Transaction Flow After Acceptance: Timelines, Contingencies, and Task Management

Accepted Offer to Closing: The Working Timeline

Once an offer is accepted, the transaction shifts from negotiation to execution. Your job becomes timeline control: translating contract dates into scheduled tasks, confirming each party’s deliverables, documenting decisions, and removing contingencies only when the client is ready. A missed deadline can create default risk, loss of leverage in negotiations, or closing delays, so treat the contract like a project plan with hard milestones.

Build a Timeline View (Day 0 = Acceptance)

Start by creating a single “source of truth” timeline. Use the contract’s calendar days/business days rules and any addenda. If your market uses an escrow timeline, reconcile it with the contract and lender timelines.

Step-by-Step: Translate Contract Deadlines into a Task System

Use a task manager/CRM, spreadsheet, or transaction management platform. The tool matters less than the method: every deadline becomes (1) a task, (2) a reminder sequence, and (3) a follow-up loop with an owner.

1) Extract All Deadlines and “Trigger Events”

• Hard deadlines: deposit due, inspection contingency expiration, appraisal contingency expiration, financing contingency expiration, closing date, possession date.
• Soft deadlines: schedule inspections by X date, request repairs by X date, order appraisal by X date, HOA docs due, title objections due.
• Trigger events: “upon receipt of report,” “within X days of acceptance,” “within X days of lender request.”

2) Create Tasks with Owners, Inputs, and Outputs

Each task should state who does what and what “done” looks like.

Task: Schedule home inspection(s)  Owner: Agent  Due: Day 2  Inputs: access info, buyer availability  Output: confirmed appointment + inspector contact + fee paid/authorized

Task: Deposit delivered to escrow  Owner: Buyer/Agent  Due: Day 3  Inputs: wiring instructions  Output: escrow receipt saved to file

3) Add Reminder Cadence (Not Just One Reminder)

• For critical deadlines: reminders at T-7, T-3, T-1, and morning-of (adjust for short timelines).
• For third-party items (lender/HOA/title): reminders every 48–72 hours until received, with escalation steps.
• For client decision points: schedule a call/meeting 2–3 days before the deadline, not on the deadline.

4) Build Follow-Up Loops

Any task that depends on someone else should automatically create a follow-up task.

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• Example: “Appraisal ordered” → follow-up “Confirm appraisal appointment set” → follow-up “Confirm appraisal report ETA” → follow-up “Review value and conditions with client.”

5) Maintain a “Pending File Dashboard”

Keep a single view showing: next 3 deadlines, top 3 risks, and who owes what. Update it daily.

Key Milestones and How to Run Them

Earnest Money / Deposit: Preventable Problems

Deposit issues are common because they involve banking cutoffs, wiring fraud risk, and misunderstandings about “received” vs “sent.”

• Immediately after acceptance: confirm the exact due date/time, payee, and delivery method.
• Fraud prevention: instruct clients to verify wiring instructions via a known phone number (not an email reply). Document that you gave this instruction.
• Verification: do not mark complete until escrow/title confirms receipt and issues a receipt.

Inspection Scheduling and Reports

Inspections are both a discovery process and a leverage window. Your job is to get them done early enough to allow negotiation time before the contingency deadline.

• Day 0–1: confirm access method (lockbox, appointment, tenant notice), utilities on, and any special instructions (pets, alarms).
• Day 1–3: schedule general inspection and any specialists likely needed (roof, sewer scope, HVAC, structural, pest) based on property type and disclosures.
• Same day as inspection: confirm when the written report will be delivered and to whom.
• Upon receipt: summarize issues into categories: safety, major systems, water intrusion, deferred maintenance, and “nice-to-have.”

Repair Negotiations: Requests, Credits, and Documentation

Repair negotiations should be structured, specific, and tied to the inspection findings—without turning into an open-ended wish list.

• Prepare a repair request package: list items, attach report pages/photos, and propose a remedy (repair by licensed contractor, credit, or price adjustment).
• Set response expectations: propose a seller response date that still leaves time before contingency expiration.
• Confirm scope and proof: if seller agrees to repairs, specify who performs them, permits (if applicable), and receipts/invoices required.
• Re-inspection: schedule verification if repairs are material (plumbing leaks, electrical, roof, mold remediation).

Appraisal: Ordering, Access, Results

Appraisal timing depends on lender readiness. Delays often come from incomplete borrower documents or scheduling access.

• Order confirmation: ask the lender when the appraisal is ordered and the expected turnaround time.
• Access coordination: ensure the appraiser can access the property; confirm occupant/tenant notice requirements.
• Value outcome handling: if value is at/above price, document and proceed; if low, move into the low appraisal playbook (see below).

Title Review and HOA/Condo Documents

Title and HOA documents can reveal deal-stoppers late if not reviewed early: liens, easements, special assessments, rental restrictions, or unresolved permits.

• When prelim/commitment arrives: review vesting, legal description, exceptions, and any recorded liens.
• HOA package: confirm delivery date, review budget/reserves, rules, pending litigation, special assessments, and transfer fees.
• Escalate early: if something needs legal interpretation, advise the client to consult an attorney promptly (do not interpret legal consequences yourself).

Financing Milestones You Must Track

Even when the lender “has it,” your file needs checkpoints to prevent last-week surprises.

• Loan application submitted: confirm the lender has a complete file (income, assets, ID, authorization forms).
• Underwriting: ask for status and a list of outstanding conditions.
• Rate lock: confirm lock status and expiration date if relevant to closing date.
• Conditional approval: track each condition to completion (e.g., updated paystubs, LOE, insurance binder).
• Clear to close (CTC): confirm CTC date and signing/closing disclosure timing requirements.

Final Walk-Through and Closing Logistics

The final walk-through is a condition verification step, not a second inspection. It confirms the property is in the agreed condition, repairs are completed, and inclusions remain.

• Schedule: 24–72 hours before closing/recording (or per contract).
• Verify: agreed repairs completed, no new damage, appliances/inclusions present, property broom-clean, agreed occupancy/vacancy status.
• Closing logistics: confirm signing appointment, funds-to-close method and cutoff times, identification requirements, and key/possession plan.

Contingency Removal: Decision Points and Documentation

Contingencies are risk-management tools. Removing one is a client decision that should be made only after reviewing the relevant information and understanding the consequences. Your role is to present the decision point clearly, confirm the deadline, and document the client’s instruction.

Inspection Contingency Decision Point

• Inputs needed: inspection reports, repair agreement (if any), re-inspection results (if applicable).
• Client choices: remove contingency, negotiate repairs/credit, request extension, or cancel (if allowed).
• Agent actions: calendar the deadline, schedule a decision call 48–72 hours before, and ensure any extension is signed before the deadline.

Appraisal Contingency Decision Point

• Inputs needed: appraisal report/notice of value, lender guidance on loan terms at appraised value.
• Client choices: proceed, renegotiate price/credit, challenge appraisal (reconsideration of value), increase down payment, switch loan program (if feasible), or extend/cancel per contract.
• Agent actions: coordinate comps/supporting data with lender (as allowed), track renegotiation timelines, and document any addendum.

Financing Contingency Decision Point

• Inputs needed: lender status, outstanding conditions, estimated CTC date, closing disclosure timing.
• Client choices: remove contingency if comfortable, request extension, or cancel if financing cannot be obtained per contract terms.
• Agent actions: get written lender status updates, identify bottlenecks (documents, employment verification, appraisal, title), and escalate early.

When Issues Arise: Playbooks for Common Problems

Inspection Problems (Major Defects, Safety Issues, or Surprise Findings)

Handle inspection issues with a structured approach: clarify the problem, quantify the remedy, and keep the timeline intact.

• Step 1: Triage (same day): identify deal-critical items (foundation movement, active leaks, electrical hazards, mold, sewer line failure).
• Step 2: Get specialists/estimates (next 1–3 days): schedule licensed contractors for quotes; request written estimates.
• Step 3: Choose a negotiation strategy: repair request, credit, price reduction, or a combination.
• Step 4: Document precisely: scope of work, who performs it, permits, completion date, receipts, and re-inspection rights.
• Step 5: Protect deadlines: if you need time for quotes, request an extension before the inspection contingency expires.

Low Appraisal

A low appraisal is a numbers problem with contract implications. Move quickly because appraisal and financing deadlines often cluster.

• Step 1: Confirm the value and the lender’s options: how the loan changes at the appraised value.
• Step 2: Review the report for errors: wrong square footage, missed upgrades, incorrect comps, condition misstatements.
• Step 3: Decide on a path:
  • Renegotiate: request price reduction or seller credit (subject to lender rules).
  • Buyer brings cash: increase down payment to cover the gap.
  • Reconsideration of value: provide better comps and factual corrections through the lender’s process.
  • Change terms: adjust closing date, split the gap, or modify concessions.
• Step 4: Put it in writing: any change requires a signed addendum.

Financing Delays (Underwriting Conditions, Employment, Insurance, or Documentation)

Financing delays are usually process delays. Your job is to surface the blocker and align everyone on a revised plan before deadlines are missed.

• Step 1: Identify the blocker: missing documents, appraisal not received, title issue, insurance, verification of employment, bank statement sourcing.
• Step 2: Get a realistic timeline: ask the lender for “what you need” and “by when,” plus the earliest CTC date.
• Step 3: Communicate early to the other side: notify the listing side of status (without sharing confidential details) and propose an extension if needed.
• Step 4: Update your task system: new due dates, daily follow-ups, and escalation points.

Coordination with Escrow/Title/Lender to Prevent Last-Minute Surprises

Escrow/Title Coordination Checklist

• Opening package: confirm escrow is opened, parties’ contact info is correct, and contract/addenda are received.
• Deposit tracking: confirm receipt and note the date/time.
• Prelim/commitment timing: ask when it will be issued; set a follow-up if not received.
• Payoffs and liens: confirm seller payoffs are ordered early if applicable.
• HOA demands and transfer docs: order early; confirm fees and processing times.
• Signing logistics: confirm who signs where, ID requirements, remote/mobile notary options, and funding/recording cutoffs.

Lender Coordination Checklist

• Weekly minimum status update: more often in the last 10 days.
• Appraisal status: ordered date, appointment date, expected delivery date.
• Underwriting status: submitted date, conditional approval date, outstanding conditions list.
• Insurance: confirm buyer has shopped and can provide binder; verify any property requirements (roof age, claims history) early.
• Closing disclosure: confirm when it will be issued and any waiting period rules that affect signing.
• Clear to close: confirm CTC and funding expectations.

Communication Practices That Reduce Fire Drills

• One email thread per topic: “Appraisal scheduling,” “Repair addendum,” “Closing/signing.”
• Confirm by recap: after calls, send a brief written recap with next steps and dates.
• Never assume receipt: for critical items, request confirmation (e.g., “Please confirm received and in file”).

Daily Pending File Check Routine (10–15 Minutes per File)

Run this routine every business day for each pending transaction. The goal is to catch drift early: missing documents, unconfirmed appointments, or deadlines approaching without decisions.

1) Deadline Scan (Next 7 Days)

• What are the next three contract deadlines?
• Do we have the required inputs to make decisions before each deadline?
• Are any extensions needed? If yes, draft and send today.

2) Deposit and Escrow Health

• Deposit received? Receipt saved?
• Escrow has fully executed contract and all addenda?
• Any escrow requests outstanding (contact info, disclosures, wiring forms)?

3) Inspection Track

• Inspections scheduled and confirmed with access instructions?
• Reports received? If not, what is the ETA and who is responsible?
• Repair request drafted/sent? Seller response due date set?
• If repairs agreed: are invoices/receipts required and being collected?

4) Appraisal Track

• Appraisal ordered? Order date recorded?
• Appointment scheduled? Access confirmed?
• Report received? If low, is the chosen strategy underway with dates?

5) Title/HOA Track

• Prelim/commitment received and reviewed for red flags?
• HOA docs ordered/received? Any restrictions or assessments flagged for client review?
• Any title objections or required actions pending?

6) Financing Track

• Latest lender status: submitted to underwriting, conditional approval, conditions outstanding, expected CTC?
• Any borrower conditions due soon (documents, LOE, insurance binder)?
• Rate lock status and expiration (if applicable)?

7) Closing Readiness (Last 10 Days)

• Closing date still realistic? If not, extension drafted and negotiated early.
• Signing appointment scheduled? Location and ID requirements confirmed?
• Funds-to-close plan confirmed (wire/cashier’s check) and cutoff times known?
• Final walk-through scheduled and checklist prepared?
• Key/possession plan confirmed (when, where, and conditions)?

8) File Notes and Next Actions

• Update your dashboard: top 3 risks, next 3 deadlines, who owes what.
• Create or update follow-up tasks for any item not confirmed in writing.
• Send any needed recap emails today (especially after verbal updates).