Simon / 2062 Southern Landing

Phase/Step: CLOSE (04.00) -- SOP-RE-004, Step 15

Who Conducts: Buyer's agent (lead), with buyer present. Builder/seller representative should attend.

Pre-Meeting Email (48-72 hours before)

• Previous inspection report (annotated with completed/outstanding items)
• Walkthrough checklist template (grouped by room/system)
• Instructions: "Bring your copy of the inspection report. We will verify each item together."
• Remind client: focus on agreed repairs and contract-condition items, not new punch items (new items go to warranty)
• Set expectation: "This is a verification walkthrough, not a negotiation session."

Post-Meeting Template (Standard)

Subject: Final Walkthrough Summary -- [Address]

Hi [Client],

Thank you for joining today's walkthrough at [Address]. Here is a summary:

VERIFIED COMPLETE:
- [Item 1]
- [Item 2]

STILL PENDING (to be completed before closing):
- [Item 1] -- Expected completion: [date]

DEFERRED TO WARRANTY:
- [Item 1] -- Covered under builder's 1-year warranty

Next step: [Builder] will complete pending items by [date].

[Agent Signature]

Post-Meeting Template (Enhanced -- With Transcript)

Subject: Final Walkthrough Summary -- [Address]

VERIFIED COMPLETE ([count] items):
[Detailed list with specific notes from conversation]

STILL PENDING ([count] items):
[Detailed list with who responsible, exact agreed solution]

DISPUTED / ESCALATION ITEMS ([count] items):
[Items where parties disagreed -- include both positions]

DEFERRED TO WARRANTY:
[Items with warranty coverage explanation]

ACTION ITEMS:
- [Person]: [Task] by [date]

[Agent Signature]

Recipients: Buyer, buyer's agent, builder/seller representative (CC), transaction coordinator

Phase/Step: CLOSE (04.00) -- between Steps 15-16 (when walkthrough reveals unresolved quality issues)

Who Conducts: Buyer's agent (mediator role), with buyer and builder representative present

Pre-Meeting Email (48-72 hours before)

• Summary of outstanding quality items from previous walkthrough(s)
• Photos/documentation of each disputed item
• Builder's stated position on each item (if provided in writing)
• Client guidance: "Come prepared with your priorities ranked."
• Remind: "Bring any documentation -- photos, texts, prior emails."

Post-Meeting Template (Enhanced)

ITEMS RESOLVED ([count]):
[Each item with specific resolution agreed upon]

ITEMS REQUIRING BUILDER ACTION ([count]):
[Each item with: what builder agreed to do, timeline, who responsible]

ITEMS REQUIRING FINANCIAL DISCUSSION ([count]):
[Items where financial compensation discussed]

ITEMS DEFERRED TO WARRANTY ([count]):
[Items where both parties agreed warranty is appropriate]

KEY AGREEMENTS:
[Direct quotes or paraphrased agreements]

NEXT STEPS:
[Specific actions with owners and dates]

Recipients: Buyer, buyer's agent, builder representative (direct -- not just CC), transaction coordinator

Phase/Step: CLOSE (04.00) -- escalation path when standard repair process fails

Who Conducts: Buyer's agent (escalation coordinator). Builder division president MUST be involved.

Pre-Meeting Email

• Timeline of the defect: when first identified, repair attempts, current status
• Photos documenting defect and all repair attempts
• Independent inspector report (if obtained)
• Builder's warranty language relevant to the defect
• Options framework: (1) Builder repairs before closing, (2) Financial compensation with post-closing repair, (3) Contract remedy if no resolution
• "This meeting requires decision-making authority from the builder."

Post-Meeting Template (Enhanced)

DEFECT HISTORY:
[Timeline from first identification through today]

POSITIONS DISCUSSED:
- Buyer's position: [Specific terms requested]
- Builder's position: [What was offered, constraints]

RESOLUTION:
[Agreed path forward with specific terms, dollar amounts, timelines]

OR IF UNRESOLVED:
[What each party needs to do next, escalation path]

RISK FACTORS:
[Lending timeline, occupancy costs, vendor lead times]

Recipients: Buyer, buyer's agent, builder division president (direct), construction supervisor, transaction coordinator

Phase/Step: CLOSE (04.00) -- when repair disputes transition to financial compensation

Who Conducts: Buyer's agent (mediator/advocate). Decision-makers from both sides MUST be present.

Pre-Meeting Email to Client

• Itemized disputed items with: (a) contract/upgrade price, (b) cost to remedy independently, (c) buyer's impact
• Builder's most recent written offer (if any)
• "Come with your bottom line in mind but start above it."
• "Financial discussions are most productive in person or by phone."

Pre-Meeting Email to Builder

• "Our buyer would like to resolve outstanding items and close on schedule."
• Attach itemized list of disputed items
• Request decision-maker availability (not field staff)

Post-Meeting Template (Enhanced)

ITEMS NEGOTIATED:
1. [Item]: Buyer requested $[X]. Builder offered $[Y]. Agreed: $[Z]. Method: [credit/check/escrow].
2. [Same format]

TOTAL SETTLEMENT: $[amount]
DELIVERY METHOD: [Closing credit / escrow holdback / direct payment]

AGREED POST-CLOSING OBLIGATIONS:
[Work builder will perform after closing, with timeline and release terms]

DOCUMENTATION NEEDED:
- Amendment to contract reflecting settlement
- Release/waiver for post-closing items
- Updated closing disclosure reflecting credits

Recipients: Buyer, buyer's agent, builder decision-maker, title company, transaction coordinator, lender (if credits affect loan)

Phase/Step: CONTRACT (03.00) to CLOSE (04.00)

Who Conducts: Buyer's agent coordinates; inspectors execute. Builder provides access.

Pre-Meeting Email

• List of inspections being scheduled (general, roof, HVAC, electrical, plumbing, structural)
• Cost estimate for each inspection
• What each covers and does NOT cover
• "Phase inspections ideally at foundation, framing, pre-drywall, and final."
• "You are welcome to attend inspections. I recommend the general inspection."
• For new construction: "City code is minimum standard; our inspector evaluates quality and longevity."

Post-Meeting Template (Enhanced)

INSPECTOR: [Name, company]
TYPE: [General / Roof / HVAC / etc.]

SUMMARY:
- Total items: [count]
- Critical (safety/structural): [count]
- Major (functional): [count]
- Minor (cosmetic): [count]

INSPECTOR'S VERBAL NOTES:
[Observations during walkthrough not in written report]

BUILDER'S ON-SITE RESPONSE:
[What builder said during inspection, agreements made verbally]

Recipients: Buyer, buyer's agent, builder representative, transaction coordinator. Report attached.

Phase/Step: CLOSE (04.00) -- during or after final walkthrough

Who Conducts: Buyer's agent (with builder). This is a classification exercise, not a repair meeting.

Classification Guide

• Pre-Closing Repair: Contract scope, agreed inspection repairs, defects existing before closing
• Warranty Item: Cosmetic items appearing in first year (caulking cracks, grout settling, nail pops, paint touch-ups), items emerging AFTER closing
• Not Covered: Normal wear, buyer modifications, items outside warranty scope

Client Guidance

"Some items are better handled under warranty because they recur (e.g., caulking that cracks as the house settles). Other items MUST be fixed before closing because they represent contract obligations."

Post-Meeting Template (Enhanced)

MUST FIX BEFORE CLOSING ([count]):
- [Item]: [Reason -- contract/safety/structural]

DEFERRED TO WARRANTY ([count]):
- [Item]: [Reason -- cosmetic/recur/emerges over time]
- Warranty contact: [Info]
- Warranty period: [Duration]

CLASSIFICATION RATIONALE:
[For debated items, reasoning discussed by both parties]

BUILDER'S WARRANTY COMMITMENTS:
[Specific commitments made during meeting]

Recipients: Buyer, buyer's agent, builder warranty department, transaction coordinator

Phase/Step: CLOSE (04.00) to CURATE (05.00) -- when settlement includes buyer-coordinated post-closing work

Who Conducts: Buyer's agent (initial coordination), then buyer takes over.

Pre-Meeting Email

• List of post-closing repairs buyer will coordinate
• Vendor referrals from agent's network (ROSTER: Partners and Teams)
• Timeline expectations for each repair type
• Budget allocated from settlement
• "You are now the direct client for these vendors."
• If applicable: builder release document for [item]
• Calendar: key dates (vendor availability, material lead times, weather windows)

Post-Meeting Template

REPAIR 1: [Description]
- Settlement allocation: $[amount]
- Recommended vendor(s): [Name, contact, why recommended]
- Timeline: [Estimated start and completion]
- Your next step: [Call vendor / Schedule consultation]

IMPORTANT REMINDERS:
- Get estimates from at least 2 vendors before committing
- Verify vendor insurance and licensing
- Document everything with photos
- These repairs are YOUR responsibility per settlement

Recipients: Buyer, buyer's agent. Builder NOT copied (post-closing, buyer's responsibility).

Phase/Step: CLOSE (04.00) -- when closing date is at risk due to delays, disputes, or paperwork expiration

Who Conducts: Buyer's agent coordinates between lender, title, builder, and buyer. Transaction coordinator (BJdL) manages docs.

Pre-Meeting Email

• Current status: (a) construction/repair completion, (b) lending approval, (c) title/closing preparation
• Specific risk: "Lending documents valid until [date]. If we close after, lender requires [re-verification]."
• Impact: "Extending beyond [date] means [additional costs: rate lock, rent-back, etc.]"
• "Please be prepared to provide [documents] quickly if we need to re-verify."
• "Our goal is still [target date]. Here is what needs to happen."

Post-Meeting Template

TARGET DATE: [Date]
STATUS: [On track / At risk / Delayed]

CONSTRUCTION STATUS:
- Remaining items: [count], estimated completion: [date]

LENDING STATUS:
- Documents valid until: [date]
- Clear to Close: [Received / Pending]
- If delayed past [date]: [What additional docs needed]

TITLE STATUS:
- Closing disclosure: [Received / Pending]
- All documents ready: [Yes / No]

RISK FACTORS:
- [Risk 1]: [Mitigation plan]

YOUR ACTION ITEMS:
- [Item 1] by [date]

Recipients: Buyer, buyer's agent, transaction coordinator. Lender/title contacted separately.