Introduction:
Transitioning from an admin assistant to a Transaction Coordinator (TC) is an exciting step, but it comes with new responsibilities—especially when navigating the final stages of a real estate deal. One common question new TCs have is: “If we’re representing sellers and closing at our brokerage, do the buyers also need to be present at the same signing?”
The answer depends on several factors, including local customs, title company policies, and transaction specifics. In this FAQ-style guide, we’ll break down pre-closing steps, explain signing logistics, and provide best practices to ensure a smooth closing process.
1. Do Buyers and Sellers Typically Sign Together at Closing?
Not usually. In most real estate transactions, buyers and sellers sign documents separately, especially if:
- Different title companies or attorneys are handling each side.
- The parties are in different locations (common in relocation sales).
- The closing is handled by a mobile notary or e-signing platform.
However, in some cases (like cash deals or private sales), both parties may sign together if preferred.
2. Who Schedules the Signing Appointments?
The title company or escrow officer typically coordinates signing times, but as the TC, you may need to:
✔ Confirm availability with your sellers.
✔ Communicate with the buyer’s agent to ensure their side is scheduled.
✔ Verify if remote notarization or e-signing is an option.
Pro Tip: Always check your state’s notarization laws—some require in-person signings.
3. What Are the Key Pre-Closing Steps for a TC?
Before closing day, ensure these tasks are complete:
A. Document Preparation (3-5 Days Before Closing)
- Review the Closing Disclosure (CD) and ALTA Statement for accuracy.
- Confirm the title search is clear of liens or issues.
- Ensure the final walkthrough is scheduled (buyer’s responsibility).
B. Signing Logistics
- Seller’s Signing: Usually done at the brokerage, title office, or via mobile notary.
- Buyer’s Signing: Often handled by their lender or title company.
- Remote Options: Platforms like DocuSign or Notarize may be used if allowed.
C. Funding & Recording
- After both parties sign, the lender funds the loan.
- The title company records the deed with the county.
- Keys are released to the buyer only after recording is confirmed.
4. What If the Buyers Want to Sign at the Same Time as the Sellers?
While rare, some transactions may require both parties at the same table. Here’s how to handle it:
✅ Check with the title company – Some prefer split signings to avoid delays.
✅ Prepare for last-minute changes – Buyers may need lender approvals before signing.
✅ Have a backup plan – If one party delays, can the other sign remotely?
Example Scenario:
- Seller signs at 10 AM at the brokerage.
- Buyer signs at 2 PM at their lender’s office.
- Deed records the next morning.
5. Best Practices for a Smooth Closing
To avoid last-minute stress, follow these TC pro tips:
🔹 Stay in constant contact with the title company and agents.
🔹 Double-check all documents before signing appointments.
🔹 Confirm wire transfer details to prevent fraud (a common scam!).
🔹 Keep a closing checklist to track every step.
6. What If Something Goes Wrong?
Common closing hiccups and how to solve them:
| Issue | Solution |
|---|---|
| Buyer’s loan isn’t approved yet | Push closing date or extend contingencies. |
| Seller hasn’t signed on time | Schedule a mobile notary ASAP. |
| Last-minute title issue | Work with the title company to resolve liens. |
| Funding delays | Verify wire transfer timelines with the lender. |
Final Thoughts
As a new TC, remember: No two closings are exactly alike. While sellers and buyers usually sign separately, always confirm with your title company and adapt as needed. By staying organized, communicating clearly, and anticipating potential delays, you’ll ensure successful closings every time.
