Most people involved in a real estate transaction know that a title company is part of the process. But ask them exactly what a title company does — and the answers get vague fast.
“They handle the paperwork, right?”
“They do something with insurance?”
“Honestly, I’m not sure. They just show up at closing.”
At Expert Title Escrow Agency, we think you deserve a much clearer picture. The work we do between the moment you go under contract and the moment you walk out with the keys is extensive, detail-oriented, and absolutely critical to protecting every party in the transaction. Here is what actually happens — from the inside.
Step 1: Opening the File
The moment we receive a fully executed purchase contract, we open your file. That means assigning your transaction to a closing coordinator, logging all relevant details (purchase price, parties, lender information, closing date), and sending acknowledgment letters to the buyer, seller, real estate agents, and lender.
This step sounds simple, but getting organized immediately is what allows everything else to happen on time. At Expert Title Escrow Agency, we initiate this process the same day we receive your contract.
Step 2: The Title Search
This is one of the most important things we do — and one of the least visible to the people involved in the transaction.
Our title professionals examine public records going back decades to build a complete ownership history of the property. We are looking at:
The chain of title — every transfer of ownership from the original deed to today, confirming there are no breaks or gaps
Outstanding mortgages and liens — any unpaid loans, contractor debts, or judgments attached to the property
Tax records — confirming all property taxes are current or identifying any delinquencies
Easements and restrictions — rights-of-way, deed restrictions, utility easements, or HOA covenants that could affect how the property is used
Court records — any judgments, bankruptcy filings, or divorce decrees that could affect ownership
Errors in recorded documents — misspelled names, incorrect legal descriptions, or improperly executed deeds that could create a cloud on the title
When we find an issue, we notify all parties immediately and begin working to resolve it before your closing date. Most title problems can be cleared — but only if they are caught early. That is why we start the search right away.
Step 3: Issuing the Title Commitment
Once the title search is complete, we issue what is called a title commitment (also called a title binder). This is our formal commitment to provide title insurance — subject to certain conditions being met before or at closing.
The title commitment outlines:
Who the insured parties will be (buyer and/or lender)
The amount of coverage
Any exceptions to coverage (items we found that are not covered by the policy)
Requirements that must be satisfied before we can issue the final policy — such as paying off an existing mortgage or releasing a lien
Your real estate agent and lender will review this document. If you have questions about anything in your title commitment, our team is always available to walk you through it.
Step 4: Coordinating with the Lender
If there is a mortgage involved in the transaction, we work closely with the buyer’s lender throughout the process. The lender will send us their closing instructions, which specify exactly how they need the closing to be conducted, what documents need to be signed, and how funds need to be handled.
We prepare the loan documents in coordination with the lender, calculate all prorations (such as property taxes and HOA fees that need to be split between buyer and seller), and ensure the closing disclosure is accurate and delivered to all parties on time.
This coordination is one of the areas where experience matters most. A title company with strong lender relationships and a track record of clean, on-time closings makes the entire transaction smoother for everyone involved.
Step 5: Preparing the Closing Documents
Before your closing appointment, we prepare a complete package of documents that will be signed at the table. Depending on whether you are buying, selling, or refinancing, this can include:
The deed, transferring ownership from seller to buyer
The settlement statement, showing all credits, debits, and fees
The title insurance affidavit
Loan documents (for financed transactions)
Ohio conveyance fee transfer documents
Any lien releases or payoff documents
We review every document for accuracy before the closing appointment so that the signing goes smoothly and there are no surprises at the table.
Step 6: The Closing Appointment
This is the part most people are familiar with — but even here, the title company’s role is more active than many people realize.
At the closing table, our closing coordinator:
Explains each document before it is signed, so you understand what you are agreeing to
Collects and disburses all funds — including the seller’s proceeds, payoff of any existing mortgage, realtor commissions, and all closing costs
Handles collection of the buyer’s down payment and closing costs (via certified check or wire)
Answers any last-minute questions from buyers, sellers, or agents
Ensures all signatures, initials, and notarizations are completed correctly
We understand that closing day can feel overwhelming — especially for first-time buyers. Our team takes the time to make sure everyone leaves the table feeling informed and confident, not rushed.
Step 7: Recording the Deed
Signing the documents does not make the transfer of ownership official. That happens when we record the deed and mortgage with the county recorder’s office.
We handle this immediately after closing, submitting the executed deed, the mortgage (if applicable), and the Ohio conveyance fee transfer document to the appropriate county. Once these documents are recorded, the public record reflects you as the new legal owner of the property.
Recording fees in Ohio are $39 for the first two pages and $8 for each additional page. We calculate these costs in advance so there are no surprises.
Step 8: Issuing the Title Insurance Policies
After recording, we issue the final owner’s title insurance policy to the buyer and the lender’s title insurance policy to the mortgage company. These policies are your permanent protection against any title defects that may surface in the future.
Owner’s title insurance in Ohio is priced at $5.80 per thousand dollars of purchase price. If both owner’s and lender’s policies are purchased simultaneously, the lender’s policy drops to a flat $150 — making it one of the most cost-effective protections in the entire transaction.
Your owner’s title policy stays in effect for as long as you own the property. Keep it in a safe place.
Why the Right Title Company Makes a Difference
Not all title companies are the same. The difference between a smooth, on-time closing and a delayed, stressful one often comes down to the experience, communication, and attention to detail of your title company.
At Expert Title Escrow Agency, we have been handling residential and commercial closings throughout Ohio for decades. We are locally owned, deeply experienced, and committed to proactive communication — because we believe you should never have to wonder what is happening with your transaction.
We follow ALTA’s Best Practice Standards, and our team is here to answer your questions at every stage of the process — even before a contract is signed.
Ready to Work With Us?
Whether you are a buyer, seller, real estate agent, or lender, Expert Title Escrow Agency is your trusted partner for Ohio title and closing services.
📞 937-291-4201
✉️ pro@etescrow.com
📍 6804 Loop Road, Centerville, Ohio 45459
🌐 etescrow.com
Expert Title Escrow Agency | We follow ALTA’s Best Practice Standards | HUD ID: NATION 0017