Track Title Documents: scope and evidence
Track Title Documents starts with a written boundary. Name the loan, the source, the owner, the evidence, and the point where the work must stop. A clear rule keeps coordination separate from lending and credit decisions.
The main risk is that a closing can be delayed by a missing title clearance. Record the source and time before changing a status.
Capture the evidence
A usable record includes loan, title company, document, request date, exception, owner, and status. Keep the source beside the record so another reviewer can reconstruct what happened.
The closing coordinator confirms the decision or exception. The coordinator can request documents, track exceptions, and route title questions, but should not fill a gap with an assumption.
Separate preparation from judgment
Decisions about title clearance and closing decisions remain with the authorized owner. Use three labels: proceed under the rule, pause for missing evidence, and escalate for a decision.
Run the review
Review missing documents, open exceptions, and age. For example, a title exception appears before closing. Record what evidence was available and who owned the next step.
Pilot one workflow
Start with one title company. Test the checklist on a small batch and review exceptions with the owner.
Use the related service scope and pipeline guide for context. Review CFPB mortgage guidance before changing a workflow.