The Contract-to-Close Checklist Every Agent Should Be Running

Every brokerage has a version of this. Most are incomplete in the same places — they list documents rather than deadlines, and they stop at closing rather than at cleared compliance.

This is the structure we run on every file, with the state-specific dates filled in from the contract itself.

Stage 1 — File opening (day 0–1)

• Executed contract received, with every addendum and counter
• Contract read in full; parties, price, financing type and all dates extracted
• Calculated deadlines worked out — business vs calendar days, holidays excluded correctly
• Date conflicts across contract, counters and addenda identified and resolved
• All signatures and initials confirmed present; missing ones chased immediately
• Deadline calendar built and shared
• Introduction email to all parties with timeline and contacts
• File opened in transaction platform; compliance checklist attached

Stage 2 — Earnest money and disclosures (day 1–5)

• Earnest money delivered by the contractual deadline
• Written receipt obtained from the escrow holder and saved to the file
• Seller disclosures delivered; delivery date recorded (this often starts a rescission or review clock)
• Lead-based paint disclosure delivered for pre-1978 property
• State-specific disclosures identified and delivered
• All disclosures executed and distributed to every party
• Any buyer review or rescission windows calendared

Stage 3 — Inspection period

• Inspection scheduled and access arranged
• Any specialist inspections booked — sewer, roof, pest, well, septic, radon, structural
• Report received and distributed
• Repair request or objection submitted within the deadline
• Response deadline calendared — this is the most commonly missed date in the file
• Resolution executed and distributed, or termination handled correctly
• Agreed repairs tracked to completion with receipts and re-inspection

Stage 4 — Financing

• Loan application confirmed submitted
• Appraisal ordered; date tracked
• Appraisal received; value gap handled if it comes in low
• Underwriting conditions monitored and chased
• Loan commitment or approval delivered by the contractual date
• Any financing contingency removal documented in writing
• Standing weekly lender check-in through to clear to close

Stage 5 — Title, survey and HOA

• Title commitment ordered and received
• Commitment reviewed; exceptions and requirements identified
• Title objections raised within the contractual window
• Curative work tracked to resolution
• Survey ordered where required or customary
• HOA or condo resale package ordered early — these routinely take longer than expected
• Any buyer cancellation right triggered by package delivery calendared
• Payoff and lien information requested

Stage 6 — Pre-closing (final 10 days)

• Clear to close confirmed with lender
• Closing disclosure timing confirmed against the required delivery window
• Figures reviewed against contract before signing
• Final walkthrough scheduled
• Utilities transfer confirmed
• Signing appointment scheduled for all parties; mail-away or remote notarisation arranged if needed
• Wire instructions verified by phone to a known number — never from an emailed change of instructions
• Keys, remotes, codes and warranty documents arranged for handover

Stage 7 — Post-closing and compliance

• Funding confirmed
• Recording confirmed
• Commission disbursement authorisation processed
• Full file audited against the brokerage compliance checklist
• Deficiencies corrected and re-submitted
• File approved by compliance — not just submitted
• Clean copy archived with consistent naming to your drive
• Client follow-up and review request sent

The five deadlines that get missed most

1. The repair response deadline. Agents calendar the inspection deadline and forget that the response window is a separate, shorter date.
2. Disclosure delivery date. Delivery often starts a clock. Not recording the delivery date means not knowing when the clock ends.
3. HOA resale package. Ordered late, delivered late, and it can create a cancellation right that reopens a settled deal.
4. Loan commitment date. Everyone watches the closing date; the commitment date is the one that actually protects the buyer's deposit.
5. Title objection window. Short, easy to miss, and waiving it by silence is expensive.

Every one of these is a date the contract creates rather than states plainly — which is exactly why extracting them automatically and then verifying them by hand is worth doing.

Frequently asked questions