Cameron White Homes
Transaction Coordinator Workflow & Communication Guide
Utah REPC · Builder Contracts · Dual Agency
SURV Real Estate · Broker: Cameron White
Purpose & How to Use This Guide
To My Transaction Coordinator
This guide governs every transaction I'm involved in — buyer-side, seller-side, and dual agency — under both the Utah REPC and Azure/builder contracts. Follow the deadlines to the day. When in doubt, communicate early and document everything. All written communications in this guide should go through me for approval before they are sent unless explicitly noted as TC-initiated. Scripts marked "TC sends" can go out under your name with my signature block.
Key contacts to populate: Title/Escrow Officer, Lender, Co-op Agent, Home Inspector, Appraiser, and Brokerage Compliance. A contact sheet template is at the end of this document.
Under Contract
Day 0–3 · Mutual execution through earnest money deposit
Due Diligence
Day 3–21 · Inspection, disclosure, financing application windows
Financing & Appraisal
Day 14–35 · Loan commitment, appraisal, conditions cleared
Closing
Day 35–45 · Final walk-through, docs, funding, recording
Utah REPC — Master Deadline Timeline
| Day / Trigger | Deadline / Action | Who Notifies | Recipients | Notes |
|---|---|---|---|---|
| Day 0 ME Date |
Mutual Execution Confirmed Open escrow with title company |
TC | Title Co Buyer Seller Lender Brokerage | Send executed contract to all parties. Open escrow immediately. Log ME date as Day 0 in your tracker. |
| Day 1–3 Critical | Earnest Money Due to Title Per REPC Section 8.1 |
TC | Buyer Title Co | Confirm exact amount and wire instructions. Send buyer wire instructions same day as ME. Verify receipt from title by end of Day 3. Failure to deliver = default risk. |
| Day 0–3 | Loan Application Initiated Buyer's obligation per financing addendum |
TC (reminder) | Buyer Lender | Confirm buyer has applied with lender. Request confirmation email from lender. Log in file. |
| Day 0–5 | Seller Disclosures Delivered SPCD, Lead Paint (pre-1978), HOA docs |
TC / Cameron | Buyer Co-op Agent | Seller must deliver SPCD within contractual deadline. Track receipt and signed acknowledgment from buyer. Utah law requires buyer acknowledgment. |
| Day 0–14 Inspect Window |
Inspection Period / Due Diligence Buyer's right to cancel per REPC Sec. 8.2 |
TC (schedule) | Buyer Seller Co-op Agent | Schedule inspection within first 5 days. Inspection window default is 14 calendar days unless negotiated otherwise. Buyer may cancel for any reason within this window. |
| Day 14 Critical | Inspection Objection Deadline Buyer must submit REPC Sec. 8.2 notice or waive |
Cameron | Seller Co-op Agent | If buyer has objections, Cameron submits written notice. No objection = buyer accepts property AS-IS for inspection purposes. TC: calendar this hard. |
| Day 14–18 | Seller Response to Inspection Objection | TC (receive) | Buyer Seller | Seller has 3–5 days to respond. If no agreement reached, buyer may cancel within their election period. Log all counter-proposals. |
| Day 7–14 | HOA / Title Commitment Received | TC | Buyer Co-op Agent | Order title commitment at ME. Review for liens, easements, judgments. Flag issues to Cameron immediately. |
| Day 21 Critical | Financing & Appraisal Deadline Buyer must have written loan commitment |
TC (verify) | Buyer Lender Co-op Agent | Request written loan commitment from lender by Day 18 to allow buffer. If commitment cannot be obtained, buyer must notify seller in writing or waive financing contingency. High liability — Cameron must review. |
| Day 14–28 | Appraisal Ordered & Completed | TC (coordinate) | Lender Buyer | Confirm lender has ordered appraisal. Request appraisal date. If appraisal comes in low, trigger Low Appraisal addendum protocol immediately. |
| Low Appraisal Trigger Event |
Low Appraisal Notice REPC Sec. 8.4 / Addendum |
Cameron | Buyer Seller Co-op Agent | Buyer has right to cancel if appraisal < purchase price (unless waived). Seller may reduce price, buyer may make up difference, or parties may negotiate. Must be resolved in writing. |
| Day 28–35 | Loan Conditions Cleared / CTC | TC | Lender Title Co Buyer | Request Clear to Close (CTC) from lender. Coordinate with title on closing disclosure timing. Confirm CD is delivered to buyer 3 business days before close. |
| Day 35–43 | Final Walk-Through | TC (schedule) | Buyer Seller Co-op Agent | Schedule 24–48 hours before closing. Confirm property condition matches contract. Any issues must be escalated to Cameron immediately. |
| 3 Business Days Before Close |
Closing Disclosure (CD) Delivered RESPA / TRID requirement |
Lender / Title | Buyer | TC: Confirm buyer acknowledges CD. Any last-minute fee changes require a new 3-day clock. Alert Cameron if CD numbers differ from LE. |
| Closing Day Critical | Sign, Fund & Record | TC | Title Co Buyer Seller Lender Brokerage | Confirm signing appointments. Verify funds wired. Confirm recording with county. Notify all parties of recording. Distribute commission disbursement authorization (CDA). |
| Post-Close Day 1–3 |
Post-Close Follow-Up Package | TC | Buyer Seller Brokerage | Deliver keys/access. Send post-close checklist to client. Upload all docs to compliance file. Submit commission paperwork to SURV. Request Google/Zillow review from client. |
Builder / Azure Builders — Contract Overlay
Azure Builders — TC Workflow Notes
| Trigger / Milestone | Action Required | Recipients | Notes |
|---|---|---|---|
| Contract Execution | Confirm builder-specific purchase agreement executed. Note: builder contracts often NOT REPC — review for missing contingencies. | Buyer Builder Lender | Buyers must understand builder contracts may waive standard buyer protections. Cameron must review all builder contracts before execution. |
| Design Center Appointment Critical | Typically 7–21 days post-contract. Buyer selects options/upgrades. Missing deadline may forfeit selection rights. | Buyer Builder | TC: calendar this immediately at contract. Confirm appointment in writing. Obtain signed upgrade list and cost confirmation. |
| Construction Milestones | Pre-Drywall, Framing, Final Inspection — buyer may have inspection rights at each stage per addendum | Buyer Builder | Request construction schedule at contract. Log each milestone. Schedule third-party inspector at pre-drywall if buyer requests. |
| Estimated Close Date Updates | Builder provides updated ETAs. Communicate to buyer and lender each time date shifts. | Buyer Lender Title Co | Rate lock coordination critical — alert lender 60 days before anticipated close so they can manage lock expiration. Document all date changes. |
| Certificate of Occupancy (CO) Critical | Builder must provide CO before closing. Confirm with municipality if needed. | Buyer Lender Title Co | No CO = cannot close. Alert Cameron if builder is pushing close without confirmed CO. |
| Final Walk-Through / Punch List | Schedule 5–7 days before close. Document all punch list items in writing with builder rep present. | Buyer Builder | Get punch list completion commitment in writing before closing. Do not let builder defer items to post-close without Cameron approval. |
| Warranty Documentation | Builder's warranty package delivered at or before closing | Buyer | Confirm buyer receives: structural warranty, systems warranty, appliance manuals, HOA docs, CO copy. Add to compliance file. |
Communication Scripts
📋 SCRIPT 1 — Under Contract Introduction (TC Sends · Day 0)
Subject: We're Under Contract — [Property Address] | Cameron White Homes
CC: Cameron White · cameron.a.white@gmail.com · SURV Real Estate
From: [TC Name], Transaction Coordinator | Cameron White Homes
Team,
We are pleased to confirm that the following transaction is now under contract. Please see the details below and begin your respective processes.
Property: [Full Address]
Purchase Price: [$]
Mutual Execution Date: [Date] (Day 0)
Earnest Money: [$] due to title by [Date — Day 3]
Financing Deadline: [Date — Day 21]
Inspection Deadline: [Date — Day 14]
Estimated Close: [Date]
Attached: Fully executed REPC and all addenda. I will be your point of contact for scheduling and document coordination. Cameron White is the listing/buyer's agent and will manage all negotiations.
Please confirm receipt and provide your file number / order number at your earliest convenience.
On behalf of Cameron White | Cameron White Homes | SURV Real Estate
DATA-DRIVEN. WHITE GLOVE.
🏠 SCRIPT 2 — Buyer Welcome & Next Steps (TC Sends · Day 0)
Subject: Congratulations! You're Under Contract — Here's What Happens Next
CC: Cameron White · cameron.a.white@gmail.com
Dear [Buyer Name],
Congratulations — your offer has been accepted and we are officially under contract on [Property Address]! Cameron and I are committed to a smooth, transparent process from here to closing.
Here is your immediate action list:
1. Earnest Money (Due by [Date]):
Please wire [$] to [Title Company Name]. Wire instructions are attached. Do NOT send via email from any other source — wire fraud is real. Call [Title Officer] at [Phone] to verify instructions before wiring.
2. Confirm with Your Lender (By [Date]):
Please formally apply for your mortgage if you haven't already, and send [Lender Name] all requested documents within 48 hours.
3. Schedule Your Inspection (By [Date]):
We recommend scheduling your home inspection within the first 5 days. Cameron or I can recommend inspectors. Your inspection window closes [Date].
Cameron will be in touch directly to discuss inspection findings and negotiate on your behalf. I'll keep you updated on every deadline. Do not hesitate to reach out with questions.
Cameron White Homes | SURV Real Estate
🔑 SCRIPT 3 — Seller Under Contract Notification (TC Sends · Day 0)
Subject: Your Home is Under Contract — Transaction Timeline & Next Steps
CC: Cameron White · cameron.a.white@gmail.com
Dear [Seller Name],
Excellent news — your property at [Address] is officially under contract as of [Date]. Here is what you need to know about the process ahead.
Your Immediate Obligations:
• Seller Property Condition Disclosure (SPCD) must be delivered to buyer by [Date] — Cameron is coordinating this
• Please do not make any significant changes to the property without notifying Cameron
• The buyer's inspection window runs through [Date] — please ensure reasonable access for inspectors
Key Dates:
• Buyer's Inspection Deadline: [Date]
• Financing Deadline: [Date]
• Estimated Closing: [Date]
Cameron will keep you updated at each milestone. The next communication from us will be after the inspection period regarding any buyer requests.
Cameron White Homes | SURV Real Estate
💰 SCRIPT 4 — Earnest Money Wire Reminder (TC Sends · Day 1)
Subject: URGENT — Earnest Money Wire Due [Date] | [Property Address]
Hi [Buyer Name],
This is a reminder that your earnest money deposit of [$] is due to [Title Company] by [Date and Time]. Failure to deliver earnest money on time may constitute a default under the REPC.
⚠ Wire Fraud Warning: Before wiring, call [Title Officer Name] directly at [Phone Number] to verbally confirm the wire instructions. Never wire money based solely on an email.
Once you have wired, please send me the wire confirmation receipt so I can document it in your file. Reply to this email or text Cameron directly if you have any questions.
🔍 SCRIPT 5 — Inspection Objection Notice (Cameron Sends · Day 10–14)
Subject: Notice of Inspection Objection — [Property Address]
Dear [Co-op Agent / Seller Name],
Per Section 8.2 of the REPC, Buyer is submitting a Notice of Inspection Objection regarding the property at [Address]. The objections are attached as the required REPC Addendum.
In summary, Buyer is requesting the following remedies: [Summarize items: repairs, credits, price reduction].
Seller has until [Date — 3 business days] to respond. If no response is received by that deadline, Buyer reserves the right to cancel the contract and receive a full refund of earnest money.
We look forward to a cooperative resolution. Please confirm receipt of this notice.
Utah License #: [License Number]
🏦 SCRIPT 6 — Financing Deadline Reminder (TC Sends · Day 17–18)
Subject: Loan Commitment Deadline Approaching — Action Required by [Date]
Hi [Lender Name / Buyer Name],
A reminder that per the REPC, the financing deadline for [Property Address] is [Date]. We need a written loan commitment from [Lender Name] on file no later than that date.
If a loan commitment cannot be obtained, Buyer must submit written notice to Seller by the deadline or the financing contingency may be deemed waived.
Please advise on loan status and confirm whether we are on track. If there are any delays or concerns, contact Cameron immediately at cameron.a.white@gmail.com.
🎉 SCRIPT 7 — Closing Coordination & Final Walk-Through (TC Sends · Day 35)
Subject: Closing Confirmation & Final Walk-Through — [Property Address]
Team,
We are approaching closing on [Property Address] scheduled for [Closing Date]. Please see the action items below:
Final Walk-Through: Scheduled for [Date & Time]. Seller: please ensure the property is in the agreed condition and all negotiated repairs are complete with receipts ready.
Signing Appointment: [Buyer Name] — please plan to sign at [Title Company] on [Date & Time]. Please bring a valid, government-issued photo ID.
Closing Funds: [Title Officer Name] will provide final cash-to-close figures. Wire funds 24 hours before closing if possible.
Seller Proceeds: [Title Officer Name] will send wire instructions for seller proceeds. Expect within 24 hours of recording.
Cameron will be available throughout closing day. Do not hesitate to reach out with any last-minute questions or concerns.
Cameron White Homes | SURV Real Estate
⭐ SCRIPT 8 — Post-Close Thank You & Review Request (Cameron / TC Sends · Day 1 Post-Close)
Subject: Congratulations on Your Closing! 🏡 — From Cameron White Homes
Dear [Client Name],
It is my pleasure to confirm that [Property Address] has officially recorded and your transaction is complete. [Congratulations on your new home! / Best wishes on your next chapter!]
It has been a privilege to serve you. At Cameron White Homes, our commitment to data-driven, white-glove service doesn't end at closing — we are here for you for any future real estate needs, market questions, or referrals.
If you found our service valuable, we would be deeply grateful for a brief Google or Zillow review — it takes just 2 minutes and makes a significant difference for our small business. [Insert Google Review Link]
Thank you for trusting us with one of the most significant financial decisions of your life. We look forward to staying connected.
Cameron White Homes | SURV Real Estate
cameron.a.white@gmail.com
DATA-DRIVEN. WHITE GLOVE.
🏗️ SCRIPT 9 — Builder Rate Lock Alert (TC Sends · 60 Days Before Estimated Close)
Subject: Rate Lock Coordination Required — [Property Address / Lot #]
Hi [Lender Name],
We wanted to flag that our builder, Azure Builders, has updated the estimated close date for [Buyer Name]'s property at [Address / Lot] to approximately [Date]. We are now approximately 60 days out.
Please review the current rate lock status and advise on the optimal locking strategy. Builder timelines can shift — please ensure we have contingency planning in place to avoid lock expiration issues.
Cameron is available to connect with you and the buyer together if needed. Please reply with your recommendation.
Compliance Checklists
Dual Agency & In-House Transaction Protocol
⚖️ Dual Agency — Non-Negotiables
Utah law requires written disclosure and consent when an agent represents both buyer and seller in the same transaction. Cameron's fiduciary duties shift to a limited agent role. The TC must ensure strict procedural compliance.
- Dual Agency Disclosure: Must be signed by BOTH buyer and seller before any offer is written. TC: confirm both signatures are in file before proceeding.
- Confidentiality: Do not share buyer's motivation, price ceiling, or timeline with seller — and vice versa. Cameron cannot advocate for either party's negotiating position.
- No Price Recommendations: Cameron cannot recommend an offer price or countering strategy for either party in dual agency. He can provide market data only.
- Brokerage Notification: Alert SURV brokerage of dual agency transaction immediately at contract. Some transactions may require designated agency — confirm with broker of record.
- Stagg Fiduciary Transactions: If the transaction involves Stagg Fiduciary Services, the fiduciary has independent legal obligations. Confirm all dual agency disclosures are approved by the fiduciary officer before proceeding.
| Step | Action | Recipients | Notes |
|---|---|---|---|
| Pre-Offer | Dual agency disclosure signed by buyer | Buyer | Must be signed BEFORE offer is written |
| Pre-Offer | Dual agency disclosure signed by seller | Seller | Must be signed BEFORE offer is presented |
| At Contract | Notify SURV brokerage of dual agency | Brokerage | Designated agency may apply — confirm with broker |
| Throughout | Maintain separate communication logs for buyer and seller | TC file | Do not cc both parties on the same negotiation emails |
| At Close | Submit dual agency disclosure to brokerage compliance | Brokerage | Required for compliance file — non-negotiable |
Transaction Party Contact Sheet
| Role | Name | Company | Phone | Notes | |
|---|---|---|---|---|---|
| Buyer | |||||
| Seller | |||||
| Co-op Agent | License # required | ||||
| Title Officer | Escrow # | ||||
| Loan Officer | NMLS # | ||||
| Home Inspector | |||||
| Appraiser | AMC or Direct | ||||
| Builder Rep | Azure Builders | If applicable | |||
| SURV Compliance | SURV Real Estate | ||||
| Cameron White | Cameron White | SURV Real Estate | cameron.a.white@gmail.com | Broker of Record |