By Jana, Client Experience Manager at Gasbarro Law
One of the first questions new clients ask is:
“What happens after I hire your office?”
It’s a great question.
Buying, selling, or refinancing a home is exciting, but it also involves deadlines, legal documents, financial coordination, and communication between several different people. Our goal is to make the legal process feel organized and straightforward from the very beginning.
As the Client Coordinator, I’m often one of the first people you’ll hear from after choosing our office. This article will walk you through what happens next and introduce the team that will help guide your transaction to a successful closing.
Step 1: Opening Your File
Once you’ve chosen our office to represent you, we immediately begin opening your file.
This starts with collecting the information we’ll need throughout your transaction, including:
- Your legal name and contact information: phone, email, and mailing address
- Property information: street address or location of the property you are buying or selling
- Your Purchase and Sales Agreement or offer to purchase
- Information for your real estate agent, lender, or mortgage broker
- Your anticipated closing date and other important deadlines
Our client intake forms are built directly into our representation letter, allowing us to gather the information we need while providing you with the details of our legal representation. This means you have a single document with everything in one place.
Early organization allows us to begin working on your file immediately instead of waiting until later in the transaction.
Step 2: What We’ll Cover During Your Welcome Call
One of the first things you can expect is a welcome call from our office.
While it may seem like a simple introduction, it’s actually an important part of helping your transaction get off to a smooth start.
During this conversation we’ll:
- Introduce ourselves
- Confirm your property and transaction details
- Provide instructions for your loan officer to send us their title order
- Review important dates
- Explain how our office works throughout the closing process
- Review the safest ways to send documents and funds
- Answer general questions
- Make sure you know exactly how to reach us moving forward
Many clients tell us this conversation helps remove much of the uncertainty that naturally comes with buying or selling a home.
Step 3: Coordinating Your Transaction
After your file is opened, our team begins coordinating with everyone involved in your transaction.
This may include:
- Your real estate agent
- The attorney representing the other party
- Your lender or mortgage broker
- Title examiners
- Municipal offices of the city/town in order to verify tax information and obtain the municipal lien certificate for closing
- Other professionals involved in the closing, such as surveyors for the plot plans/tape surveys
Much of the coordination happens behind the scenes. Know that our team is continually moving your file forward by gathering information, answering questions, requesting documents, and helping everyone stay on schedule for closing.
You might not even be aware we are using an 81-step custom checklist to coordinate your file, unless we’re letting you know we have an issue.
Step 4: Attorney Review and Legal Preparation
Our team carefully reviews all documents related to your transaction. Depending on the type of matter, this may include:
- Purchase and Sales Agreements
- Mortgage documents, such as lender title orders and preliminary loan estimate with fees
- Title examinations: title abstracts and exam reports
- Municipal tax information
- Condominium documents
- Recording requirements
- Other legal documentation
If we identify questions or potential issues, we’ll discuss them with you and explain your options before moving forward.
Unlike many title companies, every title examination performed through our office is personally reviewed by Attorney Philip W. Gasbarro. That attorney oversight helps identify legal concerns early and gives clients the confidence that important decisions are being reviewed by experienced legal counsel.
This is normally a level of attention reserved for large commercial transactions, but we offer this to every client for no additional charge!
Step 5: Keeping You Informed
Communication is one of the most important parts of a successful closing.
Throughout your transaction we’ll let you know:
- When we need signatures,
- When documents are ready,
- When important milestones have been reached
- If additional information is needed.
We encourage questions at every stage. You can call or email us at any time, and our paralegals and Attorney Gasbarro are available to answer questions for no additional charge.
(At some firms, the only time you’ll get a chance to speak with the attorney is for a few minutes at closing!)
We explain what matters, answer your questions, and help you feel confident throughout the process.
Most clients are surprised by how much coordination happens behind the scenes. Our job is to handle those moving pieces so you always know what’s happening next.
Who You’ll Hear From
One thing many new clients don’t realize is that a successful closing involves a team of professionals working together.
Here are some of the people you’ll likely hear from during your transaction.
Jana, Client Experience Manager
As your primary point of contact, I help coordinate your file, answer procedural questions, gather information, communicate with the other parties involved in your transaction, and make sure everything keeps moving toward your closing date.
Haylee Zinewicz, Corresponding Paralegal
Haylee assists with file preparation and client communication. She helps ensure the information needed throughout your transaction is collected accurately so your closing stays on schedule.
Desja Long, Drafting Paralegal
Desja prepares legal documents, manages file documentation, and supports the legal work that happens behind the scenes to keep your transaction organized and efficient.
Attorney Philip W. Gasbarro
Attorney Gasbarro provides legal advice, reviews title examinations and legal documents, resolves legal issues that arise during the transaction, and oversees your closing from beginning to end.
We Take Your Purchase Seriously
Some offices think that “title and settlement” is a mundane process of just typing up a deed and notarizing documents at the closing table.
We have a very different view. You’ll see from the start that we are hands-on and proactively involved.
When you hire us, you’re not looking for a “paper-pusher” to provide a commodity. You’re looking for hands-on professionals that are going to do their very best to help make your transaction a success.
If your transaction is easy and straightforward, your process will be seamless and simple. When unexpected things arise (which happens for at least 3 out of 5 clients), we are here to help and solve the issue.
Just like doctors, lawyers can’t guarantee results. However, what we can do is control the process we use.
We’ve put much time and focus into designing custom workflows and checklists. We also provide our staff with advanced training. Just like with doctors and hospitals, a highly-trained team using precisely-designed processes consistently gets the best results.
Frequently Asked Questions
How soon will someone contact me?
If you call during business hours, someone will speak with you immediately. Emails or messages outside of business hours receive a response by the next business day.
Our goal is to contact new clients as quickly as possible after we receive your signed representation agreement and transaction information.
What if I have questions before closing?
Our paralegals and Attorney Gasbarro are available to answer general questions, provide status updates, and other check-ins at any time free of charge.
Your closing is a major life milestone, no matter whether it is your first or tenth. We want you to have a successful closing, and that means being proactive and asking questions is a good idea!
Will I work directly with the attorney?
Yes. Our team handles much of the coordination required to keep your file moving efficiently, while Attorney Philip W. Gasbarro personally oversees the legal aspects of your transaction and is available whenever legal advice is needed.
Part of the benefit of a small office is that the paralegals are working side-by-side with the attorney. For routine questions, paralegals can get you the answers quickly. When things get complicated, they can quickly loop in the attorney. There are no levels of “bureaucratic formality” that slow things down!
You’re Never Left Wondering What’s Next
Buying or selling a home involves many moving parts, but you shouldn’t have to manage them alone.
From your first phone call through closing day, our team works together to coordinate the details, communicate clearly, and help make your transaction as smooth as possible.
Whether you’re purchasing your first home, refinancing, or selling a property you’ve owned for years, we’re here to guide you through every step with responsive communication, practical advice, and experienced legal oversight.