*And let's remember: You either HAVE a TC, or you ARE the TC. - If you're not hiring us for all of the following, then you need to OWN all of the following to help ensure that you're customer are still getting the full service that they deserve... Feel free to use the following to process your own transactions, but don't miss a single one of these items... You're clients expect the best from you, and if you're ready to accept some freakishly predictable and effective leverage it would be an HONOR to partner with you to make this happen for both them and your future business.

FREE Virtual Whiteboard (VWB) - The following link will take you to our FREE Editable Virtual Whiteboard tool that includes all of the following tasks.

• YouTube LINK - Link to 27 minute video tutorial on what a VWB is and how to use it 

• VWB Template LINK - This link will take you to the VWB template - Just click on the USE TEMPLATE button and it will allow you to start editing and using it immediately

Contract to Post-Close - Complete Task List
(the following is an example based on our Florida & Minnesota based transactions)

Stage 1 - Opening Process - Contract Acceptance

1. Initial Contract Review - This step does not replace the broker or compliance manager at the agents brokerage:

   • Obtain and review the “Submit A File” intake form, fully executed purchase agreement and all exhibits.

   • Verify completeness and accuracy of the contract.

   • Ensure all parties' signatures and dates are correct.

2. Set Up Files in Transaction Management Software/Tool:

   • TC Tools: Create a new transaction file and enter all relevant details into your transaction management system (e.g., VWB, AFrame, Open To Close, etc.).

     1. Add complete details and relevant due dates per the contract.

     2. Launch any other task lists that apply (exp: order home warranty, well & septic inspections, HOA, etc.).

   • Agents Tools: Create a new transaction file and enter all relevant details into the agents/brokers compliance tool (e.g., DotLoop, SkySlope, Command, etc.).

   • Upload copies of all documents to agent/brokers compliance.

   • Agent commissions - Prelim calculated and submitted.

   • Enter all relevant contact details into our CRM and other tools used for communication and tracking (e.g., Follow-Up Boss, HubSpot, etc.).

3. Earnest Money:

   • Confirm the earnest money deposit has been received.

   • Request and receive receipt of earnest money.

   • Share copy of EM receipt with all parties.

   • Save copy of EM receipt to agent/broker compliance.

4. Send Intro email to both agents, lender and title:

   • Send "Under Contract" notifications to all parties, including the lender, title company, buyer's agent, seller's agent, and any other relevant parties.

   • Include the fully executed purchase agreement and other relevant documents.

   • Intro letter to include the following three points (agent to provide the following to their TC at time of file submission):

     1. What is missing

     2. When can we expect to receive what is missing

     3. Who “owns” tracking each of the missing items down

5. Send intro email to our agents buyer or seller:

   • Email to include copy of contracts.

   • Email to include transaction summary details.

6. Verifying and tracking of all due dates.

Stage 2 - Due Diligence and Inspection Period

1. Home Inspection - Agent is the primary on during this stage since time is of the essence and inspections may introduce need for negotiations and drafting addendums:

   • Agent - Schedule the home inspection, radon test (if applicable) and confirm the appointment with all parties.

   • Agent - Send the inspection notice to the buyer and seller, outlining the inspection date and time.

   • Agent - Receive and review the inspection report.

   • TC - Coordinate any repair requests from the buyer and submit them to the seller’s agent.

   • TC - Track responses to repair requests and facilitate negotiations as needed.

2. Other Inspections:

   • TC - Schedule additional inspections (e.g., termite, well & septic) if required or requested.

   • TC/Agent - Ensure reports from all inspections are received, reviewed and shared with appropriate parties (confirm with agent who should receive copies).

3. Contingency Removals:

   • Agent - Prepare and send contingency removal addendums once inspections are complete and repairs are agreed upon.

   • TC - Confirm that all contingencies are removed by the specified deadline.

4. Order Home Warranty if applicable

5. Track Due Dates In Tool - Requesting updates each Monday of any items that are coming due that week

Stage 3a - Appraisal and Loan Process

1. Order and Track Appraisal:

   • Ensure the lender orders the appraisal promptly.

   • Track the appraisal process and confirm the appraisal appointment.

   • Notify all parties of the appraisal results.

   • TC/Agent - Address any issues or discrepancies with the appraisal value.

2. Loan Processing:

   • Monitor the loan approval process with the lender.

   • Ensure or confirm that the buyer submits all required documents to the lender.

   • Follow up on the underwriting process to ensure the loan is on track for final approval (Lend Commitment and Clear to Close).

   • Confirm receipt of the lender or loan commitment from the lender.

3. Track Due Dates In Tool - Requesting updates each Monday of any items that are coming due that week

Stage 3b - Title and Escrow

1. Title Work:

   • Send the purchase agreement and other necessary documents to the title company (this would have been done at the beginning of this process).

   • Confirm that the title search is completed and the title is clear.

   • Address any title issues that arise and ensure they are resolved.

2. Preliminary Settlement Statement:

   • Request and review the preliminary settlement statement from the title company.

   • Verify the accuracy of commissions, admin fees, and any other charges.

   • Send the preliminary settlement statement to the buyer and seller for review (if title company has not done and the agent verifies that this is desired).

3. Track Due Dates In Tool - Requesting updates each Monday of any items that are coming due that week

Stage 4a - Final Preparations for Closing

1. Closing Coordination:

   • Confirm the closing date and time with the title company, lender, buyer, and seller.

   • Schedule the final walkthrough with the buyer, seller, and their agents.

   • Ensure all repairs have been completed and documented with receipts.

   • Prepare and confirm that all final documents are ready for closing.

2. Utility Transfer:

   • Provide the buyer with information for transferring utilities.

   • Confirm that the seller has arranged for the disconnection of their utilities.

3. Final Settlement Statement:

   • Review the final settlement statement for accuracy. Verifying the accuracy of commissions, admin fees, and any other charges.

   • Send the final settlement statement to the buyer and seller for final approval. Do not review with them since this should be done by the title company, lender and/or their agent.

   • Coordinate any last-minute changes with the title company.

4. Track Due Dates In Tool - Requesting updates each Monday of any items that are coming due that week

Stage 4b - Day of Closing

1. Closing Logistics:

   • Confirm the closing appointment and location with all parties.

   • Ensure that the title company has all necessary documents prepared.

   • Coordinate the transfer of keys and any other necessary items.

   • Confirm that all funds (e.g., down payment, closing costs) are wired and received by the title company.

2. Update MLS Status:

   • After closing, update the MLS status to "Sold."

   • Arrange for the removal of yard signs and lockboxes from the property.

Stage 5 - Post-Closing

1. Final Documentation:

   • Confirm that the deed is recorded and the title transfer is completed.

   • Ensure that all final documents are uploaded to the brokers system/tool and your transaction management system/tool (if applicable).

   • Submit any required documents to the brokerage for compliance.

2. Client and Co-op Agent Follow-Up:

   • Provide testimonial to the co-op agent when and if appropriate. CC your TL in on this email. Send thank-you notes to the buyer, seller, agents, and any other service providers involved in the transaction.

   • Add co-op agent to marketing campaign 

   • Request feedback from the buyer and seller regarding their experience.

   • Ask for testimonials and referrals if appropriate.

3. Administrative Tasks:

   • Close out the transaction file in your system.

   • Archive all documents as required by your brokerage and state regulations.

   • Review the transaction process for any lessons learned or areas for improvement.

4. Compliance and Audit:

   • Conduct a final audit of the transaction to ensure all tasks were completed correctly and on time.

   • Update any templates, checklists, or systems based on what was learned during this transaction.

Hours of Service & Response Times...

• M-F until 5 PM - Central Standard Time

• All items and request received by 2:30 PM (M-F) will be completed and/or processed the same business day

• All items and request received after 2:30 (M-F) will be completed and/or processed by 10 AM the following business day

• We have a 2 hour response time guarantee during standard business hours (5 PM CT Monday through Friday)

What does "Document Assistance" look like? 

*We currently can and do provided this service to our clients in FL, but not MN (based on the rule and regulations of each state)

Cultivate Wins TC Services is committed to providing REAL LEVERAGE for the agents, teams and brokerages we serve. And one way that we do that is by including Document Assistance services. With your direction (i.e. agent will provide specific verbiage, terms & conditions for each document request) our TC's are ready to provide REAL LEVERAGE in preparing addendums and amendments for our agents, sending them out for signatures, and ensuring that they are signed/initialed by all parties, shared with the appropriate parties, and saved and uploaded their brokers compliance platform.

Cultivate Wins TC Services is committed to following the rules and regulations for these activities based around the laws that exist within each state that we are providing such services. 

So what can our agents expect for "turn time" when a request has been made...

• All request received by 2:30 PM will be processed same business day

• All request received after 2:30 will be processed by 10 AM the following business day

• Typical “turn time” on all document request during business hours is 2 hours or less

• Agent will always OWN “sense of urgency” if request is needed in less than 2 hours

So let's cover some basic areas where our agents can expect to hear "HECK YEAH" and "NOPE"...

• HECK YEAH - Drafting Addendums & Amendments

  • NOPE - Drafting full sale and purchase contracts, counter offers and BBA's

• HECK YEAH - Receiving drafting request via email - All request must be sent via email so that we can properly document each request made and the specific directions and agent has provided

  • NOPE - Receiving drafting request via text or voicemail

• HECK YEAH - Agent provides specific verbiage, terms and conditions that their TC could cut, copy and paste on to the requested document

  • NOPE - Agent request guidance from your TC for verbiage or best practices around completing documents (your TC is a brokers or real estate trainers)

• HECK YEAH - Agent provides TC access to the documents and signing platform to be used to perform requested task

  • NOPE - Agent asks their TC to access their MLS

*All services are based on the rules and regulations for an unlicensed assistant within the state that we are providing service. A complete list of these guidelines may be found at NAR.Realtor.

What “triggers” our team to process a new file - "3 triggers"...

Your TC will begin to process your file as soon as the following triggers are met...

• Complete the Submit the New File intake form - This should take less than 3 to 5 minutes

*Our intake form will include questions around some very basic areas of the transaction, but it will also include the following 3 questions that are crucial for us to perform at the highest level (this information, where appropriate, will be shared with all parties on file submission to help ensure that everyone is up to date on what is still needed for a complete file):

• 1. What is missing?

  2. When can we expect to receive what is missing?

  3. Who would you like to OWN the tracking down of each items that is missing?

• Provide us with access to all necessary documents that are currently available (typically either via email or the TC’s ability to access them via an agents account in something like dotloop, command or other)

• Provide email addresses for the lender, title, co-op agent and your clients (name, email address and role in the transaction is a minimum requirement for us to process)

Our agents OWN the following...

• The agent will complete all "3 triggers" when they are requesting that a file be processed (either see below or on our Submit A New File page for all of the details on submitting a new file to be processed)

• The agent will honor our agreed upon COMMUNICATIONS SYSTEM & PROCESS when requesting any work to be completed on a file (see below)

• The agent will FIGHT FOR THEIR CLIENT - Translation: The agent will handle all negotiations

• The agent will DRAFT THE WIN - Translation: Our TC's can provide Document Assistance based on the terms and conditions below, otherwise the agent will draft all of their own contracts and documents if what they are needing is outside the scope of our terms and conditions and does not meet the state guidelines for what an "unlicensed assistant" can do within the state the service is being provided (see NAR link below for state by state guidelines)

  • Example: In MN an unlicensed assistant can not provide document assistance, while in FL an unlicensed assistant can provide these services

• The agent will have the right to OWN sense of urgency - Your TC will honor their 2 hour guarantee response time within our standard business hours, but the agent will have the right to OWN sense of urgency if they are needing or wanting something done sooner then that or outside of standard business hours

• The agent will order the home inspection since "time is of the essence" and the inspection will most likely initiate additional need for negotiations and drafting of documents - The agent will share a copy of the inspection removal or inspection addendum with their TC once complete so that the TC can help to ensure that the appraisal is getting ordered as soon as possible after this and follow-up on the completion of any inspection items and/or request (i.e.: work to be completed, copies of paid work, invoices to be paid at closing, re-inspection request or needs, etc.)

• It is assumed that our agents know what is required for a legal and binding contract per the national, state and local laws, and what their broker requires of them. Our TC's are not agents compliance manager, broker, trainer or attorney.

We are CRAZY GRATEFUL for every referral we receive from our active customers. And to show our appreciation BOTH the referring agent and the agent referred the referred agent will receive our "3 For FREE" offering  and our referring again will receive a FREE transaction once the referral has closed their 3rd transaction with us.