A “Sample Letter To The Title Company From Law Office” is a formal communication. Law firms use it to give instructions or share information with title companies. This often happens during real estate deals. It could be for things like clearing up title issues or sending important documents.
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Sample Letter To The Title Company From Law Office
[Your Law Firm’s Letterhead]
[Date]
[Title Company Name]
[Title Company Address]
**Subject: Re: Title Search and Insurance Request – [Property Address] – [Client Name]**
Dear [Title Officer Name],
This letter serves as a formal request for a comprehensive title search and title insurance policy for the property located at [Property Address]. Our client, [Client Name], is in the process of [buying/selling/refinancing] this property.
We require a thorough search of the property’s title history, including all recorded liens, encumbrances, easements, and any other matters that may affect the title’s marketability.
Please provide us with the following:
* A preliminary title report (also known as a title commitment)
* An estimated cost for the title insurance policy
* Information regarding any exceptions to coverage
We anticipate the closing date to be on or around [Closing Date]. Please ensure the title insurance policy is in place by this date.
Kindly forward the requested information to [Your Email Address] or [Your Fax Number] at your earliest convenience.
Thank you for your prompt attention to this matter. We look forward to working with you.
Sincerely,
[Your Name]
[Your Title]
[Your Law Firm Name]
[Your Law Firm Contact Number]
How to Write Letter To The Title Company From Law Office
Subject Line: Concision is Key
- The subject line should be a pithy encapsulation of the letter’s purpose.
- Instead of verbose descriptions, opt for clear identifiers. Examples include: “Re: Property at 123 Main St – Title Defect Notification” or “Escrow Account Inquiry – Case #45678.”
- Including the property address and any relevant case or file numbers ensures immediate categorization by the title company.
Salutation: Professional Courtesies
- Begin with a formal salutation to maintain professional decorum.
- If you know the specific individual handling the matter, address them directly (e.g., “Dear Ms. Johnson,”).
- Otherwise, a generic yet respectful greeting such as “Dear Title Department,” is entirely acceptable.
Introduction: Frame the Issue
- The introductory paragraph should succinctly articulate the reason for your correspondence.
- Identify the property in question with its full address and any pertinent legal descriptions.
- Outline the core issue or request, whether it’s a title defect, an escrow discrepancy, or a request for documentation.
- Strive for perspicacity; clarity prevents protracted back-and-forths.
Body Paragraphs: Substantiate Your Claims
- This section comprises the substantive core of your letter.
- Present your arguments or findings with precision and logical coherence.
- If addressing a title defect, meticulously detail the nature of the encumbrance, referencing relevant legal documents, recording information, and statutes.
- For escrow inquiries, provide specific transaction dates, amounts, and any discrepancies observed.
- Employ a judicious tone, avoiding accusatory language while unequivocally stating your position.
Request or Demand: State Your Expectations
- Explicitly delineate the action you expect the title company to undertake.
- Whether it’s curative action to resolve a title defect or a disbursement of escrow funds, leave no room for ambiguity.
- Provide a reasonable timeframe for compliance. A phrase like “We anticipate a response within ten business days” sets a clear expectation.
Enclosures: Bolstering Your Position
- List all accompanying documents at the end of the body paragraphs.
- Examples include copies of deeds, surveys, court orders, or any other material substantiating your claims.
- Referencing enclosures in the body of the letter (“see Enclosure A, Deed Book 123, Page 456”) creates a cohesive and easily navigable document.
Closing: Formal Farewell
- Opt for a conventional closing that reinforces professionalism.
- Acceptable options include “Sincerely,” “Respectfully,” or “Very truly yours,”.
- Follow with your full name, law firm name, and contact information.
- Including your bar admission number can further enhance credibility.
Frequently Asked Questions: Sample Letter to Title Company from Law Office
This section addresses common inquiries regarding sample letters sent from law offices to title companies. It aims to provide clarity on the purpose, content, and context of such correspondence.
1. Why would a law office send a letter to a title company?
A law office typically sends a letter to a title company to provide instructions, request information, address title issues, or provide legal opinions related to a real estate transaction.
2. What information is typically included in such a letter?
These letters generally include the property address, client name, transaction details, specific requests or instructions, and relevant legal references or documentation.
3. What type of title issues might a law office address in a letter?
Common title issues addressed include liens, encumbrances, boundary disputes, easements, and any discrepancies found during a title search that could affect the transfer of ownership.
4. How formal should the tone of the letter be?
The letter should maintain a professional and formal tone, using clear and concise language to ensure accurate communication and avoid misunderstandings.
5. What is the best way to ensure the title company acts on the letter’s request?
Ensuring clarity in the instructions, providing all necessary supporting documentation, and following up with the title company to confirm receipt and action are crucial steps.