01
Open the working checklist
Set up each file from your team's supplied requirements, parties and dates. Record who is responsible for each request and where responses belong.
What you get back: A file checklist with request owners and source dates
For title and escrow operations teams
Virtual assistants for title and escrow companies
Keep the closing file moving toward review. Your assistant tracks requests, organizes incoming material and follows up with the right participant, while your qualified team handles the decisions. KTD recruits and prepares for your agreed role before handoff.
Find your assistantA document can arrive without resolving the open item.
One party sends an attachment, another asks for an update, and the reviewer needs to know which version is current. An inbox full of replies is not the same as an organized closing file.
Give an assistant ownership of the receipt log and follow-up queue. Your team gets a clear distinction between requested, received and reviewed, with the supporting document close at hand.
The work to hand off
Make the file easier to review.
02
Organize document receipts
Save incoming material, record when it arrived and connect it to the relevant request. Keep earlier versions identifiable when a replacement is supplied.
What you get back: A document index with receipt and version status
03
Coordinate participant follow-up
Request missing items using your wording and authorized contacts. A reply raising a new question returns to the reviewer with the original request attached.
What you get back: A follow-up queue with the last response and next owner
04
Prepare a review handoff
Summarize received items, unresolved requests and upcoming dates. Mark documents awaiting qualified review so receipt does not become an accidental completion signal.
What you get back: A closing-file handoff organized around outstanding decisions
Illustrative workflow
From requested document to a review-ready file
Use separate receipt and review states to keep administrative progress visible.
A requirement is assigned
Assistant preparesAdd the item, source instruction, responsible party and requested date.
Your team decidesWhat the file requires and who may supply it.
Material arrives
Assistant preparesSave the document and log its source, date and version.
Your team decidesWhether the document meets the requirement.
An item remains open
Assistant preparesFollow up with the authorized contact and record the reply.
Your team decidesWhether a clarification or different document is needed.
The file reaches review
Assistant preparesPrepare an index and list items awaiting a determination.
Your team decidesReadiness for closing and any transaction action.
Illustrative example — not a client record
A document receipt awaiting escrow review
This record shows what arrived and leaves the review decision visible.
- File and item
- Example entryFile TE-024; requested seller information form.
- What to provide or checkTie the receipt to its file and checklist item.
- Request source
- Example entryThe escrow officer's checklist names the seller as the supplying party.
- What to provide or checkPreserve the instruction and responsible contact.
- Material received
- Example entrySeller-form-v2 received Tuesday and saved in the designated folder.
- What to provide or checkIdentify the document ready to inspect.
- Review state
- Example entryReceived; completeness review pending with the escrow officer.
- What to provide or checkSeparate receipt from acceptance.
- Next action
- Example entryEscrow officer reviews v2; assistant follows up on any new assigned request.
- What to provide or checkKeep the decision and follow-up owner explicit.
Ready to hand over when: The reviewer can locate the received version, identify the original requirement and see that receipt has not been treated as acceptance.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Does your team spend too much time finding the latest answer?
A useful fit when
- Several active files generate recurring document requests and participant follow-up.
- Your team provides requirements and distinguishes receipt from qualified review.
Discuss the setup first
- The role would need authority over funds, wire changes or professional determinations.
- Reviewers use conflicting checklist states or have no agreed file owner.
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Keep closing authority with your qualified team.
Define who reviews each item and which communications require approval. The assistant's record supports those decisions without making them.
- Title examination, legal interpretation and closing requirements remain with qualified personnel.
- Escrow disbursements, wire instructions and changes to payment details are outside this illustrative role.
- Your team approves document access, participant communications and transaction commitments.
Start with a sample file and its review rules.
- 01A redacted checklist showing requested, received and reviewed states.
- 02Document naming, version and retention instructions.
- 03Systems, access boundaries and experience needed for the role.
- 04Authorized contacts, coverage hours and escalation owners.
Recruit. Prepare. Hand over.
Recruited for you. Trained for your industry.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
Choose the support behind your hire.
Managed assistant
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportDirect hire
We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Before you bring someone on
- Does receiving a document mean the item is complete?
- No. Receipt can be logged immediately while the item remains awaiting review. Your qualified team determines whether it satisfies the requirement and what should happen next.
- Can an assistant follow up with lenders and agents?
- Administrative follow-up can be included using your authorized contacts and instructions. The record shows who was contacted, what was requested and which response remains outstanding.
- Can this role handle escrow funds or wire changes?
- The workflow described here covers file administration and coordination. Disbursement authority, wire instructions and payment-detail changes stay with your designated team and established controls.
- Can you prepare someone for our title software?
- We discuss the system, tasks and required experience during matching. Agreed tool and workflow requirements form part of preparation before handoff, with access and review arrangements defined by your team.
- How do the hiring options work?
- Managed support is a dedicated, full-time assistant through KTD with ongoing team support and a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. We agree the role, hours and terms before starting.
Give your reviewers a clearer file.
Show us where receipts, requests and status updates get separated. We will define an assistant role around the file administration your team wants handled.
A different kind of business?
Explore other ways to organize the work around your team.