Six Communication Tips for Better Closings

Tip #1: Communicate Early

Early communication with your title company helps prevent delays and complications at closing. When you first take a listing or get a contract, let your title company know about any potential issues or red flags that could affect the title or closing process.

Key situations to communicate include the death of an owner or spouse, divorce proceedings, properties in estate, tax deed properties, and concerns about missing heirs. Share information about non-English speaking clients who may need translation services, and submit any powers of attorney for review well before closing day.

Your title company also needs to know about special closing requirements. Some clients may need flexible closing options due to health or mobility issues. Others might require mail-away closing due to relocation, or need specific closing locations or times to accommodate work schedules. In divorce proceedings, separate closing rooms may be necessary for a smooth transaction.

Additionally, timeline constraints may also impact closing. Please be sure to communicate constraints such as:

• Lease expirations
• Job relocations
• School start dates
• Military orders
• Loan lock expiration dates

By communicating these details early in the process, your title company can prepare appropriately and implement any necessary accommodations. This preparation time allows them to verify documents like powers of attorney meet legal requirements, arrange for translation services if needed, and coordinate flexible closing options that work for everyone involved.

Tip #2: Communicate Often

Regular communication throughout the closing process keeps transactions on track and helps prevent misunderstandings. While your title company handles the details of title insurance and preparing for closing, maintain contact with your clients to ensure they understand each step of the process.

Stay in touch with your clients about the status of their file, even when things are progressing normally. A brief update letting them know everything is on schedule can ease anxiety about the closing process. Ask periodically if they have questions or concerns about closing - sometimes clients hesitate to reach out when they need clarification.

The week before closing, check in with your clients to confirm they have everything they need. Verify they know the closing location, time, and what to bring. This is also a good time to remind them about identification requirements and any other documentation they need to provide.

When changes occur - even minor ones - inform your title company promptly. This includes updates to closing dates, changes in marital status, new contact information, or modifications to the contract. These updates can prevent potential delays or confusion at the closing table.

Remember that real estate transactions involve multiple parties: buyers, sellers, lenders, agents, and title professionals. When you receive important information from one party, consider whether others involved in the transaction need to know as well.

Tip #3: Communicate Clearly

Clear communication helps prevent misunderstandings that can delay closing. When discussing details with your title company, clients, or other parties, take the time to make sure everyone shares the same understanding. This is especially important for closing dates, times, and document requirements.

When sharing information, keep messages focused and relevant. Include essential details like file numbers, property addresses, and closing dates in written communications. For time-sensitive matters, specify any deadlines or required response times.

Maintain open lines of communication between all stakeholders in the transaction. Let your clients know the best way to reach you with questions. Similarly, know how to contact your closing team, including after hours if needed.

Remember that real estate terms and processes familiar to you may be new to your clients. Take time to explain unfamiliar concepts and encourage questions. This helps ensure everyone arrives at closing day well-informed and prepared.

Tip #4: Communicate Expectations

Setting clear expectations helps your clients navigate the title and closing process with confidence. Walk them through the typical timeline from contract to closing, explaining each step along the way. This includes the title search process, what happens if title issues are discovered, and how long various steps typically take.

Help clients understand their role in the process. Explain which documents they need to provide and when, such as identification, insurance information, or power of attorney paperwork. Let them know about tasks they need to complete, like scheduling home inspections or ordering payoff statements from their lender.

Provide realistic timelines for the closing process. If you know certain aspects might take longer - such as obtaining documents for an estate property or coordinating with an out-of-state seller - communicate these potential timeline impacts early. This helps prevent frustration and allows everyone to plan accordingly.

Take time to explain title insurance and the closing process to your clients, particularly first-time homebuyers. Cover important points like:

• The purpose of title search and examination
• Different types of title insurance coverage
• What to expect at the closing table
• Required forms of identification
• Acceptable forms of payment
• Estimated time needed for closing

By helping clients understand what lies ahead, you reduce anxiety about the closing process and create asmoother experience for everyone involved.

Tip #5: Communicate Through Proper Channels

Ask your clients early in the process how they prefer to receive updates and information. While you might find texting convenient, some clients may prefer email or phone calls. Using their preferred communication method ensures they actually receive and understand important updates about their transaction.

For sensitive information like wire instructions or personal data, always use secure platforms. Your title company likely provides a secure communication portal like Qualia Connect for sharing documents and messages. These platforms help protect your clients from fraud while keeping all transaction communications organized in one place.

Tip #6: Communicate Professionally

Professional communication reflects your commitment to representing your client's interests throughout the closing process. Your words and actions shape how other parties view not only you but also your client's position in the transaction.

While real estate often requires flexibility with timing for communication, establish and communicate your general availability. Let clients and other parties know your typical response times and what constitutes an emergency that warrants after-hours contact. This sets reasonable expectations for communication while maintaining appropriate boundaries.

When challenges arise during the closing process, maintain an objective, solution-focused approach. Title issues, inspection concerns, or closing delays can create stress for all parties. Professional communication means addressing these challenges calmly and working toward resolution rather than escalating tensions.

Share information that moves the transaction forward. This includes updates about contract requirements, document needs, or timeline changes. Focus on facts rather than speculation, and verify information before passing it along. When you're unsure about something, reach out to the appropriate party - whether that's your broker, the title company, or the lender - rather than making assumptions.

Remember that every email, text, or phone call becomes part of the transaction's history. Keep communications clear, courteous, and focused on achieving a successful closing for your client. Clear communication forms the foundation of a stress-free closing experience for your clients. Each interaction - from the initial title order through the final signature at closing - shapes how smoothly the transaction proceeds.

At South Oak, we value clear, straightforward communication with all parties throughout the title and closing process. We work alongside agents to ensure everyone involved understands their role in creating a successful closing. Contact us to learn more about closing at South Oak or order a title and schedule a closing today.