1. Objective
This SOP defines how a Virtual Assistant (VA) manages closing day — from the morning check-in with the lender and title company through deed recording confirmation and post-closing system updates.
Critical principle: The transaction is not closed until the deed is recorded. Funding alone is not closing. Signing alone is not closing. The deed must be recorded at the county recorder's office before ownership legally transfers.
On closing day, the VA is the transaction's communication hub — confirming every step is happening on schedule and escalating immediately if anything is off track. The agent is with the client. The VA is watching the timeline.
Where this SOP starts: Closing day arrives — the closing appointment is scheduled and the transaction has passed the final walkthrough.
Where this SOP ends: Deed recording is confirmed, all parties are notified, and post-closing system updates are complete.Success looks like: The agent receives a "deed recorded — transaction closed" confirmation from the VA before they even check their phone. Every post-closing update is done by end of business.
2. Your Role & Boundaries
2a. What you handle independently
- Morning check-in with lender and title company to confirm everything is on track
- Confirming the buyer has their closing logistics confirmed (time, location, what to bring)
- Following up on funding confirmation with the escrow company
- Following up on deed recording confirmation
- Notifying the agent immediately when the deed records
- Completing post-closing system updates (MLS, CRM, TMS) per agent instruction
- Communicating key delivery logistics to the buyer per agent instruction
2b. What requires agent approval before acting
- Any closing day issue that could delay the closing — the agent manages the resolution, not the VA
- Any communication with the buyer about the closing outcome or congratulatory message — the agent delivers the news
- Updating the MLS to Sold status — agent confirms before VA executes
- Any post-closing communication to the seller or listing agent beyond standard logistics
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 tell the buyer the transaction is "closed" until deed recording is confirmed — funding is not closing.
- You never verify wire instructions via email — all wire instruction verification is by phone to a number independently confirmed. See wire fraud warning below.
- You never update the MLS to Sold status without the agent's explicit instruction.
Wire Fraud Warning: Wire fraud is the fastest-growing real estate crime in the United States. Criminals intercept email and send fraudulent wire instructions. Any wire instruction for closing funds must be verified by calling the title company directly at a number the VA has independently confirmed (not from an email signature or forwarded message). Never relay or confirm wire instructions without this phone verification step.
3. Schedule & Trigger
Trigger: Closing day arrives. All pre-closing steps are complete: settlement statement approved, walkthrough clean, all contingencies removed, clear-to-close in hand.
The VA's closing day begins early — the morning check-in should happen before 9:00 AM to catch any issues before the closing appointment.
Sequence context: This SOP runs immediately after Final Walkthrough and Settlement Statement Review. It concludes the TC workflow for this transaction. Post-closing follow-up and CRM management continue in other SOPs.
4. Morning Check-In (by 9:00 AM)
Contact lender:
Hi [Lender Contact Name] — closing day check-in for [Buyer Last Name] / [Address]. Confirming loan documents are at the title company and funding is on track for today.
[VA Name]
Contact title/escrow company:
Hi [Escrow Officer Name] — closing day check-in for [Buyer Last Name] / [Address]. Confirming the closing appointment is on schedule for [time] at [location] and all documents are in order.
[VA Name]
Log both responses. If either confirms a problem:
- Notify the agent immediately — do not wait for the closing appointment time
- Describe the issue factually: "Lender says loan docs haven't arrived yet" or "Title says there's a last-minute title issue"
5. Closing Appointment Confirmation
Confirm the buyer has their logistics in order before the appointment:
Hi [Buyer First Name] — closing is today at [time].
Location: [Closing address — title company, attorney's office, or remote/notary per instructions]
What to bring: [Government-issued photo ID — at minimum; confirm with agent/title if anything else is required]
Funds: Your closing costs should be [already wired / confirmed with escrow — provide context per agent instruction]
[Agent Name] will be there and looking forward to handing over the keys!
[VA Name] on behalf of [Agent Name]
Do not include the congratulatory note — that's the agent's moment.
6. Funding Confirmation
After the signing appointment, follow up with the escrow company to confirm that funding has occurred — both the lender's wire and the buyer's wire (if not already confirmed pre-closing).
If funding is confirmed but recording has not yet happened, note it as "funded — pending recording."
7. Recording Confirmation
After funding, the title/escrow company submits the signed deed to the county recorder. Follow up with the escrow officer:
Hi [Escrow Officer Name] — following up on recording status for [Address]. Has the deed been submitted to the county recorder? Do you have a confirmation number?
Some counties record same-day; others can take 24–48 hours. Confirm the expected recording timeline with the escrow company during the morning check-in.
The transaction is not closed until recording is confirmed. Do not notify anyone that the transaction has closed until you have the recording confirmation.
When recording is confirmed, notify the agent immediately:
Hi [Agent Name] — [Address] is officially closed. Deed recorded at [time/date]. Recording confirmation number: [if available].
Congratulations to [Buyer Name] on their new home!
[VA Name]
8. Post-Closing System Updates
After recording is confirmed and the agent has notified the buyer:
MLS Status Update
- Update listing status to Sold with the correct closing date — agent confirms before VA executes
- Confirm sale price, close date, and any other required MLS fields for the sold record
CRM Update
- Change buyer's pipeline stage: Active Buyer → Closed / Past Client
- Log close date, property address, sale price
- Flag for 33 Touch past client nurture campaign (per New Lead Intake & CRM Setup — confirm with agent)
Transaction Management System
- Update transaction status to Closed
- Log closing date
- Confirm all documents are filed and the transaction file is complete
9. Key Delivery
Confirm with the agent how and when the buyer receives keys. This varies by state and by transaction specifics:
- At the closing table (most common)
- At the property at a specific time after recording
- Through the listing agent / lockbox
The VA communicates logistics only — the agent or listing agent handles the actual key handoff and any access instructions.
10. Post-Closing File Wrap-Up
Before closing the transaction file:
- ☐ Fully executed deed confirmed saved (title company provides a copy)
- ☐ Final ALTA settlement statement saved (final version, not draft)
- ☐ All contingency removal forms confirmed filed
- ☐ All correspondence filed
- ☐ Transaction timeline updated with all milestones and closing date
- ☐ File marked closed in TMS
11. Checklist
Morning (by 9:00 AM)
- ☐ Lender morning check-in sent — loan docs at title and funding on track
- ☐ Title/escrow morning check-in sent — closing appointment confirmed on schedule
- ☐ Any issue escalated to agent immediately
Pre-Appointment
- ☐ Buyer closing logistics confirmed (time, location, ID, funds)
Post-Signing
- ☐ Funding confirmed with escrow company
Recording
- ☐ Deed recording confirmed with escrow company
- ☐ Agent notified immediately upon recording confirmation
Post-Closing System Updates
- ☐ MLS updated to Sold (agent confirmed)
- ☐ CRM updated — stage, close date, sale price
- ☐ TMS updated to Closed
- ☐ Transaction file wrap-up complete
12. Tools & Access
| Item | Details |
|---|---|
| Lender contact | [From Lender Communication & Loan Monitoring — loan officer / processor direct line] |
| Escrow officer contact | [From Earnest Money Deposit & Escrow Opening — direct line and email] |
| Buyer contact | [CRM buyer profile — preferred channel] |
| MLS platform | [For Sold status update — confirm access and process during onboarding] |
| CRM platform | [For buyer status and close date update] |
| TMS | [Confirm platform and closure process during onboarding] |
| Agent's preferred notification channel | [For recording confirmation — may want immediate text/call] |