1. Objective

This SOP defines how a Virtual Assistant (VA) handles the two most time-sensitive tasks in the first 24 hours after contract execution — tracking and confirming the earnest money deposit (EMD) and formally opening escrow with the title company.

These two tasks have hard deadlines. EMD delivery is typically required within 1–3 business days of contract execution depending on the contract terms and state. Escrow opening must happen immediately so the title company can begin the title search and assign an escrow officer. A missed EMD deadline is a potential contract breach. A delayed escrow opening slows down the entire closing timeline.

The VA's job is to extract both deadlines on Day 0, set tracking reminders, guide the buyer through delivery instructions, confirm receipt with the escrow company, and notify the agent the moment anything is off schedule.

Where this SOP starts: Executed contract is received from Transaction Coordination Master.
Where this SOP ends: Earnest money is confirmed received by the escrow company (written confirmation on file) and escrow is formally opened with the title company.

Success looks like: The agent receives a single confirmation message: "EMD confirmed received by [Escrow Company] at [time]. Escrow file opened, assigned to [Escrow Officer Name]." Zero chasing, zero surprises.

2. Your Role & Boundaries

2a. What you handle independently

• Extracting the EMD deadline and all escrow-related terms from the executed contract on Day 0
• Adding the EMD deadline to the transaction timeline with a 24-hour pre-deadline reminder
• Contacting the escrow/title company to open the file
• Providing the buyer with delivery instructions for the EMD per the agent's instruction
• Following up with the escrow company to confirm EMD receipt
• Saving written EMD receipt confirmation to the transaction file
• Notifying the agent of every milestone (escrow opened, EMD confirmed received)

2b. What requires agent approval before acting

• Any deviation from the contract's EMD delivery timeline or delivery method
• Instructing the buyer to wire funds — always confirm the wire instructions with the escrow company directly and relay to the buyer per the agent's guidance (wire fraud risk)
• Any contact with the listing agent about the EMD status beyond standard professional coordination
• Any response if the buyer indicates they cannot meet the EMD deadline

2c. What you never do

• You never negotiate on the agent's behalf under any circumstances.
• You never provide pricing, legal, or strategic opinions to any party.
• You never sign or initial any document on behalf of the agent, client, or any party.
• You never communicate directly with the other party's client.
• You never provide wire transfer instructions to the buyer without first confirming them directly with the escrow company — wire fraud is a real and common threat, and instructions must come from the escrow company, not from a forwarded email.
• You never assume the EMD was received — always get written confirmation.
• You never allow the EMD deadline to pass without escalating to the agent — even if you believe the buyer sent the funds.

When in doubt: Escalate to the agent before the deadline passes. A late EMD is a contract issue the agent needs to manage — not a problem to solve by assuming it will work itself out.

3. Schedule & Trigger

Trigger: Executed contract received from Contract Intake & Transaction File Setup. EMD and escrow tasks begin on the same day the contract is received — Day 0.

EMD deadline: Typically 1–3 business days from contract execution. Extract the exact deadline from the contract on Day 0 — do not rely on a general estimate. The deadline is written in the contract.

Urgency: Both tasks — escrow opening and EMD delivery instructions — must be initiated on Day 0. Waiting until the day before the deadline is not acceptable.

Sequence context: This SOP runs immediately after Transaction Coordination Master. It runs in parallel with Inspection Scheduling — both are triggered by the executed contract and both have deadlines in the first 1–3 days. Confirm with the agent which you should prioritize if both require immediate action simultaneously.

4. EMD Deadline Tracking

Step 1: Extract the EMD terms from the contract

On Day 0, read the contract's EMD section and note:
- EMD amount: $[amount]
- EMD deadline: [date and time]
- Accepted delivery methods: [wire / cashier's check / personal check — per contract terms]
- Escrow/title company receiving the EMD: [company name, address, account details if wire]

Record these in the transaction timeline (from Transaction Coordination Master).

Step 2: Set a 24-hour pre-deadline reminder

Add a reminder to the transaction management system, calendar, or task tracker that fires 24 hours before the EMD deadline. This reminder triggers a status check: has the buyer been given instructions? Has the EMD been sent? Has it been received?

Do not wait for the reminder to start the process — begin immediately. The reminder is a backup, not a start signal.

5. EMD Delivery — Buyer Instructions

The VA's role is to provide the buyer with clear, verified delivery instructions so the EMD arrives on time and goes to the correct account.

Wire transfer (if the contract specifies wire):

Wire fraud warning: Never forward wire instructions from an email or PDF you received secondhand. Wire transfer instructions must be verified directly with the escrow company — call them at a number you have independently confirmed (from their official website, not an email signature) and verbally confirm the instructions before relaying to the buyer.

After verifying directly with the escrow company:

Hi [Buyer First Name],

Your purchase agreement requires an earnest money deposit of $[amount] to be delivered by [deadline date/time].

The escrow company is [Company Name]. I've confirmed the wire instructions directly with them — [Agent Name] will send you their contact number so you can call to confirm before wiring.

Please let [Agent Name] know immediately when you've initiated the wire.

[VA Name] on behalf of [Agent Name]

Cashier's check:
Provide the payee name and mailing address (or drop-off address if in-person). Confirm both with the escrow company directly.

Personal check (if permitted):
Provide payee name and delivery address. Note that personal checks typically require more processing time — confirm the deadline can be met.

After giving instructions to the buyer, note the date and time in the transaction log and follow up if you haven't heard back that the funds were sent within the same business day.

6. Escrow Opening

Contact the escrow/title company on Day 0 to formally open the file. Confirm the company name from the contract — it is typically named in the contract or in the listing's standard terms.

Opening the file — provide:
- Full property address
- Both parties' names (buyer and seller)
- Executed contract — attach a copy
- Buyer contact information (name, phone, email)
- Seller contact information — pull from the contract or listing
- Anticipated closing date from the contract
- Agent's name, brokerage, phone, and email

Opening confirmation request:
Ask the escrow company for the following in writing (email is fine):
- Confirmation that the file has been opened
- Assigned escrow officer name and direct contact
- Escrow file number

Save the written confirmation to the transaction file:

[Address] - Escrow Open Confirmation - [Escrow Company] - [Date]

Notify the agent:

Hi [Agent Name] — escrow file opened for [Address] at [Escrow Company].

Escrow officer: [Name] | Direct: [phone] | Email: [email]
File number: [number]

Confirmation saved to the transaction file.

[VA Name]

7. EMD Receipt Confirmation

After the buyer sends the EMD, follow up with the escrow company to confirm it was received. Do not assume receipt — always get written confirmation.

Follow up with escrow company:
Contact the assigned escrow officer or the title company's incoming funds team. Ask for confirmation that:
- The funds were received
- They are being held in the escrow account in the correct amount
- The file is complete pending any additional requirements

Written confirmation:
Request email confirmation from the escrow company and save it:

[Address] - EMD Receipt Confirmation - [Escrow Company] - [Date]

Notify the agent:

Hi [Agent Name] — EMD confirmed received by [Escrow Company] for [Address].

Amount: $[amount]
Received: [date/time]
Confirmation saved to transaction file.

[VA Name]

8. If EMD Delivery Is at Risk

If the buyer has not indicated the EMD was sent by 24 hours before the deadline:

Contact the buyer via the agent's approved communication channel:

Hi [Buyer First Name] — your earnest money deposit of $[amount] is due by [deadline]. If you've already sent it, please let us know. If not, please contact [Agent Name] at [agent contact] right away so we can make sure it arrives on time.

[VA Name]

If the EMD deadline will be missed:

Escalate to the agent immediately — do not wait for the deadline to pass:

Hi [Agent Name] — urgent: the earnest money deposit of $[amount] for [Address] is due by [time/date] and I have not received confirmation that the funds have been sent.

Current status: [what the buyer has communicated, if anything]

Please advise on how to proceed — this deadline may need direct agent attention.

[VA Name]

The agent manages the buyer and any coordination with the listing agent about a deadline issue. This is not a VA-level problem to solve independently.

9. Checklist

Day 0 — Contract Received
- ☐ EMD amount, deadline, delivery method extracted from contract
- ☐ EMD deadline added to transaction timeline with 24-hour pre-deadline reminder
- ☐ Escrow/title company identified from contract

EMD Delivery
- ☐ Wire instructions verified directly with escrow company (if wire)
- ☐ Buyer instructed on EMD delivery method and deadline
- ☐ Follow-up to buyer confirmed they sent funds

Escrow Opening
- ☐ Escrow company contacted on Day 0 — file opened
- ☐ Executed contract submitted to escrow
- ☐ All buyer and seller contact information provided
- ☐ Escrow officer name and file number received in writing
- ☐ Agent notified of escrow opening confirmation

EMD Receipt
- ☐ EMD receipt confirmed in writing with escrow company
- ☐ Written confirmation saved to transaction file
- ☐ Agent notified of EMD receipt confirmation

10. Tools & Access