Feature · Document chasing
The payoff letter keeps getting asked for, so your team doesn’t have to
Every closing waits on paperwork from someone else: a payoff letter from the lender, a resale certificate from the HOA, a photo ID from the buyer. Add what the file is waiting on and who sends it. Closing Desk emails the request, then a polite reminder every few business days until someone on your team marks it received.
Add what the file is waiting on
Pick from common items like payoff letter, HOA resale certificate, buyer or seller photo ID, insurance binder or survey, or type your own. Add the email address of the person sending it, and an optional short note. Up to 20 requests per file.
Choose how often to follow up
Every business day, every 2 or 3 business days, or once a week. Weekends and federal holidays are skipped, because that’s when lenders and HOA offices are closed. The first request goes out right away, or the next business morning if you untick “Email the request now.”
Reminders stop when it arrives
Click Received on the file and the reminders end. Stop ends them without marking anything received, and Chase again starts over. After six emails with no answer, the request is flagged on the file so someone can pick up the phone.
A short, plain email
It comes from your agency’s name and says what’s needed, for which property, and the scheduled closing date. Replies go to the person on your team who added the request. Each one is logged in the file’s history.
Easy for the recipient to stop
Every email has a “Stop these reminders” link and works with the unsubscribe button in Gmail and other mail apps. The file shows that they stopped them, so your team knows to call instead.
Good to know
- The note refuses account, loan and routing numbers. Reminder emails go outside your office, so they hold only what’s needed and for which property.
- Reminders don’t read your inbox. When the document arrives, someone on your team clicks Received.
- Closed files and sample files never send reminders.
- During the free trial, Closing Desk emails up to 30 people outside your team a day; anything over waits until the next day. Paid plans have no daily limit.
Try it on your own files
Included on every plan. Every plan starts with a 14-day free trial of Pro. No card needed.