An agent turns the intake asset schedule into a funding checklist, drafts the retitling letters and keeps track of every institution still to answer.
A trust that has been signed but never funded is a quiet problem. The deed still names the old owner, the brokerage account still carries the client's own name, and the paperwork that would have moved each asset sits in a folder waiting for someone to chase it. The agent starts from the asset schedule gathered at intake and turns it into a funding checklist with one line for every transfer the attorney has asked for.
Each line records the asset, the institution, the form or letter needed, who prepares it, who signs it and where it stands. The agent drafts transmittal letters and retitling requests from your firm's own templates, then tracks the replies. When a bank has not answered within the interval your firm sets, the line rises to the top of the paralegal's list with a follow-up draft attached.
Which assets belong in the trust, how a deed should read and whether a transfer carries any consequence for the client are questions for the attorney, and the agent does not answer them. It keeps the checklist current and visible, so those decisions get made and then carried out.
The agent reads the schedule gathered at intake and the attorney's funding notes, then produces a checklist grouped by institution. The attorney reviews it and strikes or adds lines before any letter is drafted.
Letters and forms are drafted from your templates and held in a queue. A paralegal reads each one, obtains the attorney's sign-off where it was requested and sends it through the firm's own channels.
Replies are logged as they arrive. Open lines come forward on the schedule your firm sets, and the attorney receives a status summary when the checklist is complete or when a line has stalled.
A couple's residence is meant to move into their revocable trust. The agent adds the deed line, lists the recording items the paralegal confirms with the county office, and adds a line for the mortgage servicer and the homeowner's insurer. Whether the transfer raises any question with either is flagged for the attorney. The line stays open until the recorded deed is in the file.
A client holds accounts at a bank, two brokerages and a credit union, and each wants a different form and a different return method. The agent keeps one row per account with the form name, the date the request went out and the reply received. The paralegal no longer hunts through email to learn which institution is still silent.
Some assets are not retitled at all, because the attorney wants a beneficiary designation reviewed instead. The agent lists these on their own, drafts the request for the institution's forms and routes completed paper to the attorney, who decides what the designation should say. The agent never proposes the wording.
A client owns an interest in a closely held company whose operating agreement may set its own transfer steps. The agent adds a line to obtain the agreement and any consent it calls for, then assigns the reading to the attorney. The checklist stays open on that item until the attorney records the outcome.
That belongs to the attorney. The agent works from the asset schedule and the instructions your attorney writes into the file, and it adds nothing on its own. An asset that appears on the schedule with no instruction is marked as waiting on a decision, not assumed.
Each institution gets its own row and its own template slot. You supply the forms or wording your paralegals already use, and the agent fills in client and account details from the file. Where an institution's form is not yet in your library, the row is flagged so someone can obtain it first.
After the interval your firm chooses, the line moves up the paralegal's or trust administrator's list with a second request already drafted. The paralegal decides whether to send it, telephone the branch or bring in the attorney. The agent does not contact the institution itself.
It tracks that a recorded copy has come back and attaches it to the line. Reading the deed for accuracy, and judging whether it does what the attorney intended, remains a person's job. The agent can show the written instruction beside the recorded copy to make that review quicker.
It connects to the matter record and document store you use now, within the access settings your firm already maintains. In the first conversation we ask what you run today, and we say plainly if a connection looks difficult before anyone commits.
Some firms point the agent at a list of past matters to find trusts whose checklists never reached closure. The result is a worklist for the attorney, who decides whether and how to contact each client. Nothing goes to a client from that list without attorney approval.