One file, start to finish.
A seller asks for proceeds to go to a new account. Here is what the office did, and the one page that landed in the file.
Sample — not a real fileThe change comes in.
Tuesday, 2:47 pm. The seller emails: proceeds should now go to a different account. The officer forwards the email to Veto. That forward opens the record.
May 21, 2:47 pm · by email
The office reviews like always.
The officer calls the seller back — on the number from the office file, not the number in the email. She compares the payoff demand. Each step is logged as she goes.
Payoff demand compared: current through May 24
One thing is still open.
The seller’s written authorization has not arrived. Veto does not hide that, and it does not decide what happens next. It records what is open, and it stays visible until the office closes it.
The office decides.
The officer holds the file until the authorization arrives. That decision — hers, not Veto’s — goes on the record with her name and the time.
Funds not released · Reviewed by M. Lane · May 21, 3:40 pm
One page lands in the file.
This is the Review Record — filed before the wire, not reconstructed after. If anyone asks later what the office reviewed, this is the answer.
| What changed | Seller asked for proceeds to go to a new account May 21, 2:47 pm · by email |
| What was checked | Callback to the number on the office file: completed · call note SR-19 Payoff demand compared: current through May 24 |
| Still open | Seller authorization: missing |
| Office action | Held: get seller authorization before release Funds not released |
The office’s review, at the time it happened. It does not prove account ownership.
Your next file could carry this page.
Forward one change on one real file. Do your review like always. The record writes itself as you go.
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