First Class Transaction Management Services

Create a file/room, if not already created 

Enter all contact information (emails and phone numbers, as provided by agent) for clients, brokers on both sides, escrow company, lender, home warranty etc. 

Organize all documents and assign them to the checklist for compliance 

Create additional folders for specific documents. (Ex: HOA documents, reports, invoices, etc) 

Keep file organized, make sure it is complete to allow the closing department to process the commission check

Compliance

Verify all company required documents have been signed by client 

Notify broker of any missing documents, signatures, initials, and/or checkboxes. If signatures are required, they will be sent through DigiSign/DocuSign at brokers approval 

Obtain signatures on trailing documents throughout the transaction  

Complete required escrow instructions/demand 

Open Escrow upon receipt of signed demand 

Email all contractual documents to escrow and client

Confirm earnest money has been deposited and follow-up with escrow on obtaining a receipt and file in Skyslope/DTR

Send copy of earnest money receipt to client 

Ensure preliminary title report is received and sent to client and filed in your Skyslope/DTR

Request utilities and forward to client at conclusion of inspection period 

Monitor and follow-up on any additional paperwork throughout the transaction to ensure fully executed documents are received and submitted to Skyslope/DTR and escrow 

Timeline

Draft for agent approval and then send transaction timeline to co-op and client 

Timeline includes: 

Property address 

Listing and buyer broker information, as well as any assistants or TC’s 

Buyer and seller names 

Sales price 

Mutual acceptance date 

Day 1 of timeline 

Closing and possession date 

Escrow contact information 

Lender contact information 

Earnest money deposit amount and due date 

When buyer’s loan notice is due and the sellers right to term expires (WA only) 

Inspection contingency deadline 

Dates for general inspection, radon, sewer, tank locate, and any others if provided by agent 

Date property disclosures were delivered to agent and the revocation date. 

Lead-based paint disclosure (if required) delivery date to agent and the end of the contingency 

HOA documents (if required) Date due to buyer, date delivered to buyer and end date of review period 

Smart home features due date if applicable

Date smoke detector and carbon monoxide detectors are to be installed 

Personal property that is included in the sale - Personal property that is excluded from the sale 

Home warranty including company name, plan level and price 

Note any additional provisions such as closing costs

Lender (Buy Side Only) 

Email mutually accepted agreement and addenda to lender 

Monitor and follow-up on any additional paperwork throughout the transaction to ensure fully executed documents have been sent 

Forward the trailing paperwork as instructed by broker 

Co-Operating Broker 

Send timeline

Email trailing documents to ensure file is complete 

Request/Deliver HOA documents (if applicable) 

Request/Deliver property disclosures including lead-based paint disclosure (if applicable) 

Follow-up on missing documents and signatures 

Provide signed disclosures when completed on buy side 

Buy Side 

Send required advisories to client for signature, if not done so already 

Disclosed Limited Agency for Buyers and Oregon Initial Agency Disclosure Pamphlet

Real Estate Brokerage (WA Only)

Oregon Property Buyer Advisory 

Smoke alarm and co alarm advisory 

Electronic wire fraud advisory 

Lead based paint booklet if applicable

List Side 

Disclosed Limited Agency for Sellers and Oregon Initial Agency Disclosure Pamphlet

Real Estate Brokerage (WA Only)

Oregon Property Seller Advisory

Smoke alarm and co alarm advisory 

Electronic wire fraud advisory 

FIRPTA advisory

Review for completeness 

Disclosures 

Will send out disclosures through Breeze as requested

Review to ensure each line has been completed (if anything is missing TC will notify broker) 

Disclosure accuracy is the brokers responsibility 

Send disclosures to co-operating broker upon direction from broker 

Ensure co-operating broker provides disclosures for buyer broker review 

Send property disclosures to clients via DigiSign/DocuSign once approved by broker 

HOA Documents

Home Owners Association Request HOA documents from seller and/or co-op 

Deliver all HOA documents received to appropriate party 

Create folder in Skyslope/DTR for all HOA documents 

Home Warranties - Order (If applicable) 

Send confirmation to client, escrow and co-op broker 

File order confirmation in Skyslope/DTR 

Deadlines 

Monitor and follow up on: Earnest money 

Preliminary title report

Requesting Proof of Insurance

Adjusting closing and possession dates as necessary 

Calendar Dates 

Send important calendar dates to broker and clients regarding: Earnest money due date 

Inspection due date 

Feasibility date (if applicable) 

Additional earnest money due date (if applicable) 

Closing date 

Possession date (if different than the closing date) 

Add closing date to agents Google calendar for 1 week, 1 month, 6 months, and 12 month anniversary as instructed by broker 

MLS 

Report property “Pending” upon receipt of fully executed contract (List Side Only)

Report as “Sold’ upon receipt of final settlement statement (List Side Only)

Utilities

Request utility information from escrow 

Email list of utility information to client at end of inspection contingency period 

File utility information in Skyslope/DTR 

Commission 

Complete commission form based on listing contract provided, MLS, or broker compensation form 

Send commission form to broker for approval 

Assign commission form to task list for approval 

Revise commission form if necessary 

Include on forms: (as instructed by broker) Outside referral fee 

Relocation commission split if applicable

Team commission splits Closing 

List Side - Closing Tasks 

Add closing statement to SkySlope/DTR 

Remove all attachments and client contact information from MLS before reporting property Sold 

Order sign removal 

Turn in additional documents into Skyslope/DTR 

Submit task list 

Close property file 

Report Sold in MLS (List Side Only)

Send client congratulations and thank you with final closing statement 

Request review via Zillow or Google Business Page 

Claim transaction in Zillow 

Send thank you to co-operating broker 

Buy Side - Closing Tasks 

Claim transaction in Zillow 

Request review via Zillow 

Add recurring anniversary dates and invite broker 

Turn in additional documents to Skyslope/DTR 

Submit task list 

Close the property file 

Verify listing reported “Sold” in MLS - follow up with co-operating broker if not completed

Send thank you to co-operating broker 

Send client congratulations and thank you with final closing statement 

Add closing statement to Skyslope/DTR 

The First Class Team manages the transaction coordination process for accepted offers only. The First Class Team will submit signed or unsigned rejected offers and signed back-up offers and addenda; however, the broker is responsible for obtaining signatures on these documents and providing them to the First Class Team. 

For buy side contracts that expire, are rejected, or put in back-up position, the First Class Team will: 

Create a file for the transaction in Skyslope/DTR 

Assign signed documents to the checklist 

Close file 

For list side contracts that are rejected or in back-up position the First Class team will add them to your listing file