Buyers Living Out of Town? Here's What You Need to Know.

Early Communication: The Key to Smooth Out-of-Town Closings

Christin Bramblette, Escrow Officer and Partner at South Oak Title in Panama City, has handled hundreds of out-of-town closings. The most common challenge isn’t the distance; instead, it’s finding out too late that the clients won’t be present. "A challenge I come across is not being made aware that the buyers will not be present for in-person signing. It's a common occurrence that I am made aware on short notice that we will need to coordinate remote signing options at the last minute," Bramblette explains.

Last-minute revelations create a ripple effect. The title company must quickly coordinate mobile notaries, arrange alternative signing methods, and communicate changes to lenders. What could have been a straightforward transaction turns into a rush to meet the closing deadline.

But if the title company is notified about these needs early, they’re just routine logistics. When a title company knows from the start that clients won't be present for closing, they can build the appropriate process into the timeline. Mobile notaries can be scheduled, lender requirements can be accommodated, and clients can be prepared for what to expect. As Bramblette notes, “Early information helps us prepare and make it a smooth process for everybody involved."

Your title company needs four key pieces of information early in the process:

• Will the client be present for closing, or will they need to sign remotely?
• Where is the client currently located?
• Is this a primary residence or investment property?
• Is there a prior survey?

Agents should provide this information when submitting the purchase agreement, giving the title company maximum time to prepare.

At South Oak, we send clients a questionnaire through our closing software, Qualia. Agents can prepare clients to expect this and encourage them to complete it promptly. Early, accurate information prevents last-minute scrambling and creates a smoother experience for everyone involved. While some agents prefer to mediate all communication, direct contact between the title company and clients—with the agent copied—often works more smoothly.

Closing Options for Out-of-Town Transactions

Out-of-town closings aren't one-size-fits-all. The transaction type determines which signing method works best, and understanding these options helps agents set proper expectations with their clients.

Cash Transactions

Cash buyers have the most straightforward path to closing. When no lender is involved, buyers can sign their closing documents electronically through Qualia. This option eliminates concerns about shipping delays or coordinating notaries across state lines. The process is secure, efficient, and allows buyers to complete their closing from anywhere with internet access.

Financed Transactions: Mobile Notary

When a buyer is obtaining financing, the process becomes more structured. "The only option I offer is a mobile notary. This way, I can be sure that the documents will be executed correctly,” Bramblette explains.

Lenders have specific requirements for document execution and funding timelines that make a mobile notary the only practical option. The mobile notary process ensures documents are executed properly, provides scans that the title company can review before originals even ship, and allows for same-day funding approval. While this adds a coordination step, it actually reduces risk and prevents the delays that can occur when documents aren't executed correctly or when shipping problems arise.

Seller Documentation: Flexible Closing Options

Sellers have more flexibility in how they execute their documents, though notarization is always required. Options include online notary services conducted via video call, emailing documents for the seller to print and take to a local notary, or overnight delivery of the closing package with detailed instructions. For sellers who need additional support, mobile notary services can be arranged. The best option depends on the seller's location, comfort with technology, and timeline.

Special Circumstances

International buyers present unique challenges. Mobile notaries typically aren't available overseas, and lenders may not approve online notarization. In these cases, documents are often emailed to military bases or international locations, where buyers can have them notarized and returned through available postal services.

For local buyers who face mobility constraints, such as elderly clients in nursing homes or hospitalized individuals, South Oak can provide travel closings, bringing the closing directly to the client.

The Mobile Notary Process

At South Oak, mobile notaries are ordered through the Qualia marketplace, which connects title companies with notary services nationwide. This approach ensures that buyers receive the same reliable, professional service regardless of where they’re located. The mobile notary comes to the client at a convenient location and time, making the signing process straightforward and eliminating the stress of coordinating remote transactions.

The process begins when the title company uploads closing documents to Qualia and orders notary services. The notary company finds a mobile notary in the client's state and provides their contact information. That notary reaches out to the client directly to confirm the closing date, time, and location.

On the scheduled day, the notary arrives with printed documents, guides the client through signing, and ensures everything is properly executed and notarized. The notary then scans all signed documents and uploads them for the title company's review. After the title company approves the scans, the notary ships the original documents via a carrier such as UPS and provides tracking information.

The mobile notary process addresses several challenges that can derail out-of-town closings. By reviewing scanned documents before originals arrive, title companies can catch any missing initials, stamps, or signatures immediately and request corrections. The scans also satisfy lender requirements for same-day funding approval, even if a snowstorm or shipping delay means the original documents won't arrive for another day or two.

As Bramblette says, "I am no stranger to receiving closing documents that are not fully executed, whether it's missing an initial, witness, or notary seal. That is the reason behind favoring using a mobile notary, as they can walk tour clients through the signing process and checking all the boxes." While the title company manages these quality control steps behind the scenes, clients simply complete their signing appointment and move forward with confidence that everything has been handled correctly.

Timeline Considerations and Potential Delays

While the signing process itself is straightforward, a few elements require special attention. The timing of closing documents, wire transfers, and funding all need to be coordinated carefully, particularly when documents are being shipped from one location to another. Lenders typically require same-day review of signed documents, and wire transfers must be received on or before the closing date to meet funding deadlines.

Shipping and carrier logistics create the most common delays. Weather events like snowstorms or hurricanes can ground planes or delay deliveries. International shipments face additional timing considerations, as military postal services or international carriers operate on different schedules than domestic shipping.

The scan-first approach built into the mobile notary process effectively eliminates most delay-related problems. When documents are scanned and uploaded immediately after signing, the title company can review them and provide them to the lender for same-day funding approval. The original documents still need to arrive, but they no longer dictate the closing timeline. "That's why I favor utilizing the mobile notary," Bramblette explains. "If something is missing, the notary is a phone call away to have it corrected. The notary will also send electronic scans of the closing documents for approval before mailing them to our office."

Agents should prepare clients for the date-sensitive nature of wires and funding. Wire transfers must be received on or before closing day, not after documents are signed. The mobile notary will need to coordinate scheduling, which requires the client to be available at the arranged time. Throughout the process, clear and consistent communication ensures everyone stays informed if any adjustments are needed.

Fraud Prevention for Remote Transactions

Distance doesn't increase fraud risk, but it does require vigilance. Title companies and agents both play important roles in protecting clients from two primary threats: seller impersonation fraud and wire fraud.

Seller Impersonation Fraud Risk

Seller impersonation fraud typically targets vacant land, where fraudsters pose as property owners to execute illegitimate sales. The good news is that red flags usually emerge early in the process, and there are clear warning signs. “I’ve noticed that when sellers won’t utilize Qualia, upload their ID, or put in their social security number, it’s a good sign that I’m dealing with an illegitimate transaction,” Bramblette says.

When something feels off, due diligence is essential. Title companies can verify phone numbers through specialized apps that confirm whether the number matches the person and location they claim. Cross-checking the provided address against property appraiser records reveals discrepancies. At South Oak, suspicious transactions trigger additional verification steps, including mailing letters to the address where property tax bills are sent, notifying the actual owner that a transaction is being processed.

Agents serve as a crucial first line of defense. When agents notice inconsistencies or feel uneasy about a transaction, communicating those concerns to the title company early allows for investigation before closing. "The realtors are really doing a good job at using a fine-tooth comb through all those small details," Bramblette notes. "If anyone feels uneasy, we put our heads together to get to the bottom of any issue."

Wire Fraud Protection

Wire fraud poses a universal risk that applies to every transaction, regardless of whether clients are local or remote. The verification protocol is straightforward: never rely solely on emailed wiring instructions. "I want to physically talk to somebody on the phone, and I want them to call the office and talk to somebody on the phone to verify those wiring instructions," Bramblette emphasizes.

At South Oak, wiring instructions are transmitted through secure portals like Qualia and CertifID, never through standard email. For clients who aren't comfortable with technology, the process adapts: "I will text it to them and be on the phone with them to verify the instructions." The key is verbal confirmation that eliminates the risk of compromised email accounts directing funds to fraudulent accounts.

Setting Expectations with Out-of-Town Buyers

The best way to manage client expectations for out-of-town transactions is to frame them as routine rather than exceptional. With proper preparation, these closings proceed as smoothly as local transactions—the process just involves a few additional logistics.

Clients need to understand several key things before closing approaches.

• Wire transfers are date-sensitive and must be received on or before closing day, not after documents are signed.
• If they're using a mobile notary for a financed transaction, they should expect a local notary to contact them to schedule an appointment and should plan to be available at the arranged time.
• Wiring instructions will come through secure channels, and they'll need to verify those instructions with a phone call to the title company—never trust emailed wire instructions alone.

Agents should encourage clients to ask questions early in the process. When clients understand what to expect well before closing day, the experience becomes straightforward rather than stressful. The title company serves as a resource throughout the transaction, available to address concerns as they arise.

Out-of-town transactions aren't inherently complex. The difference between a smooth closing and a stressful one, no matter where the buyers are located, often comes down to preparation and communication. When agents understand the closing process and communicate key information early, they can confidently serve clients regardless of where those clients live.

At South Oak, we handle out-of-town closings regularly across our locations throughout the Southeast. Whether your client is across the state or across the country, we have the experience and systems in place to make the process straightforward for your clients. Contact us with your questions about remote transactions, or order a title and schedule a closing today.