From file opening to closing: Building a stronger verification process

Client identity verification may happen near the beginning of a real estate file, but its value can extend throughout the transaction.

Information collected early provides a reference point as the file progresses. If details change, new instructions arrive, or something does not align, legal professionals have verified information to compare against.

A stronger verification process is therefore not just about completing an identity check. It is about building consistent habits from file opening through closing.

Start verification when the file opens

The earlier identity verification becomes part of the workflow, the earlier potential questions can be identified.

Making verification a standard part of file opening can help establish who the client is before the transaction progresses. It also creates a consistent process across files instead of leaving verification until a later stage.

As explored in why client verification belongs at the beginning of every file, early verification gives legal professionals more opportunity to address identity questions before deadlines become more pressing.

It can also set expectations with clients from the start. When verification is introduced as a routine part of onboarding, clients know what information is required and when they need to provide it.

Keep verified information as a reference point

Verification should not become disconnected from the rest of the file once the initial step is complete.

As a transaction progresses, client information, instructions, and circumstances may change. Most changes will have a reasonable explanation. But when something differs from the information established earlier, it may be worth taking another look.

For example, unexpected changes to contact information, identity details, or instructions can create a reason to confirm information before proceeding.

This is where knowing three fraud warning signs legal professionals should never ignore can help provide additional context. The goal is not to treat every change as suspicious. It is to recognize when something falls outside the expected pattern and may require further attention.

Build consistency into the process

A strong verification process should be repeatable.

If identity verification happens differently depending on the file, the person managing it, or the stage of the transaction, it can be harder to establish a reliable baseline.

Instead, legal practices can make a few core habits part of every file:

• Verify client identity early
• Follow a consistent verification process
• Keep verified information available as a reference
• Pay attention to material changes as the file progresses
• Revisit information when something does not align

Consistency can also support efficiency. When it is understood how consistent verification habits help reduce transaction friction, a predictable approach can help reduce avoidable follow-up and keep important questions from surfacing at more time-sensitive stages.

Keep verification active through closing

A file can change between opening and closing. That makes ongoing awareness important even after the initial identity check is complete.

If information changes unexpectedly, instructions do not align with earlier details, or a new concern emerges, legal professionals can refer back to the information established at the beginning of the file and determine whether additional verification is appropriate.

Even the strongest verification process cannot remove fraud risk entirely. But treating identity verification as part of the broader transaction workflow can help legal professionals maintain a clearer picture of the client from beginning to end.

The result is a process built around consistency: verify early, stay attentive to changes, and use established information to support decisions as the transaction moves toward closing.

Learn more

Building stronger verification habits starts with having a consistent way to confirm client identity early in the transaction. Learn how FCT Client ID Verification supports legal professionals with authenticated identity document verification, passport-chip scanning, and a secure mobile experience designed for legal real estate workflows.

Insurance by FCT Insurance Company Ltd. Services by First Canadian Title Company Limited. The services company does not provide insurance products. This material is intended to provide general information only. For specific coverage and exclusions, refer to the applicable policy. Copies are available upon request. Some products/services may vary by province. Prices and products/services offered are subject to change without notice.

®Registered Trademark of First American Financial Corporation.