The idea of a paperless closing office sounds appealing — no more printing stacks of documents, chasing wet signatures, or scanning executed agreements back into the system. But for many closing agents and title professionals, the transition feels daunting. Where do you start? What tools do you need? What about clients who aren't tech-savvy?
This guide walks you through the process step by step.
Step 1: Audit Your Current Paper Trail
Before eliminating paper, you need to understand where it's coming from. Walk through a typical closing transaction and list every document that gets printed, signed, scanned, or mailed. Common culprits include purchase agreements, disclosure forms, HUD statements, deeds, and lender packages.
Categorize each document as: (a) must remain paper by law, (b) can be handled electronically, or (c) already digital but being printed unnecessarily.
Step 2: Choose Your Document Management Platform
Your closing software is the foundation. Digital RE and Close IT Plus already manage your deal files digitally — contacts, documents, and transaction details are all stored and organized within the platform. If you're not fully utilizing these features, start here before adding any new tools.
Step 3: Add Electronic Signatures
This is the single biggest step toward a paperless office. Once documents can be signed electronically, the need to print and scan virtually disappears for most transaction types.
REMMIS eSign integrates directly with Digital RE and Close IT Plus — at the click of a button, your documents are uploaded to the signing interface with contacts, fields, and data pre-filled from the deal file. Your client receives a professional signing link by email and can execute documents from any device.
Step 4: Set Up Cloud Storage and Backup
Paper files have one advantage over digital ones: you can see them. Make sure your digital files are backed up automatically and accessible to everyone who needs them. Cloud storage solutions like Google Drive, Dropbox, or Microsoft SharePoint integrate well with most closing workflows.
Step 5: Train Your Team
The technology is only as good as the people using it. Run a few test transactions internally before going live with clients. Walk every team member through the signing workflow so they can guide clients confidently when questions arise.
Step 6: Guide Your Clients
Most clients — even those who aren't particularly tech-savvy — can handle electronic signing without difficulty. The key is a clear, friendly email explaining what they'll receive and what to expect. REMMIS eSign's signing interface is designed to be intuitive with no account or login required for the signer.
Step 7: Handle the Exceptions
A small number of documents may still require original signatures or notarization. Know which ones they are for your state and jurisdiction, and have a process for handling them without slowing down the rest of the transaction.
The Result
A fully paperless closing office doesn't happen overnight, but most teams find they can get 80–90% of the way there within a month of committing to the transition. The time savings alone — less printing, scanning, and physical filing — are typically worth it within the first week.
Start your free REMMIS eSign account today and take the first step toward a faster, cleaner closing process.
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