Create an eClosing or Hybrid for Home Purchase or Refi

Overview

Learn to create a Real Estate Closing from the Lender portal on the Proof platform. This article walks through the entire process for Lenders, from the first click to the confirmation email, whether you send the transaction to a Title Agent or directly to your borrowers.

You'll be able to choose between an eClosing using Real Estate Collab for a Remote Online Notarization (RON) with the Title Agent or a Hybrid Closing.

🎯Primary Audience: Mortgage Lenders

Table of Contents

Click any link to jump directly to that step.

Steps

Step 1

Start a new closing

Log in to your Proof account to complete the steps below.

Click Send new  > Select Real Estate Closing from the dropdown.

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Step 2

Type of closing

Indicate whether you are initiating a home purchase or refinance.

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Step 2

Provide the property address to begin the eligibility check

• Street Address
• Unit/Apt (optional)
• City
• State
• Zip Code
• County/Recording location (fills in automatically)

Eligibility error messaging

Step 3

Add your primary title collaborator

• Search by email address or Organization name/ID (Org ID with Proof)
• If the Title Agency/Agent is not found, you add them as a new user:
  • Type the name of the Title Agency > Click +Add new organization
    -or-
  • Click Continue with Hybrid closing instead of adding the Title Agency

Step 4

Do you have Proof Collab turned on?

• Yes: Go to Step 5
• No: Select a supported underwriter from the dropdown, then go to Step 6

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Step 5

Add the underwriter

Indicate whether or not you know the title underwriter:

• Yes: You can choose Yes to provide the underwriter's name if you know it. 
• No: Since you have Real Estate Collab turned on, you can select No to have the Title Agent provide underwriter details.

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Step 6

Continue with eClosing or Hybrid

Select your closing method:

Click Continue with eClosing or Continue with Hybrid closing

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Step 7

Transaction details

Provide a file and/or loan number to make it easier to find the transaction later. (Optional)

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Step 8

Closing team

Add a team of collaborators supporting this transaction. Collaborators can include Title Agents, Escrow Officers, and Attorneys. They'll be able to upload documents to the closing package, and view completed documents. For more detailed instructions, review Collaborators & Contacts for Lender-initiated Transactions.

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Step 9

Signer details

1. Provide signer details:
   • Vesting type (Borrower or Non-borrower)
   • Name
   • Email address
   • Phone number (optional)
2. Indicate if the signers are signing in a representative capacity
   
   If the signers are signing the documents on behalf of someone else

   • Check the box next to This is a representative signer
   • Type the name of the person or entity the signer is signing on behalf of
   • Select the signer's capacity from the Type of capacity dropdown

   Capacity options

   Attorney-in-fact	Corporate Officer	Guardian or Conservator
   Partner (General)	Partner (Limited)	Trustee
   Other

3. If any documents require more than one signer, select Yes under Does this transaction require additional signers?
   • This does not include witnesses. Witness requirements can be added later.
4. Indicate if the signers need a secondary ID by selecting Yes under Will the signer(s) need a secondary ID?

If you have the credible identifying witness feature turned on, the modal to provide the witness's information appears directly below the signer's information. Learn more about using a credible witness for eClosings.

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Step 10

Signing schedule

Select a date range/window or schedule the closing. 

Indicate what type of Notary will be used:

• Internal notary: Also known as In-House Notary (IHN)
• Notarize: Also known as Notarize Network 

If you're using an internal notary, you can select a specific person to be assigned or choose Unassigned from the dropdown to allow any notary from your team to handle this closing.

Review Assign a Notary to a Real Estate Closing for more information.

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Step 11

Promissory Note

Indicate how the promissory note will be signed:

• eSign
  
  Screenshot: Promissory Note via eSign

  
• Wet Sign
  
  Screenshot: Promissory Note via Wet Sign

  

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Step 12

Prepare documents

Upload documents:

• An eSign Consent and Disclosure form automatically appears on every transaction:
  • The eSign Consent and Disclosure form is also attached at the bottom of this procedure.
• You must add at least one additional document to proceed.

The documents automatically open for you to tag and prepare:

• Review Tagging Documents for more information on self-tagging and using white-text tags.
• Note: You can add a witness requirement by clicking the "eye" icon in the top right menu above your documents.

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Step 13

Special instructions

Before sending the transaction, you have the option to add any special instructions or notes:

• Add a personal note to your signers
• Add instructions for the Notary or the Proof Closing Operations Team (if applicable)

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Step 14

Send the transaction

Send the transaction. Are you using Real Estate Collab?

• No: Click Send Transaction
• Yes: Click Send to Title Agency

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We're here to help! Please don’t hesitate to reach out to your Proof team with any questions about Proof Real Estate solutions.

To contact Support, click the Chat icon in the corner of your screen to start a chat with us, or send us an email at support@proof.com!

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