Start with the work your client needs
Ask about a complete closing or one part of the process: resort information, ownership transfer, or escrow coordination. Identify what you have already completed and what you want the closing team to handle. Service availability, charges, responsibilities, and completion conditions must be confirmed for the specific file.
Make the first handoff useful
The initial inquiry needs only your name, email, resort, and requested service. Use the optional note to identify yourself as the broker and give a short summary. Once the team confirms the file and document channel, organize the remaining details.
| Include in the agreed file | Why it helps |
|---|---|
| The exact ownership and parties | Matches the transaction to the right interest and people. |
| The agreed terms and who pays applicable charges | Keeps the scope and payment responsibilities visible. |
| Existing resort responses and their dates | Shows which information is confirmed and which may need an update. |
| Reservations, first use, and known deadlines | Makes timing-sensitive questions easier to identify. |
| Open items with a named contact | Gives each follow-up a clear next step. |
Keep confirmed facts and open questions visible
A concise handoff identifies the source of each important fact. For example, distinguish a seller’s reported balance from a dated resort response, and a target closing date from a confirmed resort milestone. Flag discrepancies for the appropriate party to resolve.
Coordinate expectations with your closing contact
Ask who will handle the file, which milestones apply, how outstanding items will be communicated, and what will establish completion. Natalia is the published main closing contact. A website inquiry starts a scope review; it does not itself open escrow or confirm that a closing has been accepted.
Managing more than one transaction?
Identify each resort and ownership separately, even when the same client is involved. Ask the team how to organize the accepted work and keep file references with every follow-up. Confirm charges and dependencies for each interest.
A useful note for your next handoff
The Closing Brief is a monthly email with practical closing preparation, resort-information, and handoff guidance. Choose the broker perspective when you subscribe. Newsletter signup is optional and separate from a service inquiry.