Accepted Offer to Closing: The Buyer-Agent Step-by-Step Checklist

1) Day Offer Is Accepted (Day 0)

  1. Confirm acceptance details
    • Verify final purchase price, closing date, possession, credits, repairs, included items, and all addenda are signed/dated.
    • Confirm all pages are initialed where required.
  2. Deliver executed contract to all parties
    • Email executed package to: buyer, listing agent, escrow, lender, TC (if used), and your broker file.
    • Save final PDF as “Executed Contract – [Address] – [Date].”
  3. Open escrow (or confirm escrow is open)
    • Confirm escrow officer/contact info.
    • Provide buyer’s vesting instructions (how buyer wants to take title: individual, joint tenancy, trust, etc.).
    • Provide buyer’s contact details for signing scheduling.
  4. Create the master timeline
    Track every deadline:

    • EMD due date
    • Inspection contingency deadline
    • Loan contingency deadline
    • Appraisal contingency deadline
    • HOA document review deadline (if HOA)
    • Final contingency removal date
    • Closing date
    • Final walk-through date
    • Add reminders 48 hours and 24 hours before each deadline.
  5. Confirm communication rules
    • Preferred method: text/email/calls.
    • Confirm who schedules inspections and access.
    • Set expectation: buyer must respond quickly to avoid missing deadlines.

2) Earnest Money Deposit (EMD) + Escrow Setup (Day 0–3 typically)

  1. Coordinate EMD delivery
    • Confirm exact amount and deadline in contract.
    • Provide escrow wiring instructions only after independently verifying (call escrow using known number).
    • Confirm buyer wires/delivers funds on time.
  2. Verify EMD receipt
    • Obtain written confirmation/receipt from escrow.
    • Send confirmation to buyer and keep in transaction file.
  3. Escrow file setup
    • Confirm escrow has:
      • executed contract
      • buyer contact info
      • agent commission instructions (if needed)
      • any credits/repair addenda
    • Confirm escrow orders prelim title report (if not already).

3) Disclosures + Document Review (Day 1–7)

  1. Request full disclosure package
    • TDS/SPQ, NHD, HOA docs, inspections, permits info, local disclosures, etc.
    • Confirm how disclosures are being delivered (ZipForms, Glide, DocuSign, etc.).
  2. Buyer disclosure review meeting
  • Go line-by-line through key disclosures with buyer:
    • known defects/material facts
    • repairs history
    • water intrusion, roof, foundation
    • additions/permits (unknown vs disclosed)
    • neighborhood nuisances
  • Recommend buyer consult professionals for legal/tax/contractor questions.
  1. Confirm buyer’s investigation plan
  • Decide inspections to order (home, pest, roof, sewer lateral, chimney, pool, foundation, HVAC).
  • If condo: HOA doc review priorities (reserves, litigation, special assessments, rental rules).

4) Inspections & Investigations (Usually Day 3–12)

  1. Schedule inspections
  • Coordinate with listing agent for access.
  • Confirm inspector availability within contingency window.
  • Attend inspections when appropriate (or have buyer attend).
  1. Prepare buyer for inspection day
  • Tell buyer what to look for:
    • roof age, drainage, grading
    • electrical panel type, wiring
    • plumbing supply lines, water heater
    • HVAC age/service
    • windows, moisture signs, cracks
  • Encourage photos and questions.
  1. Receive reports + summarize for buyer
  • Organize reports into:
    • Safety issues
    • Big-ticket items
    • Maintenance
    • Cosmetic
  • Flag “urgent” items: active leaks, mold indications, foundation movement, knob-and-tube, sewer issues.
  1. Get repair estimates when needed
  • Obtain contractor quotes (with seller access rules).
  • Use estimates to support repair requests/credits.
  1. Negotiate repairs/credits
  • Draft a clear request:
    • either specific repairs by licensed contractor or
    • seller credit (subject to lender limits) or
    • price reduction
  • Keep it simple: prioritize top 3–8 items.
  • Get all agreements in writing (repair request addendum).
  1. Confirm repair completion terms (if agreed)
  • Deadlines, receipts, reinspection rights, and who chooses contractor.
  • Require paid invoices if needed.

5) Title, HOA, and Property Condition Items (Parallel Track)

  1. Review prelim title report (when received)
  • Confirm:
    • correct legal description/APN
    • vesting matches seller
    • easements/encroachments
    • liens/judgments
    • CCRs and restrictions
  • If issues: escalate to escrow/title immediately.
  1. HOA document review (if applicable)
  • Ensure buyer receives:
    • CC&Rs, bylaws, rules
    • budget, reserve study, minutes
    • insurance summary
    • any litigation info
    • special assessments history
  • Red flags: low reserves, active lawsuits, deferred maintenance, major upcoming assessments.
  1. Insurance planning
  • Advise buyer to shop early (especially in CA).
  • Confirm insurer can bind coverage before closing.
  • For condos: confirm HOA master policy and buyer HO-6 needs.

6) Loan & Appraisal (Usually Day 1–21+ depending)

  1. Lender kickoff
  • Ensure lender has:
    • executed contract and addenda
    • buyer ID, income docs, asset statements
    • EMD proof
    • disclosure package (as required)
  1. Track underwriting milestones
  • Application submitted
  • Disclosures signed (Loan Estimate)
  • Underwriting conditions issued
  • Conditions cleared
  • “Clear to Close” target date
  1. Order appraisal
  • Confirm appraisal is ordered early.
  • Coordinate property access with listing agent.
  1. Appraisal result handling
  • If at/above value: proceed.
  • If low:
    • renegotiate price
    • buyer covers gap
    • challenge appraisal (data + comps)
    • change loan structure (if possible)
  • Put any agreement in writing (addendum).
  1. Monitor rate lock
  • Confirm lock expiration date vs closing date.
  • Encourage buyer to lock when appropriate (buyer/lender decision).
  1. Loan contingency decision
  • Before removing loan contingency, confirm:
    • underwriting is solid
    • major conditions satisfied
    • appraisal acceptable (if tied)
    • buyer comfortable with cash-to-close

7) Contingency Removals (Critical)

  1. Confirm buyer readiness before each removal
  • Inspection contingency: reports reviewed + negotiations resolved
  • Appraisal contingency: appraisal accepted or resolved
  • Loan contingency: lender confidence + underwriting progress
  1. Remove contingencies in writing
  • Use correct form(s) and deliver to listing agent.
  • Never assume “verbal removal” counts.
  1. If extensions are needed
  • Request extension before deadline.
  • Get signed addendum for new dates.
  • Update timeline reminders.

8) Closing Preparation (Final 7–10 Days)

  1. Confirm closing figures
  • Review Closing Disclosure (CD) with buyer when available:
    • purchase price, credits, prorations
    • lender fees, escrow/title fees
    • prepaid items (taxes/insurance)
  • Flag errors and request corrections early.
  1. Buyer cash-to-close planning
  • Confirm wire amount and deadline.
  • Emphasize wire fraud safety:
    • verify instructions by phone using known number
    • never trust emailed changes to wiring info
  1. Schedule signing appointment
  • Buyer signs with escrow/notary.
  • Confirm ID requirements and how funds will be delivered.
  1. Confirm utilities & services
  • Buyer plans utilities start (water/gas/electric/internet) effective on possession date.

9) Final Walk-Through (Usually 1–5 Days Before Closing)

  1. Schedule final walk-through
  • Coordinate access with listing agent.
  • Bring copy of repair addendum and receipts (if applicable).
  1. Walk-through checklist
  • Property condition same as acceptance
  • Repairs completed (if agreed)
  • No new damage
  • Included items present (appliances, fixtures)
  • Systems functioning (basic checks)
  • Seller has moved out per contract (unless rent-back)
  1. If problems found
  • Notify listing agent immediately.
  • Options:
    • escrow holdback (if allowed/negotiated)
    • credit
    • repair prior to close
    • delay closing (last resort)

10) Funding, Recording, and Closing Day

  1. Confirm lender funding
  • Lender sends funds to escrow.
  • Escrow confirms “loan docs received” + funding timeline.
  1. Recording
  • Title records the deed (county recording).
  • Escrow confirms: “Recorded” + provides recording info.
  1. Key delivery & possession
  • Follow contract:
    • keys at close OR
    • keys after rent-back period ends
  • Confirm garage remotes, access codes, mailbox keys, HOA fobs.

11) Post-Closing (After Close of Escrow)

  1. Send closing package to buyer
  • Final closing statement
  • Warranty info
  • HOA contacts (if applicable)
  • Home maintenance tips + vendor list (optional)
  1. Confirm buyer move-in items
  • Change locks/rekey
  • Set up utilities
  • File homeowner’s exemption (if applicable)
  • Set reminders for property tax dates
  1. Client care plan
  • 7-day check-in
  • 30-day check-in
  • 6-month check-in
  • Ask for review + referrals (once they’re settled)
  1. Close your brokerage file
  • Upload:
    • executed contract/addenda
    • disclosures receipts
    • contingency removals
    • inspection reports
    • escrow closing statement
  • Follow brokerage retention policy.

“Every Step” Add-Ons (If Applicable)

If the property is tenant-occupied

  • Review lease, deposits, estoppel (if used), rent roll
  • Confirm possession terms and local notice requirements
  • Ensure deposit transfer documentation at closing

If condo/HOA

  • Review reserves + litigation + special assessments
  • Confirm buyer’s lender HOA requirements
  • Confirm move-in fees/registration

If solar

  • Owned vs lease/PPA
  • Transfer paperwork and timelines (can delay closing)

If well/septic/rural

  • Specialty inspections + county requirements
  • Water quality tests (if desired)