1. Objective
This SOP defines how a Virtual Assistant (VA) schedules the final walkthrough, prepares the agent with the reference documents they need to verify contract compliance, and supports any issue resolution if problems are found.
The final walkthrough is the buyer's last opportunity before the signing table to confirm the property is in the condition they agreed to buy. It is not a courtesy visit. It is a contract verification. If agreed repairs were not completed, if an included appliance is missing, or if there is new damage since the inspection — these are problems that must be resolved before closing, not after. The VA's job is to make sure the agent walks in with the right documents so "he said/she said" never enters the conversation.
Where this SOP starts: Clear-to-close is received and the closing date is confirmed.
Where this SOP ends: Walkthrough is complete, either clean or with identified issues resolved, and the transaction is confirmed ready for closing.Success looks like: The agent has the repair agreement and included items list in hand at the walkthrough, checks the property systematically, and either gives the green light or identifies a specific documented issue that can be resolved before signing.
2. Your Role & Boundaries
2a. What you handle independently
- Scheduling the walkthrough with the buyer, agent, and listing agent
- Adding the walkthrough to the agent's calendar with access instructions
- Preparing the walkthrough package — repair agreement copy and included items list
- Providing access instructions for the walkthrough
- Preparing any supporting documents for issue resolution at the agent's direction
2b. What requires agent approval before acting
- Any decision about what constitutes an acceptable repair completion
- Any communication with the listing agent or seller about walkthrough issues beyond standard scheduling
- Any communication with the buyer about the walkthrough findings
- Any decision about whether to proceed to closing with or without resolving a walkthrough issue
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 communicate the result of the walkthrough to any party beyond the agent without the agent's instruction.
- You never advise the buyer on whether a repair is "good enough" or whether they should proceed to closing despite an issue.
- You never prepare documents to delay or cancel closing without the agent's explicit direction.
When in doubt: Support the agent with documents and information. All decisions about walkthrough issues belong to the agent and buyer.
3. Schedule & Trigger
Trigger: Clear-to-close received from Lender Communication & Loan Monitoring and closing date confirmed.
Timing: Default is 24–48 hours before the scheduled closing. This window gives enough time to identify and resolve any issues before the closing appointment, without being so early that new damage could occur between the walkthrough and closing.
Sequence context: This SOP runs after clear-to-close and in parallel with Settlement Statement Review. It precedes Closing Day Protocol.
4. Scheduling the Walkthrough
Coordinate with three parties:
- Buyer: confirm they are available 24–48 hours before closing
- Agent: confirm availability
- Listing agent: confirm property access (lockbox or listing agent accompanies)
Message to confirm with buyer:
Hi [Buyer First Name] — we're scheduling your final walkthrough for [Address] before closing. Can you confirm your availability on [proposed date/time]?
The walkthrough typically takes 30–60 minutes. This is your opportunity to verify the property is in the condition you agreed to and that all agreed repairs have been completed.
[VA Name] on behalf of [Agent Name]
Add to agent calendar:
- Title: Final Walkthrough — [Address]
- Date and time confirmed
- Description: buyer name, phone, listing agent contact, access instructions
5. Walkthrough Package for Agent
Prepare and send the agent a walkthrough package before the appointment. The agent uses this to verify contract compliance — not as a general reference.
Documents to include:
1. Repair Agreement (if applicable)
- Pull from transaction file → Inspection folder
- This is the executed repair agreement from Repair Request & Negotiation Documentation showing every agreed repair or credit
- The agent checks each item during the walkthrough: was it completed? Was it completed adequately?
2. Included Items List
- Pull from the purchase agreement — the section specifying what items are included in the sale (appliances, window coverings, fixtures, etc.) and any exclusions
- The agent verifies each included item is still present and that nothing listed as an exclusion was left behind as a surprise
3. Access Instructions
- Lockbox location and code, or listing agent meeting time
- Confirm with the listing agent the day before
Send to agent:
Hi [Agent Name] — walkthrough package for [Address] on [date] at [time].
Attached:
- Executed repair agreement — [X items agreed]
- Purchase agreement — included items: [quick summary, e.g., "refrigerator, washer/dryer, window blinds"]
- Access: [lockbox location and code / listing agent meeting at property]
Listing agent [Name] confirmed access.
[VA Name]
6. If Issues Are Discovered During Walkthrough
The agent notifies the VA immediately. The VA's job is to support document preparation.
Common walkthrough issues and document responses:
| Issue | Response |
|---|---|
| Agreed repair not completed | Prepare credit request addendum or addendum requiring repair before closing — per agent instruction |
| Included item missing (e.g., refrigerator removed) | Prepare addendum requiring the item to be reinstated or a credit equal to its value — per agent instruction |
| New damage not present at inspection | Prepare addendum requiring repair or credit — per agent instruction |
| Property not broom-clean | Agent may accept, negotiate, or request a credit — prepare whatever the agent instructs |
For each document prepared:
- Use the correct state form
- Enter only what the agent specifies
- Send to agent for approval before any submission
- File all documents to Closing Documents folder
Closing does not proceed until all walkthrough issues are resolved per the agent's direction. If the agent instructs a delay of closing due to unresolved walkthrough issues, notify the title company promptly:
Hi [Escrow Officer Name] — flagging a potential delay for [Address] closing on [date]. The final walkthrough identified an issue that is being resolved. We will update you on timing as soon as we have direction from [Agent Name].
[VA Name]
7. If Walkthrough is Clean
If the agent confirms the walkthrough is clean, notify the listing agent:
Hi [Listing Agent Name] — the final walkthrough for [Address] is complete. All is in order and we're on track for closing on [date].
[VA Name] on behalf of [Agent Name]
Confirm with the agent that this message is appropriate before sending — some agents prefer to communicate this themselves.
Wire fraud warning: Wire fraud is the fastest-growing real estate crime in the U.S. Criminals intercept email communications and send fraudulent wire instructions that appear to come from the title company or closing attorney. Before the buyer wires any funds: the buyer must verify the wire instructions by calling the title company directly, using a phone number found independently — not from any email, even one that appears legitimate. The VA's role is to make sure the agent is aware that this warning has been communicated to the buyer before closing day.
8. Checklist
Scheduling
- ☐ Walkthrough scheduled 24–48 hours before closing
- ☐ Buyer confirmed available
- ☐ Agent confirmed available
- ☐ Listing agent confirmed access
- ☐ Walkthrough added to agent calendar with access instructions
Walkthrough Package
- ☐ Executed repair agreement included (if applicable)
- ☐ Included items list pulled from purchase agreement
- ☐ Access instructions confirmed and included
- ☐ Package sent to agent before walkthrough
Issue Resolution (if applicable)
- ☐ Agent notified VA of issue immediately during/after walkthrough
- ☐ Supporting document prepared per agent instruction
- ☐ Document approved by agent before submission
- ☐ Issue resolved before closing — or closing delay coordinated with title company
Clean Walkthrough
- ☐ Agent confirmed walkthrough clean
- ☐ Listing agent notified (if agent instructs)
- ☐ Transaction confirmed ready for closing
9. Tools & Access
| Item | Details |
|---|---|
| Executed repair agreement | [Transaction file → Inspection folder — from Repair Request & Negotiation Documentation] |
| Purchase agreement — included items section | [Transaction file — executed contract] |
| Listing agent contact | [From MLS / executed contract] |
| Agent's calendar | [Confirm access method per Calendar & Scheduling Management] |
| Escrow officer contact | [From Earnest Money Deposit & Escrow Opening — for delay notification if needed] |
| Agent's preferred notification channel | [For walkthrough issue escalations] |