Service policies for agents.

1Agreeing to these policies

When you submit an intake form, send us a file, or ask us to start work, you agree to these policies on behalf of yourself and, where it applies, your brokerage. If your brokerage has signed a separate written agreement with us, that agreement controls where the two differ.

2Who we are

The Closing Crew provides administrative transaction coordination for real estate agents. We are not a real estate brokerage and we are not a party to any transaction.

• We do not act as a broker or agent for any buyer, seller, landlord or tenant, and we owe no agency or fiduciary duty to them.
• Some members of our crew hold North Carolina real estate licenses. When they work on your file, they work only as transaction coordinators, under your direction, and not as a broker for anyone in the deal.
• You and your broker-in-charge remain responsible for supervising the transaction.

3What we do

Our services are limited to the items listed for the package you choose on our Services & Pricing page, plus any add-ons you order. Those lists define our full scope of work.

If you'd like help with something that isn't listed, ask us first. We'll only take on extra work if we agree to it in writing (email is fine), and it may carry an extra fee.

4What we don't do

Unless it's listed in your package, we don't do it. To be clear, The Closing Crew does not:

• Negotiate price, terms, repairs or anything else for any party
• Give legal, tax, financial, lending, title or insurance advice
• Explain the meaning of contract terms to buyers or sellers, or advise them on their options
• Write or change contract terms. We may send forms for e-signature that you have filled in or approved
• Show property, hold open houses, or meet clients in person on your behalf
• Receive, hold, transfer or handle any money (see Money and funds)
• Verify anyone's identity, ownership, authority to sign, or marital status
• Request, accept or use an agent's personal MLS username or password
• Review title, surveys, inspections or appraisals for problems, or tell anyone what results mean
• Decide what goes on the Closing Disclosure or settlement statement. We review it as a courtesy, and you give final approval
• Guarantee the work, timing or results of lenders, attorneys, inspectors or any other third party
• Do anything that requires a real estate license in North Carolina on behalf of a client

5Your responsibilities as the agent

• You are the licensed broker on the transaction. You make every decision, give all advice, and handle every conversation that requires a license.
• Accurate information. We rely on the contract, documents and details you send us. You're responsible for making sure they're complete and correct.
• Review and approve. You're responsible for reviewing what we prepare, and for approving anything sent in your name or to your clients.
• Changes. Tell us right away about any amendment, new date, termination or change in parties. We can only track what we know about.
• Compliance. You and your brokerage remain responsible for following NC Real Estate Commission rules, your brokerage's policies, fair housing laws, and the terms of your contract.
• Records. We send you a complete compliance package when the file closes. Your brokerage keeps the official transaction record as required by Commission rules.
• Authority. You confirm that you have your client's permission for us to contact them and work on their file.

7Money and funds

We help schedule and confirm the delivery of due diligence fees and earnest money, and we collect signed receipts. We never receive, hold, deposit, transfer or handle trust money or any other funds for a transaction. Funds go directly between the parties, the brokerage, the escrow agent and the closing attorney as the contract requires.

8Deadlines and reminders

We build your file's calendar from the contract and the information you give us, and we send reminders before key dates. Reminders are a service to help you. They don't replace your own responsibility to know and meet the deadlines in your contract.

We aren't responsible for a missed date that results from information we didn't receive, or received late; changes we weren't told about; delays by other parties or vendors; or deadlines that fall before we've had a reasonable time to open your file.

9Opening a file

• Start a file through the intake form on our website, and send all contracts and documents to contracts@theclosingcrewnc.com.
• Your file is open once we've received the intake form and the ratified contract, and confirmed with you by email.
• Send files as soon as you're under contract. Deadlines that fall within one business day of when we receive a file may not be covered, and we'll let you know if that's the case.

10Communication

• We work during regular business hours, Monday through Friday. Messages that arrive after hours, on weekends or on holidays are answered the next business day.
• With your approval, we contact your clients, the other agent, the lender and the closing attorney about scheduling, documents and status updates. We'll direct any question that calls for advice or negotiation back to you.
• Please send requests about a file in writing (email or text) so there's a clear record.

11Documents, privacy and technology

• We keep your client information confidential and use it only to work on your file. We never sell it.
• We use reasonable safeguards to protect the documents and information you send us. Please don't send full Social Security numbers, bank account numbers or similar sensitive details unless a form truly requires it.
• We use transaction management software, including AI-assisted tools, to read contracts, track dates and send reminders. A crew member reviews the work, and you approve anything that goes out in your name.
• We aren't responsible for problems caused by outages, security breaches or errors in third-party systems, including email providers, e-signature platforms and MLS systems.

12MLS access

We work with agents across North Carolina's MLSs, including Doorify, HIVE, Canopy and Triad.

• When you request MLS entry, listing management or other MLS-related work, our intake form asks which MLS you use and what MLS work you'd like us to handle.
• For those services, you or your brokerage must give The Closing Crew proper authorized access for that MLS, such as assistant or staff access approved through your brokerage or MLS.
• We do not request, accept or use an agent's personal MLS login credentials. Please never send us your MLS username or password.
• If the service you select requires MLS access, making sure we are granted approved access is your responsibility. MLS work begins once that access is in place, and we aren't responsible for delays while it's being set up.

13Vendors and third parties

Our vendor list is shared as a convenience. You and your clients are always free to choose any vendor you like. We don't guarantee any vendor's work, pricing or timing, and vendor costs are paid by the agent or client. The Closing Crew does not accept fees, kickbacks or anything of value for referring vendors.

14Fees and payment

• Fees are listed on our Services & Pricing page. They're charged per file, with no contracts or monthly minimums.
• Every file is invoiced directly to you. Contract-to-close fees are invoiced at closing. Listing service fees are invoiced once the listing goes active. Add-ons are billed on the same invoice as the file they're ordered for.
• Our fees are owed by you, the agent, for transaction coordination services we actually perform. We do not collect our fees through the closing attorney or the settlement statement.
• Invoices are due within 10 days of the invoice date. A $50 late fee applies for each month an invoice remains unpaid after its due date.
• Brokerage partner rates follow the terms listed on our pricing page or in your written partner agreement.

15No-Closing, No-Fee Guarantee

If a contract-to-close file falls through for any reason before closing, we'll waive our contract-to-close fee for up to three unsuccessful transactions per calendar year. Add-ons that were already delivered, and listing service fees once a listing has gone active, are not covered.

16Declining or ending a file

Either of us may end our work on a file by letting the other know in writing. We may decline a file, or stop work on one, if:

• We suspect fraud or anything unlawful
• We're asked to do something outside our scope, or something that requires a license on behalf of a client
• We're asked to do something that would violate fair housing laws
• Anyone involved is abusive or threatening toward our crew
• Fees from earlier files are past due

If we end a file, we'll send you everything we have so you can pick up where we left off.

17Fair housing

The Closing Crew follows all federal, state and local fair housing laws. We treat every party with the same care, and we won't follow any instruction that discriminates against anyone.

18Affiliated business disclosure

The Closing Crew is under common ownership with Century 21 New Beginnings and Capital to Coast Property Mgmt., LLC. You are never required to use The Closing Crew, or any affiliated company, as a condition of anything. Agents and brokerages are free to choose any transaction coordinator they like.

19Limits of liability

• Our total responsibility for any claim connected to a file is limited to the fee you paid us for that file.
• We aren't responsible for indirect or consequential losses, such as lost commissions, lost deals, or extra costs caused by delays.
• You agree to hold The Closing Crew harmless from claims that come from information or instructions you gave us, from decisions made by you or your clients, or from the acts of other parties in the transaction.

20General terms

• We may update these policies from time to time. The version on our website when you send a file applies to that file.
• These policies are governed by the laws of North Carolina.
• If any part of these policies can't be enforced, the rest still applies.