Buyers’ signature phase
After creating a new offer, you will see a view where you can manage the purchase offer. The offer is not automatically sent for electronic signature, and its status is Waiting for buyers' signature selections.
Once you have created the purchase offer, the following actions are available:
- Preview – You can open and preview the offer and its attachments directly in your browser.
- Send for preview – You can send the offer to the parties for preview. An offer sent this way cannot be electronically signed. You can remove a recipient by clicking the X next to their name if you do not wish to send the preview to them.
- Download – Allows you to download the offer you created or archived along with its attachments. This can be useful, for example, when you need to print a document for manual signing.
- Select electronic signatories – Allows you to choose which of the buyers you want to send the offer to for electronic signature. Recipients signing electronically will receive a signature link via email to the Signicat signing service to sign the agreement.
- Select manually signing – Here you can select who has manually signed the offer (or its attachments) and archive the signed documents. When uploading documents, you can also mark which document(s) belong to the actual purchase offer and should be sent to the counterparty for signing. For example, PEP forms or powers of attorney that are only for archiving should not be marked.
- Go back to editing – Returns the offer to edit mode if, for example, the client notices something that needs correcting after review. Once returned to edit mode, the signature status resets and any previously sent signature links stop working. After editing, you can send the offer for signature again with the updated information.
Please note that some buyers may sign electronically while others sign manually. Further below in this article you can find more details on how the different signing methods are used.
Once all signatures have been collected, the offer is never automatically forwarded to the counterparty. It always requires an action from the agent. For this reason, the agent will receive an email notification once all buyers have signed, so they know they can proceed to the next step.
Sellers’ signature phase
Once all buyers have signed the offer, the status updates to Waiting for broker's confirmation. The offer is not automatically sent for approval, so you may first check with the sellers how they wish to respond:
- Send for preview – If you wish, you may first send the offer to the sellers for preview. Note that electronic signing is not possible from the preview.
- Proceed to reject – If the counterparty does not want to accept the offer, you can proceed to reject it. This action cannot be undone, so we recommend obtaining written confirmation from the rejecting party (e.g., by email). You also cannot create a counteroffer for a rejected offer.
- Create counter offer – Opens a new counteroffer based on the original offer. With a counteroffer, you can adjust the terms of the offer (e.g., price), and the offer process restarts from the beginning—starting with collecting signatures from the party creating the counteroffer.
- Continue to select signature methods – Opens the signature process where you choose the signing method for the sellers. The offer is either sent to them for electronic signing or you record that it has been manually signed.
Marking the offer as completed
Once all parties have signed the offer, it is important to ensure that the offer status updates to Accepted. If the status is still Awaiting mark as complete (this occurs when the final signature was done manually), click the Mark as complete button at the bottom of the offer. After this, the listing is updated to Reserved status, and you can proceed to fill in the transaction details.
Once the offer status is Accepted, all parties to the transaction who have an email address saved in the CRM will receive a copy of the signed offer. The only exception is when, in the case of a housing company share purchase, it has been marked that the buyer should not automatically receive the acceptance notice.
Electronic signing
When you click Select electronic signatories, a view opens where you can choose who will receive the signature invitation.
If one or more people have already signed the document (manually and/or electronically, as shown below), you can select which version of the document you want to continue sending for signature. The selection does not matter, as all versions are archived and the content can be verified as identical.
After making your selections, choose Send signature invitation.
After sending the invitations, you can monitor each person’s signature status next to their name.
If someone cannot find their signature invitation, you can copy their personal signing link using the icon below their signature status, and send it manually—for example via email or text message.
If needed, you can interrupt the electronic signing process and switch the signing method to manual signing by clicking Interrupt electronic signature invitations. After interrupting, the system stores the document versions with the signatures already collected, and the pending signature invitations are cancelled.
Manual signing
Under the Download button, you can choose which offer documents you want to download and print for manual signing. You can decide whether you want the manual signatures on the unsigned version or on a partially signed version, if someone else has already signed it electronically.
Tip: If the client cannot sign the offer electronically but is able to print it for manual signing, you can send the offer to the client for printing and signing via the Send for preview function.
By clicking Select manually signing, you can choose who has manually signed the offer and any related attachments.
In the Upload signed offer documents field below, you can upload or drag and drop the manually signed offer documents. Before uploading them to Linear, we recommend naming the files clearly so they are easier to locate later if needed.
Mark which of the uploaded documents belong to the actual offer. For example, PEP forms or powers of attorney that are uploaded for archiving purposes only should not be marked.
Finally, click Confirm.
If a person has manually signed a document that has already been uploaded to the property’s offers, you do not need to upload it again. Instead, you can use the Select document function.
First click Select manually signing and select the people whose signatures appear on the documents.
Then click Select document and choose the correct document from the list below—the one containing the signature(s) of the person or people you selected.
Finally, click Confirm.
Offer conditions were not met
If a conditional purchase offer has been accepted for a listing—such as “Sale of buyer’s own apartment” or “Obtaining financing”—and the conditions are ultimately not met, the offer can be updated afterwards to the status Offer conditions were not met.
Updating the status helps keep purchase offers easier to compare, especially in situations where multiple offers have been submitted for the same listing. In addition, the individuals who made the offer can then be manually removed from the sanctions list checks, if the feature is enabled for the brokerage.
You can change the offer status as follows:
- Go to the Purchase offers section.
- Click the Actions button for the relevant offer.
- Select Mark that conditions were not met.
If needed, the offer can later be restored to the Accepted status as follows:
- Go to the Purchase offers section.
- Click the Actions button for the relevant offer.
- Select Remove mark that conditions were not met.