Behind the Scenes of Your Real Estate Transaction

Behind the Scenes of Your Closings

When you sit down at the closing table, you’re experiencing the culmination of weeks of detailed work performed by a dedicated team of professionals who have diligently prepared your file for that final signature. Their attention to detail helps prevent delays and ensures that when you arrive for closing, the process proceeds smoothly.

These professionals handle countless details that most homebuyers and sellers never see, from ordering assessment letters and verifying legal descriptions to resolving title issues and coordinating with lenders. They manage the complex paperwork, prepare closing disclosures, and ensure that every document is accurate and ready for your closing day. By the time your clients are ready to sign, dozens of tasks have already been completed to make your closing experience as seamless as possible.

Core Responsibilities

As soon as a file is opened, the information gathering begins. Angela Sanderson, Closing Assistant at South Oak Title and Closing in Moody, says, “The first step is getting all of the information set up and loaded into the system. I always start by reaching out to both the listing and buyer’s agents to collect contact information, verify commission structures, and identify special circumstances such as divorces or estate situations.”

The team also gets to work on preparing documents for closing. The first step is often ordering assessment letters. Sanderson says, “We have to be careful with the timing on these. If we order them too early, they’ll expire before closing. But we do need to order them early enough so that they have time to arrive before closing.”

The team also prepares initial closing disclosures, gathering as much information as possible to pass to the lender. The initial CD will include property details, loan information, tax data, and transaction-specific requirements such as commissions and fees. All of this financial information is verified before it’s ever sent to the lender.

When title reports arrive, the pre-closing team conducts preliminary reviews to identify any potential issues that will require resolution. “I go ahead and note any judgments or liens, or any scriveners that need to be done,” Sanderson explains. Because all of the necessary information has been collected from the buyers and sellers early, the clearance process can occur behind the scenes without having to worry the clients.

Wire transfers are also simplified when they’re set up early in the transaction. “It’s helpful to go ahead and get their banking information, verify it, and include it in the file to minimize delays at closing,” Sanderson says.

Smooth Transactions Through Organization and Systems

At South Oak, the pre-closing team relies on a combination of digital tools and personalized methods to keep every transaction on track. These systems allow the pre-closing team to manage multiple transactions in various stages while ensuring each file is on time and accurate.

The team uses Qualia as their primary digital management system for communication and file management. This secure platform allows them to store transaction documents, track progress, and maintain notes that are visible to everyone involved in the transaction. “Anyone who sits down and looks at the file can see at a glance what’s going on with it,” Sanderson explains.

Beyond digital tools, many pre-closers also develop personal organization methods tailored to their workflow. These often include customized worksheets that function as checklists for each file’s requirements. For example, Sanderson also uses a standard, five-subject notebook to organize her work and track progress for each file.

Adapting to Client Needs and Special Situations

Each file presents its own challenges, as no two transactions are the same. Complex transactions require specific approaches. When handling divorces, the team must obtain divorce decrees and verify property division requirements. For estate sales, the team will request death certificates and wills. These situations often require additional documentation and research.

“In an estate situation, I always go ahead and ask the agent if they know if the estate has been probated or not,” Sanderson explains. “That lets me know if we’re going to need heirship affidavits and helps me start working on the family tree early on in the process.”

The team also adapts to fit agent needs and preferences. For example, “Some agents prefer to be the primary contact for their clients, while others welcome direct communication from the title company,” Sanderson says. The team always respects these boundaries and adjusts workflows accordingly. In every transaction, South Oak is committed to supporting the agent-client relationships.

Working Relationships at South Oak

At South Oak, closers and their assistants form partnerships built on clear responsibilities and communication. Pre-closers or closing assistants typically handle front-end tasks like gathering information and processing documents, while closers focus on preparing for the closing table and managing client interactions.

This division is efficient, but it requires regular updates between team members. “Clear communication is essential,” explains Sanderson, who works with closer Michelle Earle. “She needs to know what I’ve done and where I am in the transaction at all times.” Communication and file tracking through Qualia ensures that transactions can continue without disruption, even if a team member is unavailable.

While some closers prefer to handle the entire life cycle of the transaction, assistants are available to step in during busy periods.

South Oak Values in Action

The work done to prepare files for closing embodies the company’s core values. The team’s commitment to excellence is demonstrated through careful attention to detail and personal accountability for each transaction they handle.

"Your word is your bond. If you tell people you're going to do something, you need to do it," shares Angela Sanderson, reflecting the integrity that guides the team's work. This principle extends to transparent communication about potential issues and honest interactions with both team members and clients. When mistakes happen, the team takes responsibility and works quickly to resolve them.

Rather than seeking recognition, the pre-closing team focuses on client satisfaction. "I don't do it for glory or praise," Angela explains. "It's about doing an honest day's work, being the best I can be, representing South Oak to its fullest, and helping my closer with whatever they need so that when she's at the table, the closing is as smooth as possible."

This service-oriented mindset aligns perfectly with South Oak's commitment to making closings a joy for everyone involved. By working diligently behind the scenes to prepare every detail, the pre-closing team ensures that when clients arrive at the closing table at any of South Oak's offices across the Southeast, they experience the exceptional service that South Oak is known for.

If you're preparing for a real estate transaction, South Oak Title and Closing is ready to handle all the behind-the-scenes details. Our team works seamlessly together to provide exceptional service from the moment your contract is signed until the final closing documents are recorded.

Contact your local South Oak office to experience the difference that comes from working with a team committed to making closing a joy, or order a title and schedule a closing today.