The Closing Itself
What Realtors Should Send the Title Company on Day One
Direct answer
A realtor opens a Florida title file by sending the fully executed contract the day it is signed, with every addendum, a contact sheet, and the HOA or condo manager if there is one. A draft, a missing page, or a text that says you are under contract is not the file. The contact sheet names the buyer, the seller, both agents, the lender, and anyone who must sign who is not on the listing. Earnest money follows the contract. An association has 10 business days after it receives the estoppel request, not after the agent hits send. Time to Close Title starts the search from that packet and records the deed after funding on a sale we close. We do not release the deposit because one agent emailed.
Key takeaways
- Send the fully executed contract, including every addendum, the day it is signed.
- The contact sheet names both sides, both agents, the lender, and the association manager.
- The estoppel clock starts when the association receives the request, not when you email the title company.
- A realtor email does not release earnest money. The contract and a signed release do.
- Wiring instructions are confirmed by a call to (352) 792-1214, not by forwarding an email.
What is in the day-one packet?
The fully executed contract, every addendum, and a contact sheet. The contact sheet names the buyer, the seller, both agents, the lender's loan officer if there is a loan, and anyone who must sign who is not the person on the listing. Say the county where the land sits and the closing date in the contract. That date is a target until title, the loan, and municipal items are clear. Read how long a Florida closing takes.
If the property is in an association, send the management company's name and a working email. We send the estoppel request. The 10-business-day clock starts when the association receives it, not when you forward the contract. Read HOA and condo estoppels. The seller's own list, including the loan number, is in the seller checklist. Send what you already have. Do not wait for a perfect package.
| Include | Why the file needs it | What does not replace it |
|---|---|---|
| Fully executed contract and addenda | Opens the search | A draft, or a text that you are under contract |
| Contact sheet | We know who signs and who to call | One agent's cell number with no seller or lender |
| HOA or condo manager | We can send the estoppel request the same day | The listing's amenity list |
| Earnest-money facts | Amount, who holds it, and whether it is already in | A transfer screenshot with no contract |
| Known title facts | Spouse, trust, estate, divorce, tenant, or an extra loan | Waiting to mention them at the walkthrough |
What happens when a page is missing?
The search starts from the contract we actually have. A missing addendum can change who pays, the closing date, or whether a survey is required. We order a survey when the contract or the loan requires one. We do not survey the land. We order the municipal lien search on files we close. Tell us about a known code case or an open permit. We cannot clear a fact you have not sent.
A purchase with a mortgage usually takes 30 to 45 days. Cash can take 7 to 21 days when title is clear. The buyer's path is in first-time buyer steps. The holds that push the date are in why closings get delayed. A financed file still needs a Closing Disclosure at least three business days before signing. The lender issues that form. We send the title figures.
Same day
When the fully executed contract should reach the title company.
10 business days
HOA or condo estoppel after the association receives the request.
Call us
Wire instructions are confirmed at (352) 792-1214, not from a forwarded email.
What should the email not try to do?
It should not release earnest money. If the contract names Time to Close Title as the holder, we deposit the amount the contract states. If the deal dies, the contract and a release both sides sign control who gets the deposit. A realtor email that says to send it back is not that release. Read how earnest money is held.
It should not carry wiring instructions as if they were confirmed. Buyers and sellers call (352) 792-1214 and read wire fraud at a Florida closing. Who pays for title insurance is in the contract, not in an email custom. Read who pays. Commission wiring is a partner arrangement. This article does not calculate it. See realtor benefits.
Send the fully executed contract and every addendum
Include the county and the closing date the contract states.
Attach the contact sheet and the association manager
Buyer, seller, both agents, the lender, and a working HOA or condo email.
Flag every signer and every loan you already know
A spouse, a trust, an estate, a tenant, or a second mortgage. Do not save it for the walkthrough.
State the earnest-money facts
The amount, who holds it, and whether it has been deposited. Do not instruct a release in the same email.
Let title open the searches
We order the title search, the municipal search, and the estoppel. You do not have to order those yourself.
Frequently asked questions
Is a signed offer enough to open the file?
No. Send the fully executed contract, with every addendum. A draft or a text that the parties are under contract does not open the search.
Who orders the HOA estoppel?
We do, when you send the manager's name and a working email. The association has 10 business days after it receives the request. The clock does not start when you email the title company.
Should I paste wiring instructions into the contract email?
No. Buyers and sellers confirm wires by calling (352) 792-1214. An account number that arrived only by email is how closing wires are stolen.
What if I do not have the seller's payoff yet?
Send the contract anyway, and say the loan information is coming from the seller. A current statement beats last year's coupon. Do not wait until the week of signing to mention a second mortgage.
Does a cash contract change the packet?
You still send the executed contract, the contact sheet, and the association manager. Cash skips the lender and the Closing Disclosure. It does not skip the title search, payoffs, or the estoppel.
Can I release the earnest money by email?
No. If we hold the deposit, the contract and a release both sides sign control who receives it. One agent's email is not that release.
Where do I send the contract?
To Time to Close Title at (352) 792-1214 or contact us. The office is at 3087 Anderson Snow Road, Spring Hill, FL 34609. Send it the day it is signed, and name the county. Realtors can also see partner benefits.