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When you open escrow, make sure you instruct the escrow officer to send a copy of the Preliminary Title Report (PTR) and Structural Pest Report and Certification to you for your file.
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When both the PTR and Pest Control Report are delivered, make sure you read them and familiarize yourself with any title or pest issues with the property you are selling.
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Make sure you turn in all paperwork to be initialed and filed in the open escrow file. The originating agent will keep the original file while the transaction is active and given to the main office after escrow is closed.
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Make copies for yourself and your personal file.
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Originals, when possible, are to be kept in the main office escrow file.
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The Sale Associate will schedule a minimum of weekly follow ups with escrow and the client.
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Every time you talk to anyone associated with the escrow, note the date and time in writing and keep a short log of the communication exchanges that occur. This is an important habit that will protect yourself and The Broker in the event of litigation.
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An accurate, comprehensive telephone log and journal of your activities relative to that file/client/listing/sale. Anytime you do anything relative to the file, you must make a journal entry in the file.
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A checklist and calendar of important information and deadlines.
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Copies of all correspondence, including emails to your client.
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Copies of all offers and counter-offers and contract addendum(s).
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Copies of all disclosures and reports and any other written information delivered to you or your client. Anytime your client receives a written document regarding the transaction, you must obtain a copy of that document for your file.
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Your files are a record of every event relative to your client and or sale/listing. You must maintain a neat and orderly file on every file with whom you work. All files are the property of The Broker and are to remain within Skyslope, The Brokers transaction management system.
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All closed files will remain with The Broker for storage for a minimum of five (5) years pursuant to the Laws of California, where upon they may be destroyed at The Broker discretion.
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All files (sales or listing contracts whether accepted or not) must be uploaded into The Broker paperless management system (Skyslope) within 5 days of execution. Any file added after this period of time constitutes a violation of The Broker Corporate Handbook and state laws.
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It is the policy of The Broker to have a completed file prior to the close of escrow. Should there be a valid reason why a Sale Associate can't complete his/her file by the close of escrow then it is the Sale Associate responsibility to communicate with The Broker why he/she hasn't completed their file, within our guidelines of our policies. It is the Sale Associate responsibility to complete their file in a timely, professional and ethical manner. Should the Sale Associate not complete their file and need The Broker to complete it, the commission then immediately reverts to a 50/50 split.