Step 2 — Find your closings

I'm uploading a list of my closed transactions for [YEAR]. You have read access to my [Gmail / Outlook] email.

For each deal on my list, search my email for the client's name and the property address. Confirm my side (listing, buyer, or both), my client's name(s), and the close date. Only record my clients, never the other side.

Add any [YEAR] closing you find in my email that's missing from my list. Flag any deal you can't find in my email.

Give me Closings [YEAR].csv with these columns: Client Name(s), Property Address, City, State, Zip, Side, Close Date, Title Company, Found In. Then tell me how many you confirmed, how many you added, and how many you couldn't find.

My [YEAR] settlement statements are [in my Dropbox / Google Drive folder: FOLDER NAME] [uploaded to this chat]. My name is [YOUR NAME] and my brokerage is [BROKERAGE].

For each statement:
1. Find my name or brokerage to work out my side: listing (I represented the seller), buyer, or both.
2. Record only my client's details: the sellers if I was the listing agent, the buyers if I was the buyer's agent, both if I represented both. Never record the other side's names or contact info.
3. Record my client name(s), the property address, my side, the close date, and the title company. If my client's email or phone appears, add it.

If you can't tell which side I was on, flag the statement instead of guessing.

Give me Closings [YEAR].csv with these columns: Client Name(s), Property Address, City, State, Zip, Side, Close Date, Title Company, Email, Phone, Found In. Tell me how many closings you found and how many you flagged.

My [YEAR] signed purchase agreements are [in my Dropbox / Google Drive folder: FOLDER NAME] [uploaded to this chat]. My name is [YOUR NAME] and my brokerage is [BROKERAGE].

For each contract, open only the final signed purchase agreement and any addendum that changes the buyers, sellers, price, or closing date. Don't read every document in the folder.

1. Find my name or brokerage in the agency or agent section to work out my side: listing (I represented the seller), buyer, or both.
2. Record only my client's details: the sellers if I was the listing agent, the buyers if I was the buyer's agent, both if I represented both. Never record the other side's names or contact info.
3. Record my client name(s), the property address, my side, and the scheduled closing date. If my client's email or phone appears, add it.

If you can't tell which side I was on, flag the contract instead of guessing.

Give me Closings [YEAR].csv with these columns: Client Name(s), Property Address, City, State, Zip, Side, Scheduled Close Date, Email, Phone, Found In. Tell me how many contracts you found and how many you flagged.

You have read access to my [Gmail / Outlook] email. I'm a real estate agent and I want to rebuild a list of every transaction I closed in [YEAR]. My name is [YOUR NAME].

Search my email from January 1 to December 31, [YEAR] for emails that signal a closed deal: closing disclosures, settlement or ALTA statements, "recorded," "funded," "closed," escrow emails from title companies, and commission disbursement emails from my brokerage.

My title/escrow companies: [LIST]
My escrow officers: [NAMES]
My brokerage: [BROKERAGE]
My TC: [NAME AND EMAIL]
Folders or labels where I file closings: [NAMES, OR "none"]

Run several searches and page through every result. Same address and close date = one deal.

For each deal, work out my side (listing, buyer, or both) and record only my clients. Escrow emails name both sides. Never record the other side's names or contact info.

You can see that an email has an attachment, but not what's inside it. If a deal's details are only in an attachment, record what the email itself says and flag that deal.

Give me Closings [YEAR].csv with these columns: Client Name(s), Property Address, City, State, Zip, Side, Close Date, Title Company, Found In. Tell me how many closings you found, and mark anything you're unsure about. Don't guess.