Accepting an Offer Is a Major Milestone—But It's Not the Finish Line



Part of The Rover Method Library

Continue Through The Rover Method

✅ Determine Legal Authority

✅ Investigate the Estate

✅ Complete the Property Assessment

✅ Build Your Estate Transition Plan

✅ Coordinate Property Preparation

✅ Protect the Estate Before Offers Arrive

✅ Review Offers & Net Proceeds

🟩Navigate Escrow & Closing (Current Article)

Introduction

For many families, accepting an offer feels like reaching the finish line.

In reality...

It's often halftime.

A tremendous amount still happens between contract acceptance and the day funds are finally distributed.

This stage often involves attorneys, title companies, lenders, CPAs, trustees, personal representatives, and family members—sometimes spread across multiple states or even multiple countries.

Our role during this phase is to help keep everything organized, anticipate potential issues, and keep the transaction moving toward a successful closing.

Opening Escrow

Once an offer is accepted, escrow is opened with the title company.

The title company immediately begins gathering information and reviewing the property's history.

This process may uncover items such as:

• Existing loans
• Liens
• Judgments
• HOA balances
• Probate documentation requirements
• Trust documentation requirements
• Ownership concerns
• Missing information that could delay closing

Fortunately, many of these items can be addressed if discovered early enough.

Title Requirements Often Surprise Families

One of the most common surprises for families is learning that title companies require very specific documentation.

Depending on the situation, this may include:

• Certified death certificates
• Trust certifications
• Letters of Personal Representative
• Updated court paperwork
• Estate EIN information
• Probate bank account information

One requirement that frequently catches families off guard involves certified Letters of Personal Representative.

While Arizona courts do not require these documents to be re-certified every 60 days, most title companies have internal underwriting requirements that do.

As a result, title companies generally will not close the transaction unless updated certified documents—typically dated within 60 days of closing—have been provided.

We Help Coordinate Required Probate Documentation

Fortunately, our clients typically do not need to make additional trips to the courthouse themselves.

Whenever possible, we coordinate directly with the attorney's office to help obtain the updated certified documentation needed for closing.

Our goal is to remove as many unnecessary tasks from our clients' plates as possible during an already stressful time.

Out-of-State Families

Many of the families we help don't live in Arizona.

Some never return to Arizona during the entire process.

Fortunately, today's technology makes that much easier than many people realize.

Signing Documents Outside Arizona

Many families are surprised to learn that they typically do not need to travel back to Arizona to complete the sale.

Instead, the title company will usually arrange for a title-approved mobile notary to meet the signer at their home, office, or another convenient location.

The notary will:

• Coordinate the signing appointment
• Review the required documents for signature
• Properly notarize the documents
• Handle the overnight return of the signed package directly back to the title company

This process removes one more item from the family's already lengthy to-do list and helps ensure the documents are returned promptly and correctly.

Because original signatures are often required for certain closing documents, we generally encourage families to complete signing appointments as soon as possible once documents are available.

Signing Documents Outside the United States

International signings used to be much more complicated.

Years ago, many title companies relied heavily on embassy notarizations.

Today, many transactions can instead utilize:

Remote Online Notarization (RON)

This secure process allows documents to be signed through a live video session with identity verification and tamper-resistant electronic notarization.

For many families living abroad, this has dramatically simplified the closing process.

Additional Considerations for International Sellers

While many international transactions close smoothly, additional requirements may apply depending on the seller's citizenship and residency status.

We once worked with a probate seller who lived in another country and communicated primarily through their local attorney, who then coordinated with a U.S.-based attorney.

Situations like these often involve additional planning and timelines.

For sellers who are not U.S. citizens, additional tax identification requirements may apply.

Depending on the circumstances, title companies and tax professionals may require:

• An Employer Identification Number (EIN)
• An Individual Taxpayer Identification Number (ITIN)

In some situations, sellers may also be subject to withholding requirements under the Foreign Investment in Real Property Tax Act (FIRPTA).

FIRPTA can require a portion of the sale proceeds to be withheld at closing unless certain exemptions apply or the appropriate documentation has been provided.

Because FIRPTA rules can be complex and every situation is different, we strongly encourage international sellers to communicate with their attorney, CPA, and title company as early as possible in the process.

Identifying these issues early often prevents unnecessary delays and surprises near closing.

Probate Bank Accounts and EIN Numbers

Another common issue occurs when families wait too long to establish an estate or probate bank account.

Title companies cannot simply wire proceeds wherever a family requests.

The receiving account generally needs to align with the legal documentation associated with the estate and comply with any instructions provided by the attorney or court.

Establishing the appropriate banking arrangements early in the process can help avoid unnecessary delays near closing.

The Final Walkthrough

Before closing, buyers typically conduct a final walkthrough of the property.

This is their opportunity to confirm:

• Agreed repairs have been completed
• The property remains in substantially the same condition
• Included personal property remains at the home, such as refrigerators, washers, and dryers when included in the contract
• The property has been fully vacated if required

Fortunately, most walkthroughs go smoothly, but occasionally unexpected issues can arise.

One Family's Story

We once met with a gentleman who had traveled from Washington for only a few days after his sister passed away.

While sorting through her paperwork, the family discovered what appeared to be a legally prepared will stating that everything should be divided equally between two siblings.

Unfortunately, additional investigation revealed that the home's deed still included a former spouse with rights of survivorship.

The brother had already spent several thousand dollars of his own money on immediate property repairs, believing he would eventually be reimbursed through the estate.

Instead, ownership of the property likely passed outside of probate entirely.

To make matters even more difficult, the mortgage had fallen behind, and notifying the lender of the death did not stop the foreclosure process.

Situations like these are heartbreaking and serve as an important reminder that ownership, legal authority, and title matters should be verified as early as possible.

The Final Stretch

As closing approaches, there are often numerous moving pieces happening simultaneously:

• Final lender approval
• Title clearance
• Final utility coordination
• Final signatures
• Buyer walkthrough
• Wire instructions
• Closing disclosures
• Funding schedules

This is often the most stressful period because everyone simply wants to reach the finish line.

Fortunately, by this point, most of the heavy lifting has already been completed.

When Are Proceeds Distributed?

One of the most common questions families ask is:

"When do we receive the money?"

The answer depends on the specific circumstances of the estate.

In many transactions, proceeds are distributed by the title company shortly after the transaction records and funds.

However, probate matters can sometimes involve additional court requirements.

Depending on the directives of the attorney and the probate court, proceeds may:

• Be wired directly to the appropriate estate or probate bank account, or
• Be held by the attorney's office until additional probate administration steps have been completed.

Every probate file is unique.

For this reason, we work closely with the attorney, title company, and family to ensure everyone understands the expected process well before closing day.

One of the most important lessons we've learned is that clear communication regarding proceeds can help prevent unnecessary surprises and reduce stress for everyone involved.

Closing Day Often Brings Mixed Emotions

For many families, receiving the final closing confirmation brings relief.

But it can also bring sadness.

The sale of the home often represents much more than a real estate transaction.

It may represent the final chapter of settling a loved one's affairs, saying goodbye to a family home, or completing a journey that began many months earlier.

Every family's emotions are different.

And all of them are normal.

Our hope is that by the time closing day arrives, families feel informed, supported, and confident that they honored both their loved one and the decisions that needed to be made along the way.

The Rover Promise in Action

This final stage is often where our role as coordinators becomes most visible.

We work closely with title companies, attorneys, lenders, contractors, buyers, and families to help keep everyone informed and moving in the same direction.

Because our job isn't simply helping families accept an offer.

It's helping them successfully reach the closing table.

From Angela's Desk

One of the things I've learned over the years is that closing day often brings a mix of emotions.

Relief.

Sadness.

Gratitude.

Exhaustion.

Sometimes all of them at the same time.

For many families, the sale of the home represents the final chapter of a much larger journey.

That's why we try to remain mindful that while we're handling paperwork and timelines, our clients are often processing much more than a real estate transaction.

Our hope is that by the time closing day arrives, families feel supported, informed, and confident about the decisions they've made along the way.

About Angela Tauscher

Hi, I'm Angela Tauscher.

For years, my husband Jason and I have helped Arizona families navigate the real estate side of life's biggest transitions. We've worked alongside families facing probate, trust administration, downsizing, out-of-state moves, foreclosure timelines, deferred maintenance, insurance claims, and the many unexpected challenges that can arise when life suddenly changes.

The Rover Method grew out of those experiences. It's our commitment to providing clear guidance, practical solutions, and compassionate service every step of the way.

Whether you're ready to move forward today or simply have questions, we're always happy to be a resource.

Frequently Asked Questions

How long does it take to close an estate sale?

What documents does title usually require?

Can I sign documents if I live in another state?

What if I live outside the United States?

Do I need a probate bank account?

What is FIRPTA?

When are proceeds distributed?

What happens if title discovers a problem?