From a homeowner's first request to a recorded instrument, and the client file that holds everything. Final version: built from Alan's 7 steps, his team's answers of November 10, 2026, and the decisions made in review.
The homeowner fills the request form on the TitleVerify page — name, contact details, property address. We rebuild this form as part of the platform (today it sends nothing anywhere). The request lands instantly in the team's review queue and the team is notified.
The team reviews every request before anything goes out. Once reviewed, the portal provides a button to release the packet — pressing it triggers the email to the client with the packet. The gate is a setting: it can relax to automatic later without rebuilding.
The client receives one link with three items in order: the welcome letter (personalized, read-only) → the intake form (details plus uploads: vesting deed, photo ID, any entity or trust papers — website answers pre-filled) → the Registry Agreement, generated from the completed intake and e-signed inside the packet. When the client finishes, the team is emailed and everything sits in the client's folder.
The system populates provided templates, and no signature work at this stage. The Deed of Trust/Owner Authorization Agreement (beneficiary and trustee: Law Offices of T. Alan Ceshker, PC) and the Release of Lien are filled from the documents the client uploaded — the legal description taken from the vesting deed. Both are produced as Word documents, so the team can make changes. Nothing goes to the client here: the documents sit in the client's folder, and an email goes to the team for review.
Alan or Jess reviews the documents, editing the Word files directly if anything needs changing. Once the documents are ready for notarization, the team comes to the portal and marks the status as Ready for Notarization.
Notarization is handled by TitleVerify's own licensed online notaries.
The notarized document goes to the county as-is, ready for recording (e-recording where the county supports it).
The same signing happens on paper instead — wet-signed, notarized in person — and its scan enters the file through the same upload portal in Step 7.
The team uploads the notarized deed — and the notary session's audit certificate — through the upload portal on the client's file. Until that upload lands, the file stays flagged "at notary" and the system sends the team reminders; the reminders stop on their own the moment the documents arrive.
The team records the instrument with the county. When the recorded copy comes back, one screen completes the step: upload the recorded document and enter the county, recording date, and instrument number — all in the same action. One submit marks the file Recorded and completes the folder. Nothing can sit half-recorded.
The recording triggers it: the system emails the client their recorded copy with the "how this works — contact us with any problems or questions" message, in the exact wording Alan approves once, up front. The send is logged in the folder.
One secure folder per property holds everything, with a step-by-step trail that fills in as the file advances. The team finds any file in seconds from a staff-only search page (property address, owner name, or phone) — behind their own sign-in.
When a sale or refinance comes, the title company contacts TitleVerify (as the recorded deed instructs). The team verifies the owner using the original contact information from enrollment, files the release prepared on day one, and updates the folder to Released. Anything out of the norm escalates to Alan. No part of this step is automated — by design.