Ten Things Agents Can Do for a Better Closing Experience

Early in the Transaction

Once the contract is signed, the groundwork for a successful closing day begins. Setting proper expectations and establishing clear communication channels from the start helps prevent last-minute complications and prepares you and your clients for a smoother transaction. 

Communicate with Your Client

Effective client communication builds trust and helps prevent misunderstandings that can derail closings. After the purchase agreement has been signed, take time to explain the title and closing process and help your clients know what to expect. When discussing timelines, set realistic expectations, especially in complex situations like estate transactions or divorces that require additional documentation and verification. 

Your client should also know that the title company will contact them directly and that their prompt responses are essential to keeping the closing on schedule. At Bluegrass Land Title, we invite all clients to join the Qualia Connect portal for easy, secure communication and to receive notifications about their transaction status. 

Throughout the entire title and closing process, maintain open lines of communication where clients feel comfortable asking questions since this can reduce anxiety and help clients feel more prepared for closing day. Regular check-ins, even when there’s nothing substantial to report, can reassure clients that their transaction remains on track and that you’re actively monitoring their closing. 

Submit Documents Early for Review

If your client will be using any documents that grant signing authority, early submission is key for preventing closing delays. As soon as you open the title order, gather and submit any documents such as Powers of Attorney, corporate resolutions, estate documents, or trust documents for review. This gives the title company time to identify any issues that need to be resolved before closing. For example, a Power of Attorney must specifically mention real estate transactions to be valid for use at closing. If this language is missing, a new Power of Attorney will need to be prepared. 

Always check with your client to see if they will need to use any signing authority documents. In Kentucky, spouses must be present at closing due to Dower rights, which give a spouse an automatic interest in real property regardless of whose name appears on the title. If one spouse cannot attend, a properly prepared Power of Attorney may be an option, but this requires advance planning. 

Coordinate Special Circumstances

Special closing circumstances require advance planning and clear communication to avoid delays. If your transaction involves unique arrangements such as split closings between offices, remote signings, travel closings, or out-of-town participants, notify your title company early so they can make appropriate preparations.

Similarly, if your clients need interpreters or other accommodations, arranging these services in advance ensures availability and prevents last-minute complications. At Bluegrass Land Title, we have an expanded Hispanic team to ensure that our Spanish-speaking community is represented and served well. 

Estate or trust transactions require particular attention since they often involve additional verification steps and specific signing requirements. In cases of death, divorce, or disability, always work with your escrow officer to determine who has the legal authority to sign and what documentation they’ll need. 

Keep the Title Company Informed

A strong partnership with your title company’s escrow team is invaluable for smooth closings. Begin by providing accurate contact information for all transaction participants, including current phone numbers and email addresses for buyers, sellers, and other involved parties. 

When client schedules change or travel plans develop, promptly inform the escrow team so they can adjust accordingly. Similarly, transaction changes such as inspection issues, repair requests, or escrow holdbacks should be communicated immediately rather than waiting until closing is imminent.

Remember that the escrow team juggles multiple transactions simultaneously, so giving them advance notice of changes allows them to anticipate needs and develop solutions before minor issues grow into closing-day emergencies. 

Final Days Before Closing

The final days before closing are critical. This period requires careful attention to detail and solution-oriented communication to address any last-minute issues that might arise. Taking specific actions during this time helps minimize the risk of delays and ensure that your clients have a positive closing experience.

Review the ALTA Settlement Statement

A thorough review of the settlement statement is one of your most important responsibilities in the final stretch before closing. When you receive the ALTA settlement statement (typically 24 hours before closing), review it immediately rather than setting it aside for later. 

Check all names and numbers for accuracy and completion, including:

• Purchase price
• Loan amount
• Prorations
• Credits
• Commission structures

You should also pay special attention to closing costs, particularly those that were negotiated in the contract, such as seller concessions or repair credits. 

We strive for accuracy in every settlement statement. But if you identify any discrepancies, contact your title company right away so corrections can be made before the closing appointment. Once you’ve reviewed the settlement statement, have your client review it to ensure that the final numbers match their expectations. 

Prepare Clients for Closing Day

Although you may attend several closings in a month, your clients likely have far less experience and may be nervous about closing day. Proper preparation helps clients approach their closing with confidence rather than anxiety. 

It may be helpful to create a simple closing day checklist for your clients that includes bringing an unexpired, government-issued photo ID, property-related items like garage door openers or keys, and any original documents that might be required. If electronic document signing is available, encourage clients to sign these ahead of time to streamline closing. 

Always confirm and communicate the closing location, parking instructions, and arrival time, making sure to account for traffic or other potential delays. For buyers, ensure they understand when and how to initiate wire transfers or obtain cashier’s checks, reminding your clients that personal checks over $1,000 are not accepted. 

Finally, set realistic expectations about the duration of closing. At Bluegrass Land Title, we strive to start all closings promptly, and most closings last around 45 minutes. You may want to plan a few minutes at the end of closing to take photos or commemorate this event.

Be Solution-Oriented

A solution-focused approach in the final days before closing helps maintain momentum even when challenges arise. Stay positive in your communication with all parties, including lenders, title officers, and other agents, as this collaborative spirit often leads to more flexible problem-solving. 

Anticipate common closing challenges based on your experience, such as last-minute document requests or funding delays, and have contingency plans ready. It may be wise to allow buffer time in schedules wherever possible, avoiding tight timelines that leave no room for unexpected issues.

Throughout this process, keep your client’s priorities at the forefront of your decision-making. If problems do emerge, focus conversations on potential solutions rather than assigning blame, asking “How can we resolve this?” instead of “Who caused this?” This mindset not only leads to faster resolution of issues but also reassures clients that their transaction remains in capable hands despite any temporary setbacks. 

After Closing

A successful closing is worth celebrating, but your work as an agent isn't quite finished. Taking specific actions after closing can help your clients transition smoothly into their new status as homeowners or successfully conclude their home sale, while also strengthening your professional relationships for future business.

Follow Up with Your Client

A thoughtful post-closing check-in demonstrates your commitment to client care. Contact your clients within a few days after closing to remind them to store their closing documents in a secure location, as these contain important information they may need for tax purposes or future reference. Explain when they should expect to receive their recorded deed and final documents from the title company, which typically takes a few weeks depending on local recording processes.

Be prepared to answer questions from your clients that arise once the excitement of closing settles. For buyers with a new mortgage, it’s always helpful to help them understand when their first payment will be due, as this timing can vary based on their closing date.

Finally, always express sincere gratitude for their business. Taking a moment to genuinely thank your clients acknowledges the significant trust they’ve placed in you to guide them through one of life’s most important financial decisions. 

Provide Feedback

Sharing your closing experience with the title company helps improve service for future transactions. If you had an outstanding closing experience, take the time to leave a Google review for your closing location. If something failed to meet your expectations, communicate directly with your escrow team. This feedback loop benefits everyone since it can lead to more efficient processes and better client experiences.

Maintaining strong connections with your escrow team is particularly valuable since they play a key role in transaction success. If you worked with an escrow officer who provided exceptional service, consider requesting them specifically for future closings. These escrow professionals can become trusted partners in your business, developing an understanding of your unique needs and preferences over time. 

Reflect on the Closing Process

Taking time for personal reflection after each closing contributes to your growth as a real estate professional. Evaluate what aspects of the transaction proceeded smoothly and which elements presented challenges, considering both your own performance and the overall coordination among parties. Every transaction is different, and there are always places where you can learn and grow.

Make notes about specific lender requirements, title company procedures, or client preferences that would be helpful to remember for similar transactions in the future.  For example, you might notice that certain lenders consistently require additional documentation for self-employed borrowers, allowing you to proactively prepare these clients earlier in the process.

Your Role in Successful Closings

A successful closing experience ultimately comes down to three guiding principles:

1. Communication is key throughout the entire transaction. Whether you’re coordinating special circumstances, reviewing settlement statements, or addressing last-minute concerns, maintaining an open dialogue with all parties creates transparency and prevents misunderstandings. 
2. Thorough preparation prevents problems before they arise. Many closing delays can be avoided with proper preparation. Early document submission, client education, and anticipating potential challenges allow you to address issues proactively rather than reactively.
3. Relationships matter. The connections you build with title partners, lenders, and other professionals create a collaborative network that benefits everyone – especially your clients. Invest the time in understanding each other’s processes and work as a team to develop trust and efficiency that will lead to smoother transactions in the future.

Real estate professionals who consistently deliver exceptional closing experiences don't just complete transactions—they build lasting relationships based on trust, reliability, and genuine care for their clients' needs. By embracing effective communication, thorough preparation, and relationship-building as guiding principles, you create an environment where closings can proceed smoothly and clients feel supported throughout their real estate journey.