---
title: Westwood Process
description: Completed DocuSign Returned Agent Sends Completed Documents 3 Days Prior to Firm On Firm Date 30 Days Prior to Tarion Notice of Delay Date   Mortgage Letter Received Deposit Received Close Date (First
---

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2. [New Home Operations](https://info.regoteam.com/knowledge/new-home-operations?hsLang=en)
3. [Westwood](https://info.regoteam.com/knowledge/new-home-operations?hsLang=en#westwood)

# Westwood Process

New Worksheet Received

1. **Worksheet received** via ticket from agent or  [newhomescoordinator@regorealty.ca](mailto:newhomescoordinator@regorealty.ca)
2.  Operations Support **changes ticket status** from New \> In Progress 
     1. Type = New Homes Offer Worksheet
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. **Fill form** for new offer worksheet: [https://share.hsforms.com/1IIOl-0wBR2eVMZ2acOqlPw1ig2u](https://share.hsforms.com/1IIOl-0wBR2eVMZ2acOqlPw1ig2u) 
            1. This automatically creates a HubSpot deal
     2. Create sale in** [DealPortal](https://info.regorealty.ca/knowledge/westwood-deal?hsLang=en)**
     3. Send **DocuSign**
     4. Update **New Homes Tracker**
     5. Change Deal Status from Worksheet Received to **Pending Execution** 
            1. Add date the signing was sent and amount
            2. Add irrevocability date 
                     1. If the signing is not complete by buyer, operations follows up daily
4. **Close Ticket ** 
     1. If the deal is still in Pending Execution stage, HubSpot will automatically send Reminder email to client to sign in 24 hours
5. Client will receive an automated **[Pending Execution Email](https://2540262.hubspotpreview-na1.com/_hcms/preview/content/106937837096?portalId=2540262&_preview=true&cacheBust=0&preview_key=PERWGcbb&from_buffer=false)**

**Completed DocuSign Returned**

1. Completed DocuSign notice **received as a ticket**
2. Operation Support **changes ticket status** from New \> In Progress 
     1. Type = DocuSign Complete
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. Verify **Tarion dates**
     2. Verify **Conditional, Irrevocability, Completion date **
     3. Verify **Signing blocks**
     4. Fill and Print **Ridgeview cover sheet **
     5. **Print** on Legal for Vong with Cheque, Print ID (Drivers License, P/R, Passport) 
            1. Ensure Cheque and ID have Lot # \_\_\_\_ written
     6. **If cheque has not yet been received, send email to Purchaser following-up**
4. **Close Ticket**

**Agent Sends Completed Documents**

1. Agent will scan to [newhomes@regorealty.ca](mailto:newhomes@Regorealty.ca)
2. Operations receives** a ticket**
3. Operation Support **changes ticket status** from New \> In Progress 
     1. Type = Conditional New Homes Deal
     2. Classification = Westwood
4. Operations Support **completes tasks** for transaction 
     1. Update **DealPortal**
     2. Update **NewHomes Tracker**
     3. Change **Deal Status to Conditional** 
            1. Add conditional date and firm date
     4. **Close Ticket**
5. Client will receive an automated**[Conditional Email ](https://2540262.hubspotpreview-na1.com/_hcms/preview/content/106938099538?portalId=2540262&_preview=true&cacheBust=0&preview_key=HWxkwxuL&from_buffer=false)**

**3 Days Prior to Firm**

1. **Ticket will automatically get created for** Notice of Fulfillment Required - Westwood 
2. Operation Support **changes ticket status** from New \> In Progress 
     1. Type = Notice of Fulfillment
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. Prepare **Notice of Fulfillment**
     2. Send via **DocuSign**
     3. Notify Agent that Notice of Fulfillment has be sent
     4. **Close Ticket**

**On Firm Date**

1. **Ticket will automatically get created** on Firm Date to Operations Support
2. Operation Support **changes ticket** **status** from New \> In Progress 
     1. Type = Firm New Homes Deal
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. Update **DealPortal**
     2. Update **NewHomes Tracker**
     3. Add to **Lone Wolf**
     4. Change Deal Status to Firm  
            1. Add Occupancy/Close Date from Tarion Agmt
            2. Add Notice of First Delay from Tarion Agmt
            3. Flag if Mortgage Letter is Received - Yes/No 
                     1. **Client will receive an automated [Firm Email ](https://2540262.hubspotpreview-na1.com/_hcms/preview/content/106939219477?portalId=2540262&_preview=true&cacheBust=0&preview_key=PLRAOvOJ&from_buffer=false)**

1. 1. 1. Flag if Deposit Cheque is Received - Yes/No
     2. Accounting is notified that the deal is firm
     3. **Close Ticket**

**30 Days Prior to Tarion Notice of Delay Date**

1. **Agent will receive an automated email reminder to contact George**

 

**Mortgage Letter Received**

1. Mortgage letter received from client
2. Operation Support **changes ticket status** from New \> In Progress 
     1. Type = Mortgage Letter Received
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. Update **DealPortal**
     2. Update **NewHomes Tracker**
     3. Change **Mortgage Letter flag on deal to Yes**
     4. Close **Ticket**
4. **Accounting receives notice this is Coop Qualified**

**Deposit Received**

1. Operations Support receives ticket that deposit is received or receives deposit and scans to newhomes@regorealty.ca 
2. Operation Support **changes ticket status** from New \> In Progress 
     1. Type = Deposit Received
     2. Classification = Westwood
3. Operations Support **completes tasks** for transaction 
     1. Update **DealPortal**
     2. Update **NewHomes Tracker**
     3. Change **Deposit Received on deal to Yes**
     4. **Close Ticket**

**Close Date (First tentative close date)**

1. **Accounting will automatically be notified this is closed to pay the agent**

 

**Associated Workflows: **

[**New Worksheet Received**](https://app.hubspot.com/workflows/2540262/platform/flow/344717931/edit)

[**Deal Creation**](https://app.hubspot.com/workflows/2540262/platform/flow/344731177/edit)

[**Ticket Status Updates**](https://app.hubspot.com/workflows/2540262/platform/flow/344804269/edit)

[**Automatic Emails**](https://app.hubspot.com/workflows/2540262/platform/flow/346844825/edit)

**[Firm Deal Ticket Creation](https://app.hubspot.com/workflows/2540262/platform/flow/346841211/edit)**

[**Notice of Delay Notification**](https://app.hubspot.com/workflows/2540262/platform/flow/346794038/edit)

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