6. Closing Date Communication

The Project Manager must communicate clearly and accurately during Framing, MEP, and Sheetrock, letting the homebuyer know when things are off track if the contracted close date is in jeopardy and what the plan is to get back on track. This information is also communicated with the CM during the weekly check-in between PM and CM.

The Community Managers should follow up with the home buyer on any delays that affect the close date to further showcase our teamwork and commitment to their new home. This will help be proactive on any buyer dissatisfaction.

It is the goal of Summit Homes not to have multiple Change in Closing Date Amendments (CICD). As long as the homebuyer is being communicated with proactively, you should be able to provide a firm close date when drywall is complete. Production Team will drive the process as to when a CICD is required. There are internal trade management and project manager schedules that rely on accurate close dates to ensure the tracking metrics are capable of providing the best information. So if a CICD is required before drywall it is to keep these metrics accurate!

Project Manager should lock in the buyer’s closing date and work with the Community Manager to sign an amendment with the new/final date. These buyers shouldn’t be experiencing large delays other than the delays we’re seeing with our increased backlog.

Action Items:

• Project Manager review list of buyers with Community Manager to ensure clear communication of closing date.
• Project Manager contact the home buyer and let them know the locked in closing date. Once the date is confirmed with buyer, inform Community Manager the new date is set.
• Community Manager to process the amendment, obtain signatures and send to closing coordinator for filing.

NOTE: Use the buyer’s preferred communication method but ensure quick action on the confirmation and amendment processing.

Script (or email format) to Use with Home Buyer:

Hello [Homebuyer’s Name],

I hope you have noticed the progress of your new home and know that the Summit team is working hard to accommodate your contracted close date. We have hit some scheduling bumps along the way, but we will work to ensure everything goes smoothly from here on out. Thank you for your understanding and cooperation.

Now that we have sheetrock installed we are ready to lock in the closing date for your new home. The new closing date is [New Closing Date]. Let me know if you have any concerns with that date. I will work with (Community Manager) to ensure the closing document amendment is processed immediately.

If you have any questions or need further assistance in preparation for the closing, feel free to reach out. We are very excited to deliver your beautiful new home