Realtor serving Bedford, Lynchburg, Roanoke, Forest and Smith Mountain Lake: Systems, Systems, Systems!

Systems, Systems, Systems!

Systems, Systems, Systems!

Inspired by Ben Kinney;s Brivity, Bob Stewart has created a new contest for Active Rain. The contest is about consistency, as a business owner I want all my clients to have the same experience. Systems are the best way to ensure all clients get the same experience. Creating clear procedures makes sure everyone knows the process and the steps that need to be completed.

The Witt Fogleman Real Estate Team has clear steps we take for every client transaction. After long discussions with our closing coordinator, she prefers the old fashioned method of a paper check sheet. So each transaction (new listings, buyer contract, listing sale, rental application/ lease) has an elaborate set of steps she does. Needless to say, her top responsibility is to communicate these steps to the client and all parties involved. I get a morning update and if anything issues arise during the day, she will advise me.

One of our closing coordinator's most important tasks is to try to solve an issues before it becomes one. Mistakes happen, sometimes there is miscommunication, whatever the reason it is her job is to find them early and correct them.


Witt Fogleman Closing Action Plan -Buyer

  1. Ratified Contract
  2. Submit escrow check to KW Lynchburg
  3. Home Inspection
  4. Agreed Home Repairs Completed
  5. Contact Lender and submit contract to Lender
  6. Full loan application complete
  7. Appraisal
  8. Results of Appraisal (One week following appraisal)
  9. Determine closing location, schedule closing, submit contract to closer
  10. Check with buyer for insurance policy.
  11. Seller order deed prep
  12. Follow up with lender week 2
  13. Follow up with lender week 3
  14. Check in with buyer-
  15. Discus with buyer Insurance options.
  16. Follow up with lender week 4-if well test is required- find out lists of tests required
  17. Contact other agent
  18. Follow up with lender week 5
  19. Check in with Buyer
  20. Discuss utilities providers coordinate their transfer with other agent.
  21. Request results of termite – well and septic
  22. Follow up with lender week 6
  23. Follow up with other agent
  24. Select closing gift
  25. Walk through with buyer-secure keys for buyer
  26. Take picture of Buyers in front of house
  27. Attend closing
  28. Ask for referral
  29. Get buyers to fill out and sign satisfaction survey-Reference?
  30. Pick up Check and HUD from closing office



Scott Fogleman

Real Estae In Richmond

New Home Team

Lynchburg Luxury Homes


New Home Team

For new Homes or homes new to you!


Keller WilliamsRichmond, Lynchburg, Roanoke VA

Scott Fogleman is a Realtor serving Richmond VA, Lynchburg, VA, Roanoke,VA, and Smith Mountain Lake, VA. He is licensed in the state of Virginia.

Keller Williams



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Comment balloon 4 commentsScott Fogleman • September 26 2015 02:15PM


As a Keller Williams agent, I fully agree!  My "systems to sell" include a commitment sheet with my signature to my sellers outlining my marketing plan.  It is the same for all sellers (a few modifications now and then).  This keeps me on track and with weekly updates the sellers are totally in the loop and always know what to expect!  It works well for me!

Posted by Diane Lombardino (Keller Williams Realty of Jupiter) about 5 years ago

This is a great can be used as check list. Thanks for putting a lot of thoughts to make it stand out. Super!


Sam Shueh

Posted by Sam Shueh, mba, cdpe, reopro, pe ( (408) 425-1601) about 5 years ago

This is a very thorough check list for a Buyer and helps you stay organized when handling multiple transactions, Scott.

Posted by Sharon Alters, Realtor - Homes for Sale Fleming Island FL (Coldwell Banker Vanguard Realty - 904-673-2308) about 5 years ago

Scott, a very detailed list of what you do to get your client to closing.  Well done.

Posted by 1~Judi Barrett, BS Ed, Integrity Real Estate Services -IDABEL OK (Integrity Real Estate Services 118 SE AVE N, Idabel, OK 74745) about 5 years ago