SELLER TRANSACTION WORKFLOW

From Listing Appointment → Closing Day
Internal Operational Guide – Palm Beach County

— PHASE 1 —

DAY 1

1 . Seller Onboarding

• Confirm property ownership (check public records).

• Confirm legal names (exact vesting).

• Ask:

  • Married?

  • Divorce pending?

  • Probate?

  • Trust?

  • LLC?

• Confirm all decision-makers.

2 . Mortgage & Financial Snapshot

• Request:

  • Current mortgage lender

  • Approximate payoff

  • HELOC?

  • Second mortgage?

• Estimate net sheet.

• Confirm seller understands realistic pricing.

3 . HOA / Condo Info

• HOA name + contact

• Monthly dues

• Special assessments?

• Rental restrictions?

• Approval process?

Send Link To Seller To Fill Out

Internal Onboarding:

— PHASE 2 —

PRE-LISTING PREPARATION

4 . Property Condition Review

• Pre-listing walk-through.

• Identify:

  • Deferred maintenance

  • Roof age

  • HVAC age

  • Water heater age

• Recommend:

  • Cleaning (optional)

  • Pre-inspection (optional)

  • Wind mitigation inspection (Florida value)

5 . Documentation Collection

Request from seller:

• Survey (if available)

• Prior title policy

• Utility providers

• Alarm codes

• Gate codes

• HOA docs

• Warranties

6 . Pricing & Strategy

• CMA prepared.

• Pricing discussion.

• Marketing timeline.

• Photography scheduled.

— PHASE 3 —

LISTING ACTIVE

7 . MLS Entry

• Accurate data entry.

• Upload disclosures.

• Verify square footage source.

• Confirm showing instructions.

• Upload listing to Isabel-Leo Group website.

8 . Showing Management

• Confirm lockbox installed.

• Confirm seller prep standards.

• Feedback tracking.

• Weekly seller updates.

— PHASE 4 —

OFFER RECEIVED

9 . Offer Analysis

Review:

• Purchase price

• Financing type

• Down payment

• Inspection period

• Escrow amount

• Closing timeline

• Contingencies

• Buyer strength

Present net sheet comparison.

— PHASE 5 —

CONTRACT EXECUTED

Now the clock starts.

10 . Immediate Post-Contract Actions

• Deliver executed contract to:

  • Title company

  • Seller

  • Brokerage file

• Calendar:

  • Inspection period end

  • Financing contingency

  • Appraisal

  • Closing date

• Confirm escrow deposited.

— PHASE 6 —

INSPECTION PERIOD

Inspection Coordination

• Schedule access.

• Prepare seller:

  • Lights on

  • Utilities on

  • Attic accessible

• Review buyer repair request.

• Negotiate repairs or credits.

• Obtain signed addendum.

If repairs agreed:

• Schedule licensed vendors.

• Keep invoices.

Calendar inspection expiration carefully.

— PHASE 7 —

APPRAISAL

Appraisal Management

• Confirm access scheduled.

• Prepare property:

  • Clean

  • Repair list ready

  • Comparable sales available

• If low appraisal:

  • Provide comps

  • Renegotiate

  • Adjust price if necessary

— PHASE 8 —

TITLE & LIEN CLEARANCE

Title Coordination

Title company will:

• Order title search

• Order mortgage payoff

• Order HOA estoppel

Your job:

• Confirm payoff ordered early.

• Confirm no open permits.

• Confirm no code violations.

• Confirm HOA estoppel received.

Palm Beach County delays often happen here.

— PHASE 9 —

FINANCING CONTINGENCY MONITORING

Track Buyer Financing

• Confirm buyer loan progressing.

• Confirm appraisal cleared.

• Confirm financing approval issued before contingency expires.

Never let financing expire silently.

— PHASE 10 —

PRE-CLOSING PREP

Utilities

• Seller keeps utilities on through walk-through.

• Schedule shut-off for day after closing.

Moving Coordination

• Confirm possession date.

• Confirm seller vacates by agreed time.

• Remove all debris.

— PHASE 11 —

SETTLEMENT REVIEW

Review Seller Settlement Statement

Verify:

• Mortgage payoff

• Commission

• Prorated taxes

• HOA prorations

• Estoppel charges

• Net proceeds

Confirm wiring instructions verbally.

Wire fraud warning always.

— PHASE 12 —

WALK-THROUGH

• Confirm property empty (unless agreed otherwise).

• Repairs completed.

• Fixtures remain.

• No damage.

— PHASE 13 —

CLOSING DAY

• Confirm documents signed.

• Confirm buyer funds received.

• Confirm deed recorded.

• Confirm seller proceeds wired.

• Confirm keys released after funding.

— PHASE 14 —

POST-CLOSING

• Update MLS to Closed.

• Deliver final docs to seller.

• Send thank-you.

• Request review/testimonial.

• Move listing to Sold on Isabel-Leo website

• Add seller to long-term database.