Document Checklist
Purchase agreement, seller disclosures, mortgage commitment, county recording forms, identification, and proof of funds to present at closing.
A structured checklist reduces delay, lowers risk of missed deadlines, and clarifies which records and signatures are required for a valid closing. For consumer-facing forms, keep in mind ESIGN Act requirements for consent and retention to preserve enforceability.
Typical users range from first-time homebuyers to real estate agents and closing coordinators who need a reliable, repeatable checklist before escrow and closing.
The guide helps each group reduce errors, coordinate documents, and confirm signature and notarization requirements for their state and transaction type.
Purchase agreement, seller disclosures, mortgage commitment, county recording forms, identification, and proof of funds to present at closing.
Clear guidance on who signs where, acceptable signature methods, notary needs, and whether electronic signatures meet legal requirements.
Inspection period, loan contingency deadlines, title cure windows, closing date, and funds delivery timelines with explicit date rules.
Notes on state-specific witness and notary rules, recording requirements, and unique disclosure obligations that affect form completion.
W-9 for settlement agents, payoff statements, mortgage payoff authorizations, and any HOA transfer documents commonly required at closing.
Recommendations for retaining executed documents, digital copies, and audit trails consistent with IRS and state recordkeeping norms.
| Field | Configuration |
|---|---|
| Document Upload | PDF or DOCX; ensure final executed copy is flattened |
| Signer Order | Sequential or parallel routing per transaction needs |
| Authentication | Email link plus SMS code or KBA for higher assurance |
| Audit Trail | Enable timestamps, IP logs, and certificate of completion |
Choose a platform that supports required file formats, preserves an audit trail, and can meet any HIPAA or lender-specific compliance needs.
Date by which buyer must deliver deposit per contract
Last day to accept repairs or cancel under inspection contingency
Lender must issue commitment by this date
Scheduled date for recording and fund transfer
County recording window for deed and mortgage documents
Confirm acceptable ID forms and have originals available for notary
Sign before a commissioned notary; notary completes acknowledgement
If permitted, use RON with identity-proofing and recorded session
Gather the required number of witnesses when state law mandates
Ensure notary records the act in their official journal
Confirm the county accepts electronic submissions or needs originals
Arrange delivery of originals to title after notarization
Keep timestamps, IPs, and authentication records for disputes
Tim Martin, Founder at Martin Properties streamlined remote closings for mobile clients.
Kodi-Marie Evans, Director of NetSuite Operations at Xerox improved integration-based signing across systems.