Oh my, isn't there a lot of communication and documents related to a real estate transaction!
At one time, I just kept the basics: listing/buyer's rep agreement,
contract, amendment and settlement statement. Now I keep everything in
every format I can and that has paid off.
Every email is saved in a folder with the clients name and closing
date, every document is saved to my hard drive with the clients name and
closing date plus printed and organized in a folder referencing the
transaction. That way, if something has been overlooked in one filing
system, it can be found in another. You know that no matter how diligent
you are, something is bound to get lost, misplaced or overlooked.
Yesterday, a client with whom I recently closed a transaction emailed
me that they found a roof leak and they specifically remember asking
that the rotted wood around the chimney be repaired but couldn't find
the receipt showing it had been and could I provide that to them. That
put me in a panic because I have been so busy I thought I had neglected
to follow up and get a copy of the receipt before closing and perhaps
the repair had never been made.
After scanning a folder of 145 emailed conversations and looking
through the folder of saved documents on my hard drive, I found the
email the buyer had sent me requesting a seller contribution toward
closing costs with an itemized list that included the roof repair and
the pdf of the amendment showing the agreed upon amount. Phew!
The buyer's response was "Thank you! That helps a lot."
It was a relief to confirm I had been doing my job well and that I
could assuage the buyers concerns that there had been a flaw in the
transaction.
Austin, Texas. Robin Scott, BROKER. Certified Residential Specialist, Accredited Buyer's Representative, Seller's Representative Specialist. 512.589.7988.
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