Day 1

Step 1: Add The Appropriate Property Template to the Transaction

1. On the transaction, click the arrow icon next to "Property Details."

2. Select "Apply Property Template"

3. Add the Appropriate Template

4. Above the menu, click "Refresh Property" for the template to populate

Step 2: Review The Transaction Documents

1. Agents should submit the following documents with the intake form

   • Ratified Purchase Agreement

   • Property Inspection Contingency Addendum

   • DPOR Acknowledgement

   • AICUZ (if applicable)

   • LEAD (If built prior to 1978)

   • CDIF

   • Summary of Rights & Obligations

   • Buyer Representation Agreement

   • Brokerage Disclosures 

   • HOA/POA addendums (if applicable)

   • Other addendums (if applicable)

2. Look for

   • Missing signatures/ intials

   • Critical Dates (EMD due date, ratified date, closing date)

   • Critical Details ($ Amounts, Commissions, inspection info)

*If anything is missing, use the agents' preferred contact method to let them know. 

• fill in the blank or resend the document to get the missing initial/signature AFTER receiving agent approval

• OR let the agent fix it if they prefer

3. Mark this task as complete in open to close:

1. Under "Tasks", find the task

2. Ensure its scheduled

3. Check for any sub-tasks by using the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

4. Check the boxes to complete tasks and sub-tasks

Step 3: EMD

1. Order the EMD:

   1. Review how the buyer plans to submit the EMD in the contract (wire, check, ACH, etc)

   2. Ask the buyer's title company for EMD instructions OR use their 3rd party apps for submission such as Earnest

   3. Verify with the buyer's agent or buyer (if the agent permits) that the EMD instructions/request was received

*If not received, troubleshoot:

• For instructions from title, reach out to title and let them know the instructions were not received or the buyer ran into issues, and workout a solution from there

• For 3rd party apps: 

  • Refresh

  • Resubmit request

  • Reach out to support 

  • Ask title company for direct instructions

2. Mark this task as complete in open to close:

4. 1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 4: Setting the home inspection

1. Refer to the agent/team’s list of preferred contacts, either in DREAMNet or OpentoClose.com to reach out to their inspectors

2. Confirm:

   1. when the agent and client (if permitted) if the home inspection was already set 

   2. when it will take place or when they would prefer to have it take place

   3. If it’s a pay at close

3. Call, email, text, or use the inspectors website to set the inspection 

4. Info for inspections can be drawn from the property details in OpentoClose, the submitted documents, and the MLS

5. Ensure you, the agent, and the client (if permitted) receive a confirmation of the home inspection details

6. Enter the home inspection details into the calendar via OpentoClose

   1. Click on property details and click “Home Inspection Date”

   2. Enter the details in the pop-up screen

      1. Enter the Date and time

      2. Add the address

      3. Include the agent and client (if permitted) in the reminder by checking the box next to their name

      4. Add it to the API Calendar

Refer to the home inspection guide if you need to reschedule the home inspection

7. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 5: Setting the termite inspection

1. Check in the purchase agreement who is responsible for ordering and for paying for the termite inspection

   1. REINMLS.com - Prgph. 13

2. Refer to the agent/team’s list of preferred contacts either in DREAMNet or OpentoClose.com to reach out to their inspectors

3. Confirm:

   1. when the agent and client (if permitted) if the termite and moisture inspection was already set 

   2. when it will take place or when they would prefer to have it take place

   3. If it’s a pay at close *USUALLY THE SAME DATE AS THE HOME INSECTION!!

4. Call, email, text, or use the inspectors website to set the inspection 

5. Info for inspections can be drawn from the property details in OpentoClose, the submitted documents, and the MLS. Know if

   1. The house is in a crawl or slab

   2. If there are detached structures (e.g. sheds, detached garages) that need inspection

6. Ensure you, the agent, and client (if permitted) received a confirmation of the termite and moisture inspection details

7. Enter the termite and moisture  inspection details into the calendar via OpentoClose

   1. Click on property details and click “Termite Inspection Date”

   2. Enter the details in the pop-up screen

      1. Enter the Date and time

      2. Add the address

      3. Include the agent and client (if permitted) in the reminder by checking the box next to their name

      4. Add it to the API Calendar

Refer to the termite inspection guide if you need to reschedule the termite inspection

8. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 6: Emailing All Parties

1. Once documents have been reviewed, dates are confirmed, and necessary items are requested, go to OpentoClose.com

2. Add the "Buyer Agent Introduction Email" template to send to the listing agent, title company, and lender:

+NOTE: Some teams may require different formats. Please review the team brokerage guides and template list to see if an agent or team has specific introduction email templates for them

2. 1. Go to the transaction

   2. Click "Emails"

   3. Click "Apply Template"

   4. Apply the necessary template based on the agent/teams' procedures

3. Ensure all details have auto populated on each line.

   1. Details: Ratified Date, Price, EMD amount, Closing date, Inspection Info, and HOA info (if applicable)

   2. Each contact should have the full name, phone number, email, and company (if applicable). *NOTE: If contact info is missing, request it in the email: "Please advise"

   3. Review the introduction paragraph for accuracy and use it to request items. For example: "At your earliest convenience, can you provide: [bullet point list of things you need (e.g. termite inspection info, seller title company info)]"

4. Add all submitted documents to the thread

5. Review and re-read the email to ensure there are no errors

6. Send to necessary parties

7. If the team permits, send an email to the client:

   1. In Open to Close, use the "Buyer Under Contract Introduction Email" Template or the agent/team's equivalent custom template

   2. Read through the email ensuring all info is correct and next steps are presented clearly

   3. Send to the buyer and title company

   4. Follow up & Answer any questions

8. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 7: Uploading the Transaction for Compliance

Many brokerages use platforms like Skyslope and Brokermint to ensure compliance with real estate laws and accounting practices.

1. Review the platform your agent or team is using

2. If the platform is integrated with OpentoClose.com, export it:

   1. Go to the transaction

   2. Click "More"

   3. Under "API's", click the platform

   4. On the left side, under "Export Property", Choose the "API Profile."

   5. Choose the Office

   6. Click "Next"

   7. Visit the compliance website and review that all details have transferred over properly

*NOTE: If the transaction is missing, contact the team/brokerage staff or D.R.E.A.M. manager for assistance

2. 8. Fill in any missing details and upload any missing documents

3. OR enter it manually. Use the software guides to find the tutorials on the specific programs:

   1. Create the transaction

   2. Add the transaction details

   3. Add commission info

   4. Add contact info

   5. Upload documents and submit them

4. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 8: Other Tasks

Review the team/brokerage guide or contact a team/brokerage leader or staff member to check if any other day 1 tasks are to be completed. Some examples of other tasks include:

• Coordinating with the team's social media person to ensure graphics are made

• Emailing the brokerage manager that a new file has opened, and more

Step 9: Update the Agent

1. Use the agents' preferred contact method to provide them with updates

   1. Example: "Hi [Agent's Name], I just wanted to let you know that I took care of _______ for you. This is what is next: _________"

Day 2-3

Step 1: Follow Up 

1. Follow up on items/documents you requested in the introduction email

   1. Example: "Good afternoon, I'm reaching out to follow up on _______."

2. Follow up to see if the EMD was submitted

   1. Example: "Greetings, may I get a copy of the EMD receipt?"

3. If communicating directly with the buyer, answer any follow-up questions or emails

Day 4-15

This period is considered the contingency period where most deadlines for the transaction are being met

The Home Inspection

Before

1. On the day of the home inspection, ensure that the agent and the inspector have access to the home

After

1. Up to 24 hours after the home inspection, ensure the buyer and the agent have received a copy of the home inspection report

2. If permitted to draft the Repair Request (or PICRA), coordinate with the agent via text or email (NOT PHONE) to establish what items will be put on the Repair Request (or PICRA)

   1. Send the PICRA out for signatures to the buyer and the buyer's agent

   2. Once the signing is complete send to the listing agent via email for ratification or countering

   3. If countered when sent back, let the buyer (if permitted) and buyer's agent know. 

   4. Allow the agent time to discuss with the buyer what their plan of action is and have let the agent know to keep you updated on their decision. 

*NOTE: If you have not heard from the agent in 1 day, follow up with them and proceed as necessary

2. 5. Get the Repair Request (Or PICRA) initialled, then ratified

   6. Send to all parties, except the lender. Upload and submit for compliance.

   7. A week after, the Repair Request (Or PICRA) has been sent check in with the buyer's agent and listing agent on the status of repairs via email. 

*NOTE: If they are not complete, follow up every few days or around the time they state it will be completed

2. 8. Once repairs are complete, collect any invoices. Ensure Invoices:

      1. State the company name

      2. Have the address

      3. Are itemized listing out the repairs that are done and match up with the items on the Repair Request (Or PICRA).

      4. Are uploaded and submitted for compliance

      5. Ensure the buyer's agent, title, and listing agent have copies of the invoices

   9. Mark this task as complete in open to close (if applicable):

      1. Under "Tasks", find the task

      2. Ensure it's scheduled

      3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

      4. Check the boxes to complete tasks and sub-tasks

The Termite Inspection

Before

2. On the day of the termite inspection, ensure that the agent and the inspector have access to the home

After

3. Up to 24 hours after the termite inspection, ensure the buyer and the agent have received a copy of the termite inspection report

4. Review the report to ensure it's a clear letter. 

*NOTE: If it's not a clear letter, ask the buyer's agent how they would like you to proceed

5. Send it to the buyer to sign. Once complete, send to the listing agent

6. Ensure all parties receive a copy of the report

7. Upload and submit it for compliance

8. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Other Inspections

1. Visit the Indiviual Guides Tab to Review Instructions for Other Types of Inspections or for more in depth details on the home and termite inspection

2. Ensure documentation is being signed and sent to the necessary parties

The Appraisal

1. The lender coordinates the appraisal. Email the lender (with the buyer's agent CC'd) to see:

   1. When the appraiser is coming to the property

   2. When the appraisal report is due

2. Add the dates to the API Calendar

3. After the appraisal, ensure the agent receives the report

4. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

HOA Documents

1. The Request for HOA/POA docs form should have been fully executed at the beginning of the transaction

2. Request a receipt from the listing agent if they have not sent it already as well as an expected arrival date.

3. On the arrival date, ensure the buyer and title company received a copy of the Resale Certificate (HOA docs)

4. Submit the Acknowledgement of Receipt form to the buyer for signatures

5. Once the Acknowledgement of Receipt form is fully executed, send it to all parties and upload it for compliance

6. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Addendums

Addendums are changes that need to be made to the purchase agreement and may be requested by any party

1. Coordinate with the party that requested the addendum the specific details to place on the addendum

2. Find the Addendums in the MLS, DreamNet Resources, or Compliance Websites

3. At the top ensure introductory information has been filled out (Address, Brokerage Firms, Client Names, and Dates)

4. Then type up the addendum, ensure you are as specifiic and direct as possible, touching on all keypoints. For example:

   1. You don't want to say "buyer to receive $750 credit", say "Seller to provide the buyer with a $750 credit to go towards home inspection requested repairs".

5. Send to the buyer's side only for signatures

6. Upon completion, send to the listing sign

7. Once the addendum is fully executed, ensure all parties have a copy including the lender, title and co-op agent. Upload for compliance. 

Day 1

Step 1: Add The Appropriate Property Template to the Transaction

1. On the transaction, click the arrow icon next to "Property Details."

2. Select "Apply Property Template"

3. Add the Appropriate Template

4. Above the menu, click "Refresh Property" for the template to populate

Step 2: Review The Transaction Documents

1. Agents should submit the following documents with the intake form

   • Ratified New Construction Purchase Agreement

   • AICUZ (if applicable)

   • CDIF

   • Summary of Rights & Obligations

   • Buyer Representation Agreement

   • Brokerage Disclosures 

   • HOA/POA addendums (if applicable)

   • Other addendums (if applicable)

2. Look for

   • Missing signatures/ intials

   • Critical Dates (EMD due date, ratified date, closing date)

   • Critical Details ($ Amounts, Commissions, inspection info)

*If anything is missing, use the agents' preferred contact method to let them know. 

• fill in the blank or resend the document to get the missing initial/signature AFTER receiving agent approval

• OR let the agent fix it if they prefer

3. Mark this task as complete in open to close:

1. Under "Tasks", find the task

2. Ensure its scheduled

3. Check for any sub-tasks by using the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

4. Check the boxes to complete tasks and sub-tasks

Step 3: EMD

1. Order the EMD:

   1. Review how the buyer plans to submit the EMD in the contract (wire, check, ACH, etc)

   2. Ask the buyer's title company for EMD instructions OR use their 3rd party apps for submission such as Earnest

   3. Verify with the buyer's agent or buyer (if the agent permits) that the EMD instructions/request was received

*If not received, troubleshoot:

• For instructions from title, reach out to title and let them know the instructions were not received or the buyer ran into issues, and workout a solution from there

• For 3rd party apps: 

  • Refresh

  • Resubmit request

  • Reach out to support 

  • Ask title company for direct instructions

2. Mark this task as complete in open to close:

4. 1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 4: DO NOT SET THE HOME AND TERMITE INSPECTION

Step 5: Emailing All Parties

1. Once documents have been reviewed, dates are confirmed, and necessary items are requested, go to OpentoClose.com

2. Add the "Buyer Agent Introduction Email" template to send to the listing agent, title company, and lender:

+NOTE: Some teams may require different formats. Please review the team brokerage guides and template list to see if an agent or team has specific introduction email templates for them

2. 1. Go to the transaction

   2. Click "Emails"

   3. Click "Apply Template"

   4. Apply the necessary template based on the agent/teams' procedures

3. Ensure all details have auto populated on each line.

   1. Details: Ratified Date, Price, EMD amount, Closing date, Inspection Info, and HOA info (if applicable)

   2. Each contact should have the full name, phone number, email, and company (if applicable). *NOTE: If contact info is missing, request it in the email: "Please advise"

   3. Review the introduction paragraph for accuracy and use it to request items. For example: "At your earliest convenience, can you provide: [bullet point list of things you need (e.g. termite inspection info, seller title company info)]"

4. Add all submitted documents to the thread

5. Review and re-read the email to ensure there are no errors

6. Send to necessary parties

7. If the team permits, send an email to the client:

   1. In Open to Close, use the "Buyer Under Contract Introduction Email" Template or the agent/team's equivalent custom template

   2. Read through the email ensuring all info is correct and next steps are presented clearly

   3. Send to the buyer and title company

   4. Follow up & Answer any questions

8. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 7: Uploading the Transaction for Compliance

Many brokerages use platforms like Skyslope and Brokermint to ensure compliance with real estate laws and accounting practices.

1. Review the platform your agent or team is using

2. If the platform is integrated with OpentoClose.com, export it:

   1. Go to the transaction

   2. Click "More"

   3. Under "API's", click the platform

   4. On the left side, under "Export Property", Choose the "API Profile."

   5. Choose the Office

   6. Click "Next"

   7. Visit the compliance website and review that all details have transferred over properly

*NOTE: If the transaction is missing, contact the team/brokerage staff or D.R.E.A.M. manager for assistance

2. 8. Fill in any missing details and upload any missing documents

3. OR enter it manually. Use the software guides to find the tutorials on the specific programs:

   1. Create the transaction

   2. Add the transaction details

   3. Add commission info

   4. Add contact info

   5. Upload documents and submit them

4. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 8: Other Tasks

Review the team/brokerage guide or contact a team/brokerage leader or staff member to check if any other day 1 tasks are to be completed. Some examples of other tasks include:

• Coordinating with the team's social media person to ensure graphics are made

• Emailing the brokerage manager that a new file has opened, and more

Step 9: Update the Agent

1. Use the agents' preferred contact method to provide them with updates

   1. Example: "Hi [Agent's Name], I just wanted to let you know that I took care of _______ for you. This is what is next: _________"

Day 2-3

Step 1: Follow Up 

1. Follow up on items/documents you requested in the introduction email

   1. Example: "Good afternoon, I'm reaching out to follow up on _______."

2. Follow up to see if the EMD was submitted

   1. Example: "Greetings, may I get a copy of the EMD receipt?"

3. If communicating directly with the buyer, answer any follow-up questions or emails

2 weeks before completion

1. Request the Following Documents

1. 1. Certificate of Occupancy/Building Permits

   2. Subterranean Termite Protection Builder's Guarantee (99A)

   3. New Construction Subterranean Service Termite Record (99B)

   4. Warranty of Completion of Construction

Other Inspections

1. The buyer may still request inspections upon completion. Visit the Individual Guides Tab to Review Instructions for Other Types of Inspections or for more in depth details on the home and termite inspection

2. Ensure documentation is being signed and sent to the necessary parties

The Appraisal

1. The lender coordinates the appraisal. Email the lender (with the buyer's agent CC'd) to see:

   1. When the appraiser is coming to the property

   2. When the appraisal report is due

2. Add the dates to the API Calendar

3. After the appraisal, ensure the agent receives the report

4. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

HOA Documents

1. The Request for HOA/POA docs form should have been fully executed at the beginning of the transaction

2. Request a receipt from the listing agent if they have not sent it already as well as an expected arrival date.

3. On the arrival date, ensure the buyer and title company received a copy of the Resale Certificate (HOA docs)

4. Submit the Acknowledgement of Receipt form to the buyer for signatures

5. Once the Acknowledgement of Receipt form is fully executed, send it to all parties and upload it for compliance

6. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Addendums

Addendums are changes that need to be made to the purchase agreement and may be requested by any party

1. Coordinate with the party that requested the addendum the specific details to place on the addendum

2. Find the Addendums in the MLS, DreamNet Resources, or Compliance Websites

3. At the top ensure introductory information has been filled out (Address, Brokerage Firms, Client Names, and Dates)

4. Then type up the addendum, ensure you are as specifiic and direct as possible, touching on all keypoints. For example:

   1. You don't want to say "buyer to receive $750 credit", say "Seller to provide the buyer with a $750 credit to go towards home inspection requested repairs".

5. Send to the buyer's side only for signatures

6. Upon completion, send to the listing sign

7. Once the addendum is fully executed, ensure all parties have a copy including the lender, title and co-op agent. Upload for compliance. 

Day 1

Step 1: Add the Appropriate Property Template

1. On the transaction, click the arrow next to “Property Details.”

2. Select “Apply Property Template”

3. Choose the Commercial Property Template

4. Click “Refresh Property” to apply the template
   
   

Step 2: Review Transaction Documents

Agents should upload the following (or submit via intake form):

• Executed Commercial Purchase Agreement

• LOI (Letter of Intent), if applicable

• Zoning Verification Letter (if available)

• Environmental Disclosures (Phase I or II)

• Rent Roll (for leased properties)

• Operating Expenses (T-12) or Financials

• Lead-Based Paint Disclosure (pre-1978 multifamily only)

• Agency Disclosure

• Brokerage Agreements

• 1031 Exchange Addendum, if applicable

• Tenant Estoppel Certificates (if requested during DD)

• HOA/Condo Docs, if applicable

• Any Special Use/Permit Documents

• Addenda (as applicable)

 Review for:

• Missing initials/signatures

• Critical details: Dates, Purchase Price, Earnest Money, Inspection Period, Due Diligence Period, etc.

• Seller or tenant info for estoppels or leases

If missing:

• Reach out using agent’s preferred contact method

• Highlight the section for signature AFTER agent approval
  
  

Step 3: Earnest Money Deposit (EMD)

1. Confirm how buyer plans to submit the EMD (wire, check, ACH)

2. Verify who’s holding EMD (title, escrow, or third party like Earnnest)

3. Confirm buyer or agent received EMD instructions

4. If delayed, follow up with buyer or agent, troubleshoot with title
   
   

Day 2–3: Initial Inspections Setup

Step 4: Schedule Due Diligence & Inspections

1. Review contract for:

   • Due diligence period

   • Inspection window

   • Responsibility for payment
     
     

2. Confirm with agent if buyer is ordering:
   
   

   • Property Condition Assessment (PCA)

   • Phase I Environmental

   • Survey/ALTA

   • Zoning Review

   • Roof, HVAC, Structural Reports
     
     

📅 Log confirmed dates in:

• OpenToClose & Google Calendar

• Add reminders for agent and client
  
  

Step 5: Introductions & Coordination Email

Send introductory email to:

• Listing agent

• Title/Escrow company

• Lender (if involved)
  
  

📝 Include:

• Names, emails, and phone numbers

• Ratified contract details (price, closing date, EMD)

• Schedule/next steps

• Documents
  
  

Day 4–7: Compliance & Uploads

Step 6: Upload to Compliance System

1. If using Brokermint, SkySlope, or Dotloop:

   • Create file

   • Upload contract, agency forms, EMD receipt
     
     

2. Double-check for:

   • Signed agreements

   • Missing initials

   • Commission info

   • Contact info

Day 1

Step 1: Add The Appropriate Property Template to the Transaction

1. On the transaction, click the arrow icon next to "Property Details."

2. Select "Apply Property Template"

3. Add the Appropriate Template

4. Above the menu, click "Refresh Property" for the template to populate

Step 2: Review The Transaction Documents

1. Agents should submit the following documents with the intake form

   • Ratified Purchase Agreement

   • Short Sale Addendum

   • Property Inspection Contingency Addendum

   • DPOR Acknowledgement

   • AICUZ (if applicable)

   • LEAD (If built prior to 1978)

   • CDIF

   • Summary of Rights & Obligations

   • Buyer Representation Agreement

   • Brokerage Disclosures 

   • HOA/POA addendums (if applicable)

   • Other addendums (if applicable)

2. Look for

   • Missing signatures/ intials

   • Critical Dates (EMD due date, ratified date, closing date)

   • Critical Details ($ Amounts, Commissions, inspection info)

*If anything is missing, use the agents' preferred contact method to let them know. 

• fill in the blank or resend the document to get the missing initial/signature AFTER receiving agent approval

• OR let the agent fix it if they prefer

3. Mark this task as complete in open to close:

1. Under "Tasks", find the task

2. Ensure its scheduled

3. Check for any sub-tasks by using the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

4. Check the boxes to complete tasks and sub-tasks

Step 3: EMD

1. Order the EMD:

   1. Review how the buyer plans to submit the EMD in the contract (wire, check, ACH, etc)

   2. Ask the buyer's title company for EMD instructions OR use their 3rd party apps for submission such as Earnest

   3. Verify with the buyer's agent or buyer (if the agent permits) that the EMD instructions/request was received

*If not received, troubleshoot:

• For instructions from title, reach out to title and let them know the instructions were not received or the buyer ran into issues, and workout a solution from there

• For 3rd party apps: 

  • Refresh

  • Resubmit request

  • Reach out to support 

  • Ask title company for direct instructions

2. Mark this task as complete in open to close:

4. 1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 4: Setting the home inspection

1. Refer to the agent/team’s list of preferred contacts, either in DREAMNet or OpentoClose.com to reach out to their inspectors

2. Confirm:

   1. when the agent and client (if permitted) if the home inspection was already set 

   2. when it will take place or when they would prefer to have it take place

   3. If it’s a pay at close

3. Call, email, text, or use the inspectors website to set the inspection 

4. Info for inspections can be drawn from the property details in OpentoClose, the submitted documents, and the MLS

5. Ensure you, the agent, and the client (if permitted) receive a confirmation of the home inspection details

6. Enter the home inspection details into the calendar via OpentoClose

   1. Click on property details and click “Home Inspection Date”

   2. Enter the details in the pop-up screen

      1. Enter the Date and time

      2. Add the address

      3. Include the agent and client (if permitted) in the reminder by checking the box next to their name

      4. Add it to the API Calendar

Refer to the home inspection guide if you need to reschedule the home inspection

7. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 5: Setting the termite inspection

1. Check in the purchase agreement who is responsible for ordering and for paying for the termite inspection

   1. REINMLS.com - Prgph. 13

2. Refer to the agent/team’s list of preferred contacts either in DREAMNet or OpentoClose.com to reach out to their inspectors

3. Confirm:

   1. when the agent and client (if permitted) if the termite and moisture inspection was already set 

   2. when it will take place or when they would prefer to have it take place

   3. If it’s a pay at close *USUALLY THE SAME DATE AS THE HOME INSECTION!!

4. Call, email, text, or use the inspectors website to set the inspection 

5. Info for inspections can be drawn from the property details in OpentoClose, the submitted documents, and the MLS. Know if

   1. The house is in a crawl or slab

   2. If there are detached structures (e.g. sheds, detached garages) that need inspection

6. Ensure you, the agent, and client (if permitted) received a confirmation of the termite and moisture inspection details

7. Enter the termite and moisture  inspection details into the calendar via OpentoClose

   1. Click on property details and click “Termite Inspection Date”

   2. Enter the details in the pop-up screen

      1. Enter the Date and time

      2. Add the address

      3. Include the agent and client (if permitted) in the reminder by checking the box next to their name

      4. Add it to the API Calendar

Refer to the termite inspection guide if you need to reschedule the termite inspection

8. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 6: Emailing All Parties

1. Once documents have been reviewed, dates are confirmed, and necessary items are requested, go to OpentoClose.com

2. Add the "Buyer Agent Introduction Email" template to send to the listing agent, title company, and lender:

+NOTE: Some teams may require different formats. Please review the team brokerage guides and template list to see if an agent or team has specific introduction email templates for them

2. 1. Go to the transaction

   2. Click "Emails"

   3. Click "Apply Template"

   4. Apply the necessary template based on the agent/teams' procedures

3. Ensure all details have auto populated on each line.

   1. Details: Ratified Date, Price, EMD amount, Closing date, Inspection Info, and HOA info (if applicable)

   2. Each contact should have the full name, phone number, email, and company (if applicable). *NOTE: If contact info is missing, request it in the email: "Please advise"

   3. Review the introduction paragraph for accuracy and use it to request items. For example: "At your earliest convenience, can you provide: [bullet point list of things you need (e.g. termite inspection info, seller title company info)]"

4. Add all submitted documents to the thread

5. Review and re-read the email to ensure there are no errors

6. Send to necessary parties

7. If the team permits, send an email to the client:

   1. In Open to Close, use the "Buyer Under Contract Introduction Email" Template or the agent/team's equivalent custom template

   2. Read through the email ensuring all info is correct and next steps are presented clearly

   3. Send to the buyer and title company

   4. Follow up & Answer any questions

8. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 7: Uploading the Transaction for Compliance

Many brokerages use platforms like Skyslope and Brokermint to ensure compliance with real estate laws and accounting practices.

1. Review the platform your agent or team is using

2. If the platform is integrated with OpentoClose.com, export it:

   1. Go to the transaction

   2. Click "More"

   3. Under "API's", click the platform

   4. On the left side, under "Export Property", Choose the "API Profile."

   5. Choose the Office

   6. Click "Next"

   7. Visit the compliance website and review that all details have transferred over properly

*NOTE: If the transaction is missing, contact the team/brokerage staff or D.R.E.A.M. manager for assistance

2. 8. Fill in any missing details and upload any missing documents

3. OR enter it manually. Use the software guides to find the tutorials on the specific programs:

   1. Create the transaction

   2. Add the transaction details

   3. Add commission info

   4. Add contact info

   5. Upload documents and submit them

4. Mark this task as complete in open to close:

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Step 8: Other Tasks

Review the team/brokerage guide or contact a team/brokerage leader or staff member to check if any other day 1 tasks are to be completed. Some examples of other tasks include:

• Coordinating with the team's social media person to ensure graphics are made

• Emailing the brokerage manager that a new file has opened, and more

Step 9: Update the Agent

1. Use the agents' preferred contact method to provide them with updates

   1. Example: "Hi [Agent's Name], I just wanted to let you know that I took care of _______ for you. This is what is next: _________"

Day 2-3

Step 1: Follow Up 

1. Follow up on items/documents you requested in the introduction email

   1. Example: "Good afternoon, I'm reaching out to follow up on _______."

2. Follow up to see if the EMD was submitted

   1. Example: "Greetings, may I get a copy of the EMD receipt?"

3. If communicating directly with the buyer, answer any follow-up questions or emails

Day 4-15

This period is considered the contingency period where most deadlines for the transaction are being met

The Home Inspection

Before

1. On the day of the home inspection, ensure that the agent and the inspector have access to the home

After

1. Up to 24 hours after the home inspection, ensure the buyer and the agent have received a copy of the home inspection report

2. If permitted to draft the Repair Request (or PICRA), coordinate with the agent via text or email (NOT PHONE) to establish what items will be put on the Repair Request (or PICRA)

   1. Send the PICRA out for signatures to the buyer and the buyer's agent

   2. Once the signing is complete send to the listing agent via email for ratification or countering

   3. If countered when sent back, let the buyer (if permitted) and buyer's agent know. 

   4. Allow the agent time to discuss with the buyer what their plan of action is and have let the agent know to keep you updated on their decision. 

*NOTE: If you have not heard from the agent in 1 day, follow up with them and proceed as necessary

2. 5. Get the Repair Request (Or PICRA) initialled, then ratified

   6. Send to all parties, except the lender. Upload and submit for compliance.

   7. A week after, the Repair Request (Or PICRA) has been sent check in with the buyer's agent and listing agent on the status of repairs via email. 

*NOTE: If they are not complete, follow up every few days or around the time they state it will be completed

2. 8. Once repairs are complete, collect any invoices. Ensure Invoices:

      1. State the company name

      2. Have the address

      3. Are itemized listing out the repairs that are done and match up with the items on the Repair Request (Or PICRA).

      4. Are uploaded and submitted for compliance

      5. Ensure the buyer's agent, title, and listing agent have copies of the invoices

   9. Mark this task as complete in open to close (if applicable):

      1. Under "Tasks", find the task

      2. Ensure it's scheduled

      3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

      4. Check the boxes to complete tasks and sub-tasks

The Termite Inspection

Before

2. On the day of the termite inspection, ensure that the agent and the inspector have access to the home

After

3. Up to 24 hours after the termite inspection, ensure the buyer and the agent have received a copy of the termite inspection report

4. Review the report to ensure it's a clear letter. 

*NOTE: If it's not a clear letter, ask the buyer's agent how they would like you to proceed

5. Send it to the buyer to sign. Once complete, send to the listing agent

6. Ensure all parties receive a copy of the report

7. Upload and submit it for compliance

8. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Other Inspections

1. Visit the Indiviual Guides Tab to Review Instructions for Other Types of Inspections or for more in depth details on the home and termite inspection

2. Ensure documentation is being signed and sent to the necessary parties

The Appraisal

1. The lender coordinates the appraisal. Email the lender (with the buyer's agent CC'd) to see:

   1. When the appraiser is coming to the property

   2. When the appraisal report is due

2. Add the dates to the API Calendar

3. After the appraisal, ensure the agent receives the report

4. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

HOA Documents

1. The Request for HOA/POA docs form should have been fully executed at the beginning of the transaction

2. Request a receipt from the listing agent if they have not sent it already as well as an expected arrival date.

3. On the arrival date, ensure the buyer and title company received a copy of the Resale Certificate (HOA docs)

4. Submit the Acknowledgement of Receipt form to the buyer for signatures

5. Once the Acknowledgement of Receipt form is fully executed, send it to all parties and upload it for compliance

6. Mark this task as complete in open to close (if applicable):

   1. Under "Tasks", find the task

   2. Ensure it's scheduled

   3. Check for any sub-tasks by the black down-facing arrow on the left side of the task itself and clicking on the "sub task" link

   4. Check the boxes to complete tasks and sub-tasks

Addendums

Addendums are changes that need to be made to the purchase agreement and may be requested by any party

1. Coordinate with the party that requested the addendum the specific details to place on the addendum

2. Find the Addendums in the MLS, DreamNet Resources, or Compliance Websites

3. At the top ensure introductory information has been filled out (Address, Brokerage Firms, Client Names, and Dates)

4. Then type up the addendum, ensure you are as specifiic and direct as possible, touching on all keypoints. For example:

   1. You don't want to say "buyer to receive $750 credit", say "Seller to provide the buyer with a $750 credit to go towards home inspection requested repairs".

5. Send to the buyer's side only for signatures

6. Upon completion, send to the listing sign

7. Once the addendum is fully executed, ensure all parties have a copy including the lender, title and co-op agent. Upload for compliance. 

2-3 Weeks In

Bank Approval

1. Send an email in the main thread with all parties, checking in on bank approval:

   1. If it's not in yet, allow another 2 weeks, and then follow up again

   2. If it is in, collect the bank approval letter. Ensure all parties have a copy and that it is uploaded for compliance.