recording requirements and covers the specific transaction. 
• A buyer who intends to take title in an LLC or entity name rather than the name on the purchase agreement. If the escrow team doesn't learn about this until later in the process, an addendum may be required to reflect the correct vesting, which can affect the flow of the transaction.
• A seller who is in a hospital, assisted living facility, or otherwise unable to travel to closing. The escrow team can arrange a mobile or remote signing, but these require additional coordination and lead time.
• Any party who will be out of state or unavailable on the anticipated closing date. Remote closings and document shipping need to be set up in advance, and timing can vary depending on the state involved.
• A divorce, estate, or probate proceeding connected to the property or any party on the deed. These situations often involve court orders, additional signatures, or documentation the escrow team must obtain and review before closing.
• A concurrent closing that connects this transaction to another. The escrow team will need to coordinate timing and fund disbursement across both transactions, which requires advance planning with all parties involved.

Your escrow officer will let you know if anything else is needed as the file progresses.

None of this information has to arrive the moment you open a file; you’re welcome to send the purchase agreement and then follow up as you gather the rest. However, the earlier you can provide this information, the better. Much of the escrow process involves coordination with lenders, lienholders, and other outside parties that cannot begin until the escrow team has the information it needs to move forward.

Set Transaction Expectations With Your Client

Before the purchase agreement is signed, your client has only worked with you. However, once the file opens, messages and requests will start to arrive from a company they have likely never heard of. A short conversation before the first contact from the title company can prepare your client for what they'll receive and who it's coming from.

Bluegrass Land Title's first contact with buyers and sellers usually comes through Qualia as an automated invitation asking them to provide information for the file. Clients who receive it without warning sometimes question whether it is legitimate.

Prepare your clients by letting them know that it’s coming and what it will ask for. Qualia collects a client's name, Social Security number, marital status, and date of birth. This information supports the title search and matches the buyer to the loan. You can reassure your clients that all information supplied through the Qualia portal is secure and never shared with outside parties.

Agents will receive a copy of the title commitment. The title commitment will describe the findings from the title search and examination, including requirements that must be satisfied before closing and exceptions to title insurance coverage. Bluegrass Land Title includes guidance on how to read the document, but it can be helpful to let your clients know ahead of time that the title company will clear any requirements and that exceptions are standard in every title commitment.

The escrow team may also contact buyers and sellers with requests for information or additional documentation. Prompt responses help the escrow team keep the file moving and stay on track for the closing date. 

Stay in Communication Throughout the Transaction

Once the file is open and the escrow team has the information it needs, the title company will be working to bring the transaction to the closing table. At this point, the agent's role is to keep information current as the transaction develops. You don't need to monitor the transaction’s status, although you are welcome to check in with your escrow officer for an update at any time. 

Communicate Changes

Transactions rarely proceed exactly as written. Inspections can lead to repair addenda, and closing dates can shift as lenders, agents, and buyers work through the details. New information about the property or the parties involved can also surface later in the transaction. The escrow team can adjust when changes are communicated as they happen rather than at closing. 

For example, if you learn that a spouse on the deed passed away years ago or that a seller will be moving out of state before closing, sharing that information with the escrow team gives them time to research, prepare additional documentation, or coordinate with outside parties before closing day.

Respond Promptly to Title Company Requests

Once a file is underway, the escrow team may reach out with questions or requests for additional information. Prompt responses keep the transaction moving forward.

Most communication is initiated through the secure Qualia portal. However, if you prefer to receive communication by email or phone, let your escrow officer know, and they'll note it in your file. Qualia remains the preferred channel for your clients, since it provides a secure portal for submitting personal information and receiving updates directly from the escrow team. 

Review the ALTA Settlement Statement

The ALTA Settlement Statement provides a full accounting of the transaction. It details every dollar that changes hands at closing, and it includes the purchase price, loan payoffs, prorated taxes, title and closing fees, agent commissions, cash required for closing, and seller payoff amounts. The settlement statement is issued before closing day, and both agents and their clients should review it.

Reviewing the settlement statement before passing it along to your client gives you a chance to catch any discrepancies in commission amounts, admin fees, or closing cost splits. While you should review the entire document, confirm that your commission and admin fees, closing cost splits, and any fees charged to your client are accurate.  If something is inaccurate or missing, please reach out to your escrow officer. 

After you have reviewed the settlement statement, pass it along to your client for their review. You can let them know that you’ve already reviewed it and are satisfied, but they should check to see that all of the final numbers match their expectations. Clients are welcome to ask clarifying questions at closing, but reviewing the statement beforehand gives everyone a chance to resolve any concerns before they reach the closing table.

Prepare for Closing Day

The entire escrow process builds towards closing day. All of the early information, client preparation, communication, and document review throughout the transaction contribute to a closing experience that feels organized, personal, and worth celebrating.

If this closing is a milestone for your client, whether it's a first-time purchase or the end of a long and complicated road to the closing table, the escrow team would love to know. Even closings that happen to fall on a birthday, anniversary, or other personal occasion can be an opportunity to make the moment memorable. Bluegrass Land Title can mark the occasion with personalized touches like a custom closing screen featuring a photo of the home, a champagne toast, or other celebratory details that make the moment feel special for your client.