Buyer Side

Buyer-Side Transaction Coordinator Workflow — The Villages

1. Pre-Contract Stage (Villages-Specific Prep)

• Confirm whether the property is VLS (Villages Listing Service) or MLS
  • Note: VLS listings often have different disclosures and offer instructions
• Pull District information for the property (1–14, plus newer areas like Eastport)
• Identify whether the home is in a CDD with a remaining bond
• Check Amenity Fee status (standard, legacy, or special circumstances)
• Confirm Deed Restrictions for the specific district
• Verify if the home is in:
  • A Villa series (Courtyard, Patio, Cabana, etc.)
  • A manufactured home district
  • A 55+ deed-restricted area
• Gather buyer’s pre-approval or proof of funds
• Create transaction file and note all Villages-specific items

2. Offer Preparation & Submission

• Ensure the correct Villages addenda are included (if VLS)
• Verify legal description matches the District and Unit
• Confirm buyer understands:
  • CDD bond balance
  • Annual maintenance assessments
  • Amenity fee structure
• Submit offer to listing agent (VLS agents often require phone confirmation)
• Track response deadlines

3. Executed Contract — Villages Requirements

• Obtain fully executed contract
• Send to:
  • Buyer
  • Buyer’s agent
  • Lender
  • Title company
• Provide title company with:
  • District number
  • Parcel ID
  • CDD bond/assessment info
  • Amenity fee status
• Calendar critical dates
• Request seller disclosures:
  • CDD Bond Disclosure
  • Amenity Fee Disclosure
  • Deed Restrictions
  • Property Information Sheet
  • Sinkhole/settlement history (if applicable)

4. Inspection Period (Villages Nuances)

• Schedule inspections with vendors familiar with The Villages (important for:
  • Polybutylene plumbing
  • Older HVAC systems
  • Irrigation zones
  • Birdcage/lanai structural checks
  • Stucco settlement cracks)
• Provide gate access instructions
• Track inspection deadlines
• Forward reports to buyer
• Assist with repair requests
• Monitor seller response

5. Financing & Appraisal

• Confirm lender understands:
  • CDD bond is not an HOA fee
  • Amenity fee is not optional
  • Bond may affect DTI
• Provide lender with:
  • CDD assessment sheet
  • Amenity fee amount
  • District information
• Track appraisal
• Follow up on appraisal results
• Obtain loan commitment before contingency expires

6. Title, CDD, and District Coordination

• Confirm title has opened the file
• Ensure title orders:

  • CDD payoff (if seller is paying bond)

  • CDD estoppel

  • Amenity fee verification

• Review title commitment for:
  • CDD lien
  • Deed restrictions
  • Utility easements
• Ensure buyer receives:
  • District Welcome Packet
  • Deed restrictions for the specific unit
  • Architectural Review Committee (ARC) guidelines
• Track survey order and delivery

7. Deed Restrictions & ARC Considerations

• Confirm buyer understands:
  • Exterior changes require ARC approval
  • Landscaping rules vary by district
  • Villa walls are shared responsibility
  • Driveway painting rules
  • Birdcage additions require permitting
• Provide buyer with ARC contact info for their district

8. Ongoing Contract Management

• Track all contingency deadlines
• Process amendments or extensions
• Maintain communication between all parties
• Keep Villages-specific notes updated (bond, amenity fee, district rules)

9. Pre-Closing — Villages Requirements

• Confirm closing date/time/location
• Schedule final walkthrough
• Verify repairs completed
• Obtain Closing Disclosure
• Confirm buyer has reviewed CD
• Provide wiring instructions (verify verbally)
• Confirm buyer has:
  • Homeowner’s insurance
  • Utility setup instructions
  • District contact info
• Prepare buyer for ID cards & amenity access
  • They must visit a Villages ID office after closing
  • Bring deed and driver’s license

10. Closing Day

• Verify buyer has funds
• Confirm walkthrough completed
• Ensure closing package is signed
• Confirm deed is recorded
• Provide buyer with:
  • Final closing package
  • District information
  • Amenity ID instructions
• Congratulate buyer

11. Post-Closing

• Update CRM
• Send thank-you message or closing gift
• Request review/testimonial
• Archive documents
• Add buyer to your Villages homeowner nurture sequence