Real Estate Referral Closing Document Compliance

Submission Process:

Send all information or closing documents via the Referral Transaction Tracker questionnaire or Nexus client portal. To ensure proper receipt and processing, please adhere to the following requirements:

• Include the property address and client names when submitting the documents.

• Submit closing documents in PDF format only.

• Documents must include complete commission information.

• If the HUD does not show the commission, you must send a copy of the check or payment confirmation from the title company.

• Complete the incoming closed referral payment notification questionnaire for all referral transactions.

Required Documentation for Buy/Sell Transactions:

You must include one or more of the following documents:

• MLS sheet (must be marked as "closed")

• ALTA or Other Title Company Settlement Statement

• HUD Statement

• Loan Closing Disclosure

• A post-closing disbursement statement signed by the title company, escrow agent, or closing attorney, provided it includes the gross commission.

• A commission check copy combined with a CDA or unsigned settlement statement only if gross commission is clearly stated and no signed settlement statement is available.

The document must clearly show the following information:

• Closing date

• Sales Price

• Brokerage/Agent Gross Commission (if the document you provide does not include the commission data, please include an additional third-party document to verify commission, such as an escrow letter stating the gross commission paid to Brokerage, or Brokerage commission check(s) showing gross commission)

Please note: we do not accept the following documents:

• Disclosure of closing date, sales price, Brokerage gross commission on your company/Brokerage's letterhead

• CDAs (Commission Disbursement Authorization) without an accompanying check or title document

• Handwritten agreements

• Internally created amendments or addendums

• Screenshots or photos of documents

• Encrypted or password-protected files

• Commission checks without supporting documentation

• CDAs without an accompanying check or title document

• Order to Pay forms

Required Documentation for Leases/Rentals:

Please submit both items:

• Lease Agreement/Rental Contract or MLS Listing sheet

• Brokerage commission check(s) showing gross commission

No Commission Received Scenarios:

If the closing Agent did not receive any commission for assisting with a rental, please also submit one of the following:

• An email or document from the leasing agency stating that there was no commission paid.

• MLS Sheet showing no commission was paid.

• A signed statement from the property owner or management company confirming no commission was paid.

Documentation Submission Deadlines:

All required documentation must be submitted within thirty (30) days of the closing date for buy/sell transactions and within fifteen (15) days for lease/rental transactions. Failure to submit documentation within these timeframes may result in delayed payment processing or forfeiture of commission.

Documentation Verification:

Nexus reserves the right to request additional documentation or clarification if the submitted documents are incomplete, illegible, or otherwise insufficient to verify the transaction details. All documentation is subject to review and approval by Nexus before any referral payments are processed.

Record Retention:

We recommend that you maintain copies of all submitted documentation for your records for a minimum of three (3) years or as required by applicable law, whichever is longer.

Commission Disputes:

In the event of any dispute regarding commission amounts or payment, the documentation submitted will be considered the authoritative record. Any discrepancies must be reported to Nexus within thirty (30) days of the closing date or within fifteen (15) days of receiving payment, whichever is later.