9 tips for a smooth closing: real estate advice for buyers and sellers

Navigating the complexities of real estate transactions can be daunting, but with the right advice, buyers and sellers can ensure a smooth closing process. This article breaks down crucial steps and includes expert insights to guide you through the journey. From initial walk-throughs to final inspections, these actionable tips are designed to help you stay organized and proactive every step of the way.

  • Take Photos During Initial Walk-Through
  • Schedule Utilities Transfer in Advance
  • Gather Documents a Week Before Closing
  • Create WhatsApp Group for Key Parties
  • Prepare Detailed Closing Checklist
  • Do Double Inspections Before Closing
  • Provide Detailed Utility Transfer Guide
  • Ensure Proactive Planning and Communication
  • Stay Organized and Responsive

Take Photos During Initial Walk-Through

After flipping over 100 houses, I’ve found that taking photos during the initial walk-through and comparing them to the final walk-through helps prevent any disputes about property condition or completed repairs. Recently, these photo comparisons helped us quickly verify that all agreed-upon repairs from a home inspection were properly completed, making our closing process smooth and worry-free. I also maintain a relationship with a handyman who can make last-minute fixes if needed—this has saved several closings when minor issues popped up during final walk-throughs.

Ryan Whitcher, Founder & CEO, Harmony Home Buyers

Schedule Utilities Transfer in Advance

Having closed numerous properties in LA County, I’ve found that scheduling utilities transfer a week in advance and documenting it in writing prevents those dreaded last-minute scrambles. Just last week, this strategy helped one of my clients avoid a potential delay when the water company had mixed up their transfer date. I also create a simple one-page closing timeline with all important dates and contacts, which I share with everyone involved—it’s amazing how this small step keeps everyone aligned and calm.

Do Duong, Founder, Fair Sale Homes

Gather Documents a Week Before Closing

I’ve found that gathering all necessary documents a week before closing and sharing them with the title company makes everything run smoother. Just last week, we avoided a delay because I had already collected and organized everything from HOA certificates to repair receipts in a digital folder that everyone could access. I make it a habit to personally call all parties involved (title company, seller, buyer’s agent) two days before closing to confirm we’re all on the same page.

Hunter Lipski, Founder, Pro Home Buyer Solutions

Create WhatsApp Group for Key Parties

With 147 properties under my belt, I’ve learned that communication is everything during the closing process, so I create a WhatsApp group with all key parties involved—buyer, seller, agents, and title company. Last month, when we had a last-minute repair issue, everyone was instantly informed and could quickly coordinate solutions through the group chat. I also maintain a digital folder with copies of every document, sharing access with all parties involved, which has saved us countless times when someone needs to quickly reference something during the final walkthrough or closing.

Carter Crowley, Owner, CB Home Solutions

Prepare Detailed Closing Checklist

One unique thing I did to make the final walkthrough and closing process as smooth as possible was to prepare a detailed “closing checklist” for my clients. This checklist outlined the necessary steps for the final walkthrough and also helped keep both the buyers and sellers on track. I provided them with a clear list of items to inspect during the walkthrough like everything from checking that appliances were in working order to confirming that all agreed-upon repairs had been completed.

I also made sure they understood the timing of key closing activities, such as signing documents and transferring utilities, so there were no surprises at the last minute.

To ensure a successful and stress-free closing, I stayed in close communication with all parties involved, whether it was the lender, title company, or attorneys, to ensure everything was on schedule. I proactively addressed any potential issues or concerns that could delay the process, such as reviewing the closing disclosure ahead of time to ensure there were no discrepancies.

On the day of closing, I made sure my clients knew exactly where to go, what to bring, and what to expect. By staying organized, anticipating challenges, and being present every step of the way, I was able to help my clients have a smooth closing experience, making sure they felt confident and excited as they finalized the purchase of their new home.

J.D. Songstad, Realtor, MrWestside Real Estate

Do Double Inspections Before Closing

I recently started doing double inspections—one two weeks before closing and another right before the final walkthrough—which has saved me from so many last-minute surprises. Last month, this approach helped me catch a minor plumbing leak early enough to fix it without delaying our closing timeline. I always keep a shared Google Doc with my checklist that both the buyer and seller can access, making sure everyone stays on the same page about what needs attention.

Jeremy Schooler, Real Estate Investor, Kitsap Home Pro

Provide Detailed Utility Transfer Guide

I’ve learned that providing a detailed utility transfer guide to buyers makes the final process much smoother. Just recently, we created a simple spreadsheet tracking all inspection items, repairs, and utility transfer dates, which helped everyone stay on the same page during a complicated probate sale. I make it a point to personally walk through the property with buyers a week before closing, taking notes and photos to ensure we’re all aligned on expectations.

Darcy Turner, Founder, Investor Home Buyers

Ensure Proactive Planning and Communication

Proactive planning, transparent communication, and meticulous attention to detail are necessary to guarantee a seamless closing and final walkthrough process. Here are some crucial tactics and actions I’ve taken that may be relevant to your real estate knowledge:

Long before the closing date, I make sure that all parties (buyers, sellers, brokers, and closing specialists) are on the same page. Unexpected incidents during the last walkthrough and closing are avoided with clear, early communication.

I take the following actions to guarantee a smooth and successful closing: If the contract calls for repairs, I verify with the contractor and obtain receipts that they were made in accordance with the agreement. In order to identify and fix any remaining problems, I arrange a pre-walkthrough examination. Additionally, I make sure that all required documents such as title certificates, loan approvals, and insurance proof are exact and comprehensive. To make sure nothing is missed, I create a closing checklist for both buyers and sellers. I provide the buyers a list of things to examine, such as plumbing, HVAC, and appliances. I go with buyers on the walkthrough to address any queries and concerns they may have right away.

Additionally, I always have a strategy in place for dealing with unforeseen circumstances, including escrow holdbacks for unsolved issues. To make the day more special, I also give buyers and sellers a closing gift or a modest symbol of appreciation. In addition, I provide post-closing assistance for any further queries or worries.

Sebastian Jania, Real Estate Expert, Designer and Stager, Manitoba Property Buyers

Stay Organized and Responsive

To ensure a smooth final walkthrough and closing, I focused on being well-prepared and proactive. I made sure that all necessary repairs and tasks were completed before the walkthrough and confirmed that everything met the client’s expectations. I kept the lines of communication open with everyone involved, including the buyers, sellers, and any professionals assisting in the process, to ensure there were no misunderstandings.

During the final walkthrough, I was present to answer any questions and resolve any issues immediately. I also made sure all documents were ready and accurate ahead of time, so there were no delays at closing. By staying organized and responsive, I was able to keep the process moving forward without complications, which helped make the entire experience smooth and stress-free for everyone involved.

John Gluch, Owner, Gluch Group

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