Inside a Title File: Between the Contract and the Keys

Most agents see two moments of a title file: when they drop off the contract and when everyone signs at the closing table. What happens between those two moments — the searching, clearing, balancing and verifying — is what makes the closing look easy.

This is a walk through what People's Title does on every file: each phase, how many touches it takes, what we need from you, and the fraud protections we build in along the way.

Two jobs on every file

We insure the title. We search the public record, decide whether the property is insurable, and issue a policy that protects the owner and the lender. The Texas Department of Insurance sets the premium, and policy language is the same no matter which company you use (TDI).

We close the transaction. We hold the money, prepare and balance the figures, conduct the signing, record the documents and pay everyone. Texas law treats closing as a regulated responsibility, including confirming delinquent taxes are paid, current taxes are prorated, proceeds are properly disbursed and a final title search has been made (Texas Insurance Code Ch. 2501). Only a licensed, bonded escrow officer or an attorney may close the title insurance transaction (TDI).

Texas title premiums are "all-inclusive": the premium covers the search, examination and closing of the title transaction. Services outside the premium — escrow, tax certificates, recording and courier — are charged separately (TDI).

Why fraud protection is part of every phase

Real estate is one of the most targeted industries for cybercrime. The FBI's Internet Crime Complaint Center recorded 12,368 real estate fraud complaints and about $275 million in losses in 2025, up 58% from the year before (NAR). Seller impersonation fraud is rising too: nearly half of title professionals surveyed by the American Land Title Association reported at least one attempt in 2025 (AARP).

So fraud prevention isn't one step at People's Title. It's built into the file from opening to policy.

How many touches does a file take?

A "touch" is any action on your file: a call, an email, a document ordered or reviewed, a calculation, a signature, a wire, a recording, a follow-up. In our experience, a clean residential resale with one lender takes about 75 to 125 touches. A file that needs curative work — an estate, a divorce, an old unreleased lien, an HOA dispute, an entity seller or a short sale — can take 150 to 250 or more.

Phase 1: Opening the file

The file starts when a fully executed contract arrives with the earnest money and option fee.

• Confirm the contract is fully signed and dated, with every addendum.
• Deposit earnest money and option fee into our escrow trust account and issue receipts.
• Open the order, assign a GF number and identify every party.
• Calendar key dates: option period, financing and survey deadlines, closing date.
• Send an opening package with our wire fraud advisory and a seller payoff authorization.
• Request the existing survey and T-47 if called for, then order the title search.

Fraud safeguards: every party gets our written wire fraud advisory on day one — we will never change wire instructions by email, text or phone call. We build a verified contact list from independent sources, screen the seller's identity against tax and county records, and take a closer look at known seller impersonation patterns: vacant land, all-cash deals, no mortgage, absentee owners, below-market pricing and sellers who won't take a phone or video call (ALTA).

What we need from you: a complete contract with correct contacts, earnest money on time, the lender's contact info, and your read on the seller — including whether you've met them in person.

Phase 2: Title search and examination

• Search deeds, deeds of trust, releases, liens, judgments, probate and divorce records, easements, restrictions, plats and tax records.
• Run name searches on buyer and seller for judgments, federal tax liens, child support liens and bankruptcies.
• Build the chain of title and pull tax certificates.
• Have an examiner decide what's insurable, what's an exception and what must be cured.

Fraud safeguards: we look for chain-of-title anomalies, compare signatures and notary information where practical, and add verification on properties owned free and clear, by absentee owners, or by owners who recently died.

Phase 3: The title commitment

Under the TREC contract, the commitment is due within 20 days of the effective date. It's our written promise to issue a policy, subject to stated conditions. Every Schedule C item must be addressed before closing. We deliver it securely with copies of exception documents and answer questions. What we need from you: read Schedules B and C, and make objections in writing and on time.

Phase 4: Curative and clearing the file

On complex files, this is where most of the hours go: payoffs, releases on old loans, taxes and prorations, HOA resale certificates, survey review, curative documents (affidavits of heirship, probate orders, divorce decrees, powers of attorney, entity documents), judgments and underwriter approvals.

Fraud safeguards: payoffs are verified directly with the lender using independently verified contacts. Powers of attorney and entity authority are confirmed. When a seller can't be met in person, we ask property-specific questions that aren't in public records.

Where we draw the line: we gather information and clear title. We don't advocate for one side.

Phase 5: Closing preparation

We coordinate with the lender on the Closing Disclosure (borrowers must receive it at least three business days before signing loan documents), prepare and reconcile settlement statements, order conveyance documents prepared by an attorney, confirm commissions and credits, schedule the signing — including mobile notaries — and send final figures.

Fraud safeguards: wire instructions are confirmed by phone using the number already in our file. A last-minute change in wire instructions is treated as a red flag. Commission instructions are confirmed directly with the brokerage. For remote signings, we use a notary we choose and vet.

Phase 6: Closing day

We explain each document (we can explain, but can't give legal advice), notarize signatures, collect funds under Texas good-funds rules, run a final title check and return the lender package. Every signer presents valid government photo ID, with third-party identity verification on higher-risk files. Bring valid ID, wired or certified funds, and proof of homeowners insurance.

Phase 7: Funding and disbursement

After the lender approves funding and the loan wire arrives, we disburse to every payee on the settlement statement and release possession according to the contract. Seller proceeds go only to an account verified directly with the seller, and the account name must match. If we suspect a misdirected wire, we contact the banks immediately and file at ic3.gov.

Phase 8: Post-closing

We record the deed, deed of trust and releases, follow up until old liens are released, file Form 1099-S when required, reconcile the escrow account to the penny, and issue the owner's and loan policies. The homeowner typically receives the policy within about 30 days of closing (TDI).

Tip for new owners: many Texas county clerks offer free property fraud alerts — including Tarrant, Harris and Dallas counties. An alert can't stop a fraudulent filing, but it gives early warning.

What you can expect from People's Title

• One point of contact who knows your file.
• A commitment within the contract deadline, with plain-English notes on anything that could slow closing.
• Early warning about issues — never first heard at the closing table.
• Figures before closing, so there are no surprises.
• Disciplined fraud safeguards on every file.

The short version

On every file, the title company takes custody of the money, proves who owns the property, clears every defect, balances every dollar, confirms every signer is who they say they are, records the transfer, pays everyone, and issues insurance that protects the owner for as long as they own the property. That takes 75 to 250 touches. When we do them right, the closing feels simple.

Before sending money, always confirm wire instructions by calling People's Title at a phone number you've verified independently. We will never change wire instructions by email. This article is general information, not legal advice; requirements vary by file, lender and underwriter.