The Five Phone Calls That Keep Every Transaction Moving | At Debbie's Closing Table
Drawing on more than 30 years of Florida real estate experience, Debbie Rice shares two recent closing lessons and explains why five simple phone calls can make all the difference in keeping a transaction on track.
8/17/20265 min read
At Debbie's Closing Table is an ongoing series where Debbie Rice shares practical lessons, real-world stories, and insights gained from more than 30 years in Florida real estate.
Two Transactions. Two Missed Emails. One Important Lesson.
Sometimes the best lessons come from the transactions that remind you why follow-up matters.
Over the past two weeks, I had two completely different transactions that reinforced something I've learned throughout my years in real estate and closings:
Sending an email doesn't necessarily mean the task is complete.
Sometimes you have to pick up the phone.
And sometimes, that phone call is what keeps a small oversight from becoming a much bigger problem.
Transaction #1: The Missing HOA Estoppel
In the first transaction, an HOA estoppel had been requested by email.
The request was sent.
But the HOA missed the email.
When we reviewed the file, we noticed that the estoppel had not been received.
Rather than simply sending another email and waiting, I picked up the phone.
A quick call brought the missed request to the HOA's attention, and we were able to get it moving.
It wasn't a crisis. It wasn't a complicated problem.
But if no one had noticed that the estoppel was missing, it could have become a much bigger issue as the closing date approached.
Transaction #2: The Missing Broker Disbursement Instructions
Two weeks later, on a completely different transaction, another email had been sent—but something still wasn't right.
The broker's disbursement instructions had been emailed to the title company.
When we reviewed the disbursement, we noticed that the instructions had been missed.
Once again, I picked up the phone.
A quick call got the issue addressed.
Again, it was a relatively simple problem to correct because we caught it early.
And once again, it reminded me why reviewing the transaction isn't just about checking whether an email was sent.
You have to make sure the requested action actually happened.
Then:
So, What Are the Five Phone Calls That Keep a Transaction Moving?
After years of working with buyers, sellers, Realtors, lenders, title companies, HOAs, and other professionals involved in a closing, I've learned that there are certain conversations that can make a big difference.
Here are five calls that can help keep a transaction on track.
1. The Title or Closing Company Call
The title or closing company is at the center of many of the final pieces of a transaction.
A quick check-in can help answer important questions:
Has the file been opened?
Has the contract been received?
Are all required documents in?
Is title work complete?
Are there outstanding title issues?
Have payoffs been requested?
Are there documents still needed?
Is everything still on track for the scheduled closing?
A transaction can look fine on paper while an important item is sitting unnoticed in someone's inbox.
Sometimes the phone call is what uncovers it.
📞 From Debbie's Closing Table
This is exactly what happened with the HOA estoppel in one of my recent transactions.
The request had been sent, but the HOA had missed it.
The file review caught the missing item.
The phone call got it moving.
That's why professional transaction coordination isn't just about tracking deadlines. It's about following up, reviewing what comes back, and noticing when something doesn't look right.
2. The Lender Call
For a financed transaction, the lender is another critical piece of the puzzle.
The transaction coordinator isn't managing the loan, but we do need to know whether the financing timeline is still compatible with the contract timeline.
A lender check-in may help clarify:
Has the appraisal been completed?
Is the loan in underwriting?
Are there outstanding conditions?
Is the buyer missing anything?
Is the lender still on schedule?
Is there anything that could affect the closing date?
The goal isn't to interfere with the lender's process.
It's simply to know where the transaction stands.
Because finding out about a financing issue three days before closing is very different from finding out three weeks before closing.
3. The Buyer's Agent Call
Sometimes an email doesn't give you the complete picture.
A quick conversation with the buyer's agent can help determine whether everything on the buyer's side is progressing.
Are inspections complete?
Are repair negotiations finished?
Is the buyer working with the lender on outstanding items?
Is insurance in place?
Has the buyer scheduled the final walkthrough?
Is everyone still comfortable with the closing date?
Sometimes a five-minute conversation can answer questions that might otherwise take ten emails to resolve.
4. The Seller's Agent Call
The seller's side has its own moving parts.
Depending on the transaction, there may be:
Seller documents
Payoff information
HOA or condo requirements
Repairs
Property-related issues
Closing arrangements
Outstanding title requirements
Other documents requested by the closing company
The goal isn't for the transaction coordinator to do the agent's job.
The goal is to make sure everyone understands what is still outstanding, who is responsible, and when it needs to be completed.
5. The Closing-Day Confirmation Call
Then comes the call everyone wants to be able to answer with a confident:
"Yes, we're ready."
As closing approaches, it's important to confirm that the major pieces are coming together.
Are the final documents ready?
Are the parties prepared to sign?
Are there outstanding items?
Are the figures being finalized?
Are there any title or lender issues?
Is everyone clear on the closing arrangements?
The goal is simple:
No unnecessary surprises.
Of course, real estate transactions don't always cooperate.
Things happen.
A lender may need another document.
A title issue may appear.
A payoff may be delayed.
A document may be missing.
An HOA may not respond.
That's real estate.
But the earlier an issue is identified, the more time everyone has to solve it.
Sending the Email Is Only the Beginning
Technology has made transaction coordination easier in many ways.
We have email, electronic signatures, transaction management platforms, digital document storage, and countless other tools.
And I use those tools every day.
But after decades in real estate and closings, I've learned something:
Technology doesn't replace communication.
Sometimes the email wasn't seen.
Sometimes the request was misunderstood.
Sometimes someone thought someone else was handling it.
And sometimes everything was done correctly—but nobody updated the file.
That's why I don't just want to know:
"Was the email sent?"
I want to know:
Was it received?
Was it handled?
Was the requested action completed?
And does the file reflect that it was completed?
The Goal Isn't More Phone Calls. It's Fewer Surprises.
A good transaction coordinator isn't making phone calls just to check a box.
Every call should have a purpose.
What are we waiting for?
Who is responsible?
What is the deadline?
Has it actually been completed?
And are we still on track to close?
Those questions can help keep everyone moving in the same direction.
And when the transaction reaches the closing table without unnecessary surprises, that's the real goal.
A smooth closing may look effortless to the client.
But behind that smooth closing is often a lot of communication, follow-up, organization, and attention to detail.
And sometimes, it all starts with simply picking up the phone.
Need help keeping your next transaction on track?
Learn more about Star Closers Transaction Coordination Services and see how we help Florida Realtors stay organized from contract to closing.
At Debbie's Closing Table
Every transaction is different.
Some are straightforward.
Some are complicated.
And some have a way of reminding you why experience, organization, and follow-up matter.
The two transactions I mentioned are good examples.
Two different transactions. Two different missed emails. Two simple phone calls that helped get things back on track.
The lesson isn't that emails don't work.
Of course they do.
The lesson is that sending something is not the same as knowing it was received and completed.
That's why transaction coordination isn't just about putting deadlines on a calendar.
It's about watching the transaction.
Following up.
Asking questions.
Reviewing what comes back.
And recognizing when something doesn't look right.
Because the best closing problems are often the ones you catch before they become problems.
That's what happens at Debbie's Closing Table.
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