CONVEYANCING Process!

Deb Dodson, Transaction Manager

*Oversees all transactions and settlements

*Pennsylvania County (anything outside of Philadelphia) and New Jersey transactions are outsourced for conveyancing purposes. Any issues or concerns can be escalated to Deb.

*Customer Service specialists

Lexi Dilihay, Junior Conveyancer

*File Intake / Quality Assurance

*Timeline management

*Certification processing

*Assist with clearing title

*Client correspondence

EMAIL: Conveyancing@McCannTeam.com

So what’s the difference?...

Upon going under contract and submitting a complete transmittal the closings and conveyancing departments begin to complete file intake into their pipelines for individual tasks.

The two departments work in parallel.

The Conveyancing Department is your client, title, and lender facing contact.

The Closing Department is your agent and brokerage facing contact.

Some items required for a successful transaction overlap between the two departments but rest assured our administrative staff is well versed in internal communications.

Representing the Seller?

• Conveyancing Department will review the AOS to insure all records align with the address, seller name, and parcel ID #

• Conveyancing will send the seller an introductory email with a timeline and overview of our role to assist with the transaction

• Sellers will be required to complete a SELLER'S AUTHORIZATION form which provides us with the information and authorization to clear title on their behalf

• Upon receipt of the title and lender (if applicable) contact information the conveyancers will contact them to introduce ourselves and ask that we be CC’d on all correspondence

• AGENTS SHOULD ALWAYS DOUBLE CHECK THAT WE ARE CC’D

  • Most importantly if you receive a title commitment, deed package, settlement notice, and mortgage commitment that we are not included in please be sure to FORWARD the email to include all attachments.

• If the property is within a Condominium, Planned Unit Development, or Homeowners Association the conveyancing department will work with the seller to obtain the resale package as required in the AOS.

  • If payment is required in order for the documents to be issued the conveyancing department will communicate with the seller for remittance of cost

• If the property is a resale within Philadelphia the Conveyancing Department will order the City Certificate

• If the property is a resale outside of Philadelphia the Conveyancing Department will provide the seller with instructions for requesting the applicable township Occupancy Certificate

• If the property is owned by an entity (LLC, LP, Inc., etc) the Conveyancing Department will obtain the necessary documentation for title purposes

  • If we determine that the wrong authorized signer executed the AOS based upon business documents the conveyancers will raise further requirements

  • If there are multiple members of the entity the Conveyancing Department will work with them members to assign one authorized signer

• If the property is owned by an Estate the Conveyancing Department will obtained the necessary documentation for title purposes

  • If you are aware of an estate attorney please provide their contact information to the conveyancing department

• If the property involves a Power of Attorney please make note of such appropriately on the AOS

  • If we do not receive a copy of the POA prior to AOS execution (preference) then the Conveyancing Department will request a copy from the seller

• The conveyancing department will assist with all title and lender requirements and review the requirements with your clients - we ask that the agents be aware of what is needed and assist with the timeliness of client responses

  • Taxes

  • Municipal Certificates

  • Utilities

  • Liens

  • Client Questions

  • Resale Package

  • Circulating change in terms

  • Fees

  • Deed packages

    • We can schedule for your sellers to sign with an in-house notary if they are local to either the Philadelphia or Ardmore offices

• The conveyancing department will coordinate with the title company for a preliminary settlement statement (ALTA) to be issued. Upon receipt of the preliminary statement the AGENT and conveyancer will review it. It is of great importance the agent takes the time to review the statement as a quality control measure. The conveyancing department will send a copy of the preliminary statement to the seller. It is the agent's responsibility to review it with the client and obtain their approval. If there are any errors, the conveyancing department will assist in getting it corrected.

• If there was a deed package completed and the agent is not attending settlement:

1. Email your closer and/or title processor to obtain the final sheets -- the conveyancer will have you CC'd on emails with the title company. Please follow them and be sure to review ALL settlement sheets carefully.

2. Confirm with the closer/title processor how you can execute (e-sign or wet sign - do not assume)

3. Your signature should reflect "AGENT NAME on behalf of CLIENT NAME" and DATE

CONVEYANCERS ARE NOT RESPONSIBLE FOR SIGNING YOUR SETTLEMENT STATEMENTS

4. RETURN your executed signature to the title company immediately! Do not wait! (They cannot conclude settlement and disbursement w/o your signature)

5. We prefer to avoid wire transfers for commission remittance. The conveyancing department includes disbursement instructions within the fee sheet provided to the title company. If you are not picking up paper checks from the title company's office, please ensure they are mailed to the appropriate office.

6. Please be sure to deliver confirmation of settlement and copies of all settlement papers to your client

• If there was a deed package and you are attending the settlement:

  • The final settlement statement will be presented to you at closing for signature

  • Make sure you leave with the fully executed copies and checks

  • Scan copies to closings@mccannteam.com

  • Deliver checks to the Commission bin in the applicable office

  • Please be sure to deliver confirmation of settlement and copies of all settlement papers to your client

Representing the Buyer?

• Conveyancing Department will review the AOS to insure all records align with the address, seller name, and parcel ID #

• Conveyancing will send the buyers an introductory email with a timeline and overview of our role to assist with the transaction

• Sellers will be required to complete a PURCHASER’S AUTHORIZATION form which provides us with the information and authorization to clear title on their behalf

• Upon receipt of the title and lender (if applicable) contact information the conveyancers will place the title order and reach out to introduce ourselves / connect all parties. We ask that we be CC’d on all correspondence.

• AGENTS SHOULD ALWAYS DOUBLE CHECK THAT WE ARE CC’D

  • Most importantly if you receive a title commitment, U&O/L&I, settlement notice, and mortgage commitment that we are not included in please be sure to FORWARD the email to include all attachments.

• If the property is within a Condominium, Planned Unit Development, or Homeowners Association the conveyancing department will work with the listing agent to obtain the resale package as required in the AOS.

  • Conveyancing will deliver a copy of the resale package to your client and request a signed Receipt of Documents

• If the property is to be purchased by an entity or trust the conveyancing department will contact your client for the required documentation and circulate it to the title company and lender

• The conveyancing department will request a copy of the following documents from applicable parties and share them with the buyer through Dotloop

  • U&O / L&I from the listing agent

  • Mortgage Commitment from the loan officer

  • Title Commitment from the title company

• The conveyancing department will deliver a fee schedule to the title company

• If the buyer requires a transaction specific Power of Attorney please alert the conveyancing department

• If it is a cash buyer who wishes to sign off in advance please alert the conveyancing department

• Please email conveyancing with the date / time / and office location for settlement so we may coordinate the closing with the title company and lender

  • Please be sure to schedule settlements as early in advance as possible

  • Upon receipt of the settlement notice it will be shared with the client through Dotloop

  • If you are unsure of the deals ability to close on the contracted date please be sure to communicate with the closing and conveyancing department

• Upon receipt of the preliminary ALTA from the title company the conveyancing department will email it to the buyer with closing instructions and an option to wire their funds to the title company

• Upon completion of the settlement

  • Great American ONLY - authorized for wire transfers for commissions and fees. Outside title companies we would prefer paper checks

  • Make sure you leave with the fully executed copies and checks

  • Scan copies to closings@mccannteam.com

  • Deliver checks to the Commission bin in the applicable office