Seller Side

Seller-Side Transaction Coordinator Guide

The Villages, Florida — TC Workflow & Requirements

1. Pre-Listing Coordination

🔹 Gather Required Property Information

• Verify village name, unit, and county (Sumter, Lake, or Marion).
• Confirm home series (Patio Villa, Courtyard Villa, Ranch, Cottage, Veranda, Premier, Manufactured).
• Obtain bond balance and CDD maintenance assessment.
• Confirm roof age, HVAC age, water heater age, and major upgrades.
• Identify amenity fee amount and billing cycle.

🔹 Seller Documentation

• Collect ID, trust documents, LLC docs, or POA if applicable.
• Confirm marital status and whether signatures from both spouses are required.
• Verify homestead status.

2. Listing File Setup

🔹 Required Forms (Florida)

• Listing Agreement
• Seller’s Property Disclosure
• Lead-Based Paint Disclosure (if built before 1978)
• Affiliated Business Disclosure
• Wire Fraud Notice
• MLS Input Sheet

🔹 Villages-Specific Notes

• Ensure bond balance is listed accurately.
• Include CDD district number.
• Confirm amenity fee is correct.
• Note if home is bond paid, partial, or full balance remaining.

3. Pre-Market Coordination

• Schedule professional photography, drone, and virtual tour.
• Verify lockbox placement and showing instructions.
• Upload listing to MLS (and ensure syndication).
• Double-check that listing does not go to VLS unless seller is using Villages Sales Team (rare for independent agents).

4. Under Contract — TC Responsibilities

Once an offer is accepted:

🔹 Contract Review

• Confirm contract type: AS-IS (most common) or FAR/BAR Standard.
• Verify effective date.
• Confirm escrow deposit and timeline.
• Check inspection period (typically 7–15 days).
• Verify financing terms if applicable.

🔹 Required Seller Documents

• Seller’s Disclosure (if not already completed)
• HOA/CDD disclosures
• Condo docs (if applicable — rare in The Villages)

🔹 Communication Setup

• Introduce yourself to:
  • Buyer’s agent
  • Title company
  • Seller
  • Lender (if financed)
• Provide timeline summary and key dates.

5. Title & CDD Coordination

🔹 Title Company

• Send executed contract and all disclosures.
• Confirm seller name(s) match title.
• Provide mortgage payoff info if applicable.
• Provide HOA/CDD estoppel request instructions.

🔹 CDD / Amenity Fee Verification

• Confirm bond balance with district office.
• Verify maintenance assessment amount.
• Confirm amenity fee status (no delinquencies).
• Ensure title receives correct CDD estoppel.

6. Inspection & Appraisal Management

🔹 Inspections

• Track inspection deadline.
• Coordinate access with sellers.
• Receive inspection reports (if shared).
• Track repair negotiations (if any).

🔹 Appraisal

• Confirm appraisal date with lender.
• Ensure access instructions are clear.
• Track appraisal results and any required conditions.

7. Pre-Closing Coordination

• Confirm closing date, time, and location.
• Ensure seller receives preliminary settlement statement.
• Verify CDD bond payoff (if seller chooses to pay at closing).
• Confirm utility transfer instructions for seller.
• Schedule final walkthrough with buyer’s agent.
• Ensure seller signs remote closing documents if needed.

8. Closing Day

• Confirm all documents are signed and notarized.
• Verify funds disbursement.
• Ensure keys, garage remotes, gate cards, and amenity IDs are transferred.
• Confirm amenity ID deactivation for seller and activation for buyer.
• Send closing confirmation to all parties.

9. Post-Closing Wrap-Up

• Archive transaction file.
• Send thank-you message to seller.
• Request testimonial or review.
• Update CRM and marketing follow-up plan.