Real estate closing document checklist for attorneys and closing teams
A closing date is fixed, but the documents behind it arrive on the client's schedule. The seller's payoff information, the buyer's insurance binder, the HOA documents, the trust certificate nobody mentioned until last week. Every late item becomes a scramble in the final days. This guide lists what is commonly collected from buyers and sellers and a simple way to gather it early.
A note on scope: FilesDue is a document-collection tool. It is not title, escrow, or closing software, and it does not move money. Requirements vary by state, lender, and title company, so build your list from the contract and the title commitment.
Documents from buyers
- Signed purchase contract and all addenda and amendments.
- Government-issued photo ID for each buyer who will sign.
- Proof of funds or loan pre-approval, and lender contact details if there is a mortgage.
- Homeowners insurance binder naming the lender, if required.
- Inspection reports and any repair agreements that came out of them.
- Entity or trust documents if buying through an LLC or trust — formation documents, operating agreement or trust certificate, and proof of signing authority.
Documents from sellers
- Signed purchase contract and all addenda.
- Government-issued photo ID for each seller who will sign.
- Current deed or prior owner's title policy, if the seller has it.
- Mortgage and home equity loan information so payoff statements can be ordered.
- HOA or condo documents and management company contact details, if applicable.
- Recent property tax bill and utility account information for prorations and transfers.
- Permits, certificates, and survey, if the seller has them, especially for recent renovations.
- Estate or trust documents if the property is sold by an executor or trustee — for example, letters testamentary or a trust certificate.
- Divorce decree or power of attorney, if either affects who can sign.
A note on wire instructions
Wire fraud targets real estate closings. Whatever tool you use to collect documents, tell clients that your wire instructions will never change by email, and have them confirm any wire instructions by phone with a number they already know, not one in an email. Do the same on your side before sending funds.
Why closing documents arrive late
- Clients don't know what applies to them. A seller doesn't realize the trust that holds title needs its own paperwork.
- Several parties hold pieces — the lender, the HOA, the insurance agent, the prior attorney.
- Requests go out late. If the list goes out after the title commitment comes back, there is little slack left.
- Email threads multiply across buyer, seller, agents, and lender, and attachments get lost.
A simple process for each closing
- Send a request to each client as soon as the contract is signed, with a due date well before closing.
- Start from a standard buyer or seller list and remove what clearly doesn't apply.
- Mark conditional items optional (HOA, entity, estate documents) so clients can mark them N/A.
- Add items as the title commitment raises requirements, then let reminders carry the follow-up.
- Review uploads as they arrive and send back anything incomplete right away.
How FilesDue handles this
FilesDue includes a Real estate closing template with: Purchase / sale contract; Photo ID; and optional items for Proof of funds / pre-approval, Title commitment / exception docs, HOA documents, Insurance binder, Wire instructions (verified), and Inspection reports. Rename, remove, or add items for each file — for example “Mortgage payoff information” for a seller or “Trust certificate” for a trust buyer.
Each client gets one link and uploads from a phone or computer with no account. Reminders go out on day 2, 5, and 9 after you create the request, then weekly, and each one lists only what is still missing and shows the due date if you set one. You get an email when the client uploads and when the request is complete. When it is complete, download a ZIP with a folder for each item.
Tips for closing teams
- Set the due date at least a week before closing, not on the closing date.
- Ask for full signed copies of contracts and addenda, every page, not just signature pages.
- Ask clients to upload as documents arrive instead of saving everything for the end.
- Keep an optional “Anything else about the property” item for surprises like old surveys or permits.
- Check your firm's confidentiality and information-security policies before using any third-party tool for client documents.
Frequently asked questions
Do clients need an account? No. They use the link you send. It is a long, unguessable link tied to that one request.
How many closings can I run at once? Solo ($15/mo) includes 25 active requests; Pro ($29/mo) has no limit on active requests. See pricing.
Do you have a checklist for mortgage borrowers? Yes. See the mortgage loan document checklist.
Collect closing documents with FilesDue — 14-day trial (card required; cancel before first charge) →