When representing a buyer, you'll use Dotloop to organize transaction documents, complete contracts, collect electronic signatures, and submit documents to Dalton Wade's Compliance Team.
This guide walks you through the general process of setting up and managing a buyer transaction in Dotloop.
Important: Required documents, contracts, disclosures, and transaction templates vary by state. Always use the appropriate Dalton Wade office and applicable state-specific forms.
Log in to Dotloop.
Confirm that you're working within the correct Dalton Wade office profile.
If necessary, use the profile selector to switch to the office associated with your state.
Selecting the correct office helps ensure you have access to the appropriate brokerage templates and compliance requirements.
From your Dotloop dashboard, click Add Loop.
Enter the property address or an appropriate transaction name.
Select the suggested property address when available.
Choose the appropriate buyer-side transaction template for your office.
Add a property photo if desired.
Complete the setup and click View Loop.
Tip: If your buyer has not selected a property, you may initially name the loop using your client's name. Update the loop name to include the property address once the transaction is under contract.
For detailed instructions, see How to Create a New Loop in Dotloop.
Once your loop is created, you'll see folders containing transaction documents and required placeholders.
Depending on your office and transaction type, these may include:
Buyer representation documents.
Purchase contracts and addenda.
Required brokerage disclosures.
Property-related documents.
Earnest money deposit documentation.
Closing documents.
Commission Disbursement Authorization (CDA).
Documents marked Required must be addressed according to your office's compliance requirements.
Important: Do not assume every document in another state's transaction template applies to your transaction. Use the forms provided for your office and transaction type.
Adding transaction participants allows you to assign document fields and share documents for electronic signatures.
Open the applicable document.
Select Autofill when available.
Locate the participant roles.
Choose Select Person or Add Person to assign a participant.
Enter the participant's name, email address, and applicable role.
Repeat for additional participants as needed.
Common roles may include buyers, sellers, and agents.
Important: Each person who will electronically sign documents should have their own email address. Avoid assigning multiple signers to a shared email address.
Only add participants and contact information appropriate to your transaction. If you're representing the buyer, you generally do not need to send documents directly to the seller unless your transaction requires it.
Use the available Autofill fields to enter relevant transaction details.
Depending on the document and template, these may include:
Property address.
Buyer and seller names.
Purchase price.
Earnest money deposit.
Contract effective date.
Closing date.
Brokerage and agent information.
Review all information carefully before applying Autofill.
Some fields may populate automatically, while others will need to be completed manually.
Tip: Autofill helps reduce repetitive data entry, but you are still responsible for reviewing each document for accuracy and completeness.
Open the applicable purchase contract from your transaction folder.
Confirm you're using the correct contract for your state and transaction.
Complete the required fields.
Review the contract for missing information.
Verify that all necessary signature, initial, and date fields are included.
Save your changes.
Use the appropriate state-approved or brokerage-provided forms, and follow your managing broker's guidance for contract requirements.
Once the document is ready:
Click Save & Share or the applicable sharing option.
Select the participants who need to receive the document.
Confirm that each participant is assigned the correct role.
Choose the appropriate permission, such as Can Sign.
Verify that all signature and initial fields are assigned correctly.
Click Share.
Participants will receive an invitation to review and sign the document.
After sharing, monitor the document's status to confirm that all required signatures have been completed.
Important: Only share documents with the appropriate parties, and verify the recipients and permissions before sending.
As your transaction progresses:
Confirm that signed documents have been completed.
Upload any additional required contracts, disclosures, or supporting documentation.
Place documents into their appropriate transaction folders.
Replace required placeholders with the corresponding completed documents when necessary.
Archive unnecessary duplicates or unsigned copies when appropriate.
For additional instructions, see How to Add Documents, Forms & Contracts to Your Dotloop.
Uploading or signing documents does not automatically submit them to Dalton Wade's Compliance Team.
Once your documents are ready:
Click Submit for Review.
Select the applicable transaction folders.
Submit the documents for compliance review.
Confirm that the folder status changes to Needs Review.
If Compliance identifies missing documents or required corrections, review the notes, address the issues, and resubmit the affected folder.
Important: Outstanding compliance issues may delay CDA processing.
For additional guidance, see Dotloop Folder Statuses: What They Mean & When to Take Action.