Contract-to-Close Coordination

From the moment a file is opened through closing day, Stellar Closings Hub helps keep your transactions organized, deadlines on track, and communication flowing. Below is an overview of the services included in contract-to-close coordination.

Have a specific need that isn't listed? Interested in customizing your package? Just ask! I'll do my best to accommodate your workflow and business needs.

Upon Opening Your File

  • File Review & Setup

    • Review the executed contract for completeness, including required signatures, initials, and dates.

    • Check for applicable addenda, brokerage-specific forms, and seller disclosures.

    • Distribute executed contract documents to the appropriate parties, including the client, agents, title company, and lender, when applicable.

    • Send an introductory email with party contact information, a transaction timeline, and an overview of the transaction coordinator's role.

    • Follow up on the initial escrow deposit and obtain confirmation of receipt or an escrow deposit letter.

      Throughout the Transaction

    Deadline & Document Management

    • Track contractual deadlines, including escrow deposits, inspection periods, loan commitments, and title commitment requirements.

    • Send deadline reminders to help keep the transaction on track.

    • Prepare addenda as requested by the agent, including extensions, price changes, and repair agreements, and coordinate signatures.

    Inspection & Appraisal Coordination

    • Confirm the initial home inspection date and time and verify that utilities will be available as needed.

    • Confirm the appraisal appointment and follow up on its status.

    • Keep the agent informed of scheduling updates and outstanding items.

    HOA & Condo Association Coordination

    • Obtain association contact information, application procedures, and applicable rules and regulations.

    • Track the buyer's application process and follow up on outstanding requirements.

    • Obtain confirmation of approval when applicable.

    Communication & Follow-Up

    • Maintain regular communication with the cooperating agent, title company, HOA, and loan officer, as appropriate.

    • Follow up on outstanding documents and transaction milestones.

    • Keep the agent informed of progress and items requiring attention.

    Closing Preparation

    Final Walk-Through & Closing

    • Confirm the date and time of the final walk-through and closing appointment.

    • Ensure the client receives the closing agent's wiring instructions.

    • Coordinate with the title company regarding escrow disbursement details, when applicable.

    • Remind the client about utility transfers and provide available transfer information.

    Broker Compliance

    • Organize and submit the transaction file to the brokerage's compliance system.

    • Follow up on outstanding documentation and compliance requirements.

    Final Touches

    • Help ensure the transaction's final administrative details are addressed.

    • Send a thank-you message to the client.

listing Management

  • Review and Compliance Check:

    • Thoroughly review the signed listing package for accuracy and compliance.

  • HOA Coordination (if applicable):

    • Request and record HOA contact information, documents, application, and transfer process.

  • MLS Input:

    • Input all necessary information into the MLS, including photos, attachments, remarks, and showing instructions.

  • Sign Management:

    • Manage sign installation and removal.

  • Document Record-Keeping:

    • Review all listing documents for accuracy and completeness.

    • Upload all listing documents to the Broker compliance system for record-keeping.

Agent Responsibilities

To keep the transaction running smoothly, the agent remains responsible for the following:

  • Providing the fully executed contract and required documents to Stellar Closings Hub.

  • Scheduling and attending appointments, including inspections, appraisals, final walk-throughs, and closing.

  • Reviewing and negotiating proposed contract changes with the appropriate parties. Stellar Closings Hub can prepare requested addenda and coordinate signatures.

  • Communicating contingency decisions and removals to the client. Deadline reminders will be provided.

  • Removing the lockbox, flyers, and other listing materials when required. If a third-party sign company installed the sign and post, Stellar Closings Hub can coordinate their removal.

Need help with a specific task without a full coordination package? Ask about individual services, including:

  • Sales Contract Preparation

  • Listing Agreement Preparation

  • Addendum Preparation

  • Lease Preparation

  • Sold Data Entry

  • MLS Input Only

Fees for à la carte services are due upfront upon invoicing and are not contingent upon contract acceptance or closing.

Other À La Carte Services

““We are what we repeatedly do. Excellence, then, is not an act, but a habit.”

Aristotle