General HIP Site FAQ/Process

Overall Processes for HIP Sites

Deal Portal:

1. Follow normal steps of sending a deal. Once the deal is conditional, in Deal Portal:

- Add all signed documents into the 'Documents' Tab (do not include OREA paperwork, or Worksheets)

- Mark the conditional and firm date under the 'Builder' Tab

- On the Matrix, mark the deal as 'Conditional'
- Follow-up on outstanding cheques/EFT information.

2. When the deal is Firm:

- Mark the deal as 'Firm' on the Matrix, and ensure the signed documentation is uploaded.

- Ensure all Parking/Lockers are noted in the Sale.

- EFT information must be collected prior to the deal being Firm.

 

Naming Paperwork:

1. 601–APS
2. 601–RECEIPT
3. 601–ACKNOWLEDGMENT
4. 601–DEPOSIT – if there are multiple deposits that are copied, list which deposit they are ie. Deposit 2-4
5. 601–MORTGAGE LETTER
6. 601–CO-BROKE
7. 601–WORKSHEET
8. 601–AMENDMENT – Name Change
9. 601–SELECTIONS
10. 601–SELECTIONS DEPOSIT
11. 601-VOID CHEQUE/DIRECT DEPOSIT FORM

 

EFTs (Electronic Funds Transfers):

1. EFT information (void cheque or direct deposit form) must be collected prior to the deal going 'Firm' as this is required to pull their deposits.

2. Once collected, send the Void Cheque/Direct Deposit Form to Robins Appleby/HIP; and add to the 'Documents' Tab in Deal Portal.

3. Mark off on the spreadsheet once this has been provided by the purchasers.

 

Receiving Cheques:

1. Check which deposit has been received, and write the project name, tower, suite number and what deposit number it is on the cheque

2. Copy, and scan into the file on the google drive, and put in the folder up front for whatever project.

3. In Deal Portal, upload the scanned copy in the 'Documents' Tab, and then in the 'Deposits' Tab, mark as 'Sales Received'.

 

Assignment/Amendment Paperwork:

• This will be used for all HIP sites when a deal is firm (whether is it an assignment or just a title amendment) - you can see an outstanding list in the drive in a spreadsheet called “Assignments/Amendments for RA”.
• Please mark their progress as you receive items to complete them. The official steps are as follows:

1. You will email the purchasers the following template to let them know what information is needed:

Hello,

I hope this email finds you well. In order to complete your required amendment, we will require the following items from you:

1. The purchaser and assignee enter into an assignment consent agreement with the vendor.
2. The assignees to provide a mortgage commitment letter or proof of funds in an amount sufficient to complete the transaction of purchase and sale (this can be a pre-approval as well)
3. To prepare the assignment consent agreement, kindly provide: A scanned copy of one (1) piece of valid photo ID for the assignees (eg. driver’s licence or passport), The full name, date of birth, current mailing address, email address and telephone number of the assignees; and The name, mailing address, email address and telephone number for the solicitor acting for the assignees.
4. There will be a fee to do this; it will be $450.00 + HST ($508.50); payable via bank draft to Robins Appleby LLP In Trust. The draft can be brought to my office and I will provide it to the builder:

618 King St W

Kitchener, ON

N2G1C8

Office hours:

9-8 Mon-Thurs

9-5 Fri-Sun

If you have any questions, please let me know.

Thank you,

1. After you receive all of the information, you will need to fill out the form in DocuSign. I add all their information on the document as soon as I receive it (send it to yourself in DocuSign to fill out) then I send it for signing and execution once the mortgage letter and lawyer fee is received. Here is the blank form
2. If you would like any examples, here is one for switching the title to a company, adding a family member on title, or switching to a different person on title all together
3. Once the document is executed, please update the purchasers in DP, add all IDs and the executed agreement into DP, and send the executed to Christine and Audrey (aweaver_robapp.com).