Chase missing papers and remind deed signings
Quick summary
- Tomorrow's list is on the waiting-room desk. Two names have no confirmation. One cadastre paper from last week is still missing. Nobody rings them.
- This is not a new booking. They already have a slot, or they already owe a paper. The call confirms they will come, or asks whether the paper arrived.
- A signing needs the people named on the deed. A papers check needs the folder. A missing extract needs a yes, a no, or a callback — not a new form.
- It does not invent 11:05, release the hour if they miss the call, or name a tax from the reminder.
- It calls in the language of the booking. The SMS with the time and the paper list follows that language.
- Set the hours it may ring before the first name goes out. Do not leave a form or a tax on a voicemail.
TL;DR
Tomorrow you have a purchase signing, a papers check, and a power of attorney. Two names have not confirmed. Last week's cadastre extract never arrived. You are reading a deed, or the waiting room is already full. Nobody rings those names. An assistant works the list you give it: name, slot, one purpose. It asks whether they will come, whether the paper arrived, whether both people on a will will be there. It does not name a form. It does not name a tax. If they ask which is cheaper, it writes the question down and says the notary will go through the form at the appointment. It will not ring a neighbour about someone else's deed.
Key takeaways
- Start with tomorrow's signings that have no confirmation, and with papers that have sat missing past the day you marked.
- Confirm the visit that is already in the diary. Do not open a new file on this call.
- Write the questions once: will you come, did the cadastre paper arrive, will both people be there, is there a number on the file.
- Do not let it name 11:05, release the hour if they miss the call, or name a tax from the reminder.
- Call in the language on the booking. The SMS follows that language — 70+ languages.
- Set quiet hours and retries before the first name. Never leave a form or a tax on a recording.
Tomorrow’s list, still uncalled
The bound deed on the blotter is for a different file. Tomorrow’s pad has a purchase signing, a papers check, and a power of attorney. Two names have not confirmed. Last week’s cadastre extract is still a blank line. You have a reading in your hands, or the waiting room is already a row of red chairs. Those names will not ring themselves.
This is not the inbound problem. These people already spoke to you, or to the assistant. They already have a slot, or they already owe a paper. What they do not have is a confirm, and what you do not have is the extract.
If nobody calls, two things happen. You open the inner office and nobody is in the waiting room. Or a deed you already prepared goes cold because a paper was never chased.
This is not a new booking
The list is names you put on it. Each row has one purpose.
Confirm. Tomorrow’s visit is still on. Will they come. Will both people on a will be there. Do they still have the slot in mind.
Paper chase. Last week’s missing extract. Has it arrived. Should the office call. Not: can you sign without it. Not: shall we change to a gift.
A sibling’s power of attorney that appears on this call is a new job. Take a number. Do not add a second slot onto tomorrow. Do not advise the sibling’s paper from the reminder.
Late for this hour, if it appears here, is a flag to a phone, not a new gap squeezed over the reading.
Will they come — then the thing the slot needs
A signing needs the people named on the deed, with identification. A papers check needs the folder. A will needs both names if you booked two. A power of attorney needs the person who is actually leaving.
Ask the questions you typed, in that order, and stop. Extra helpfulness is how 11:05 gets invented, and how a tax creeps onto a confirm.
If they say the cadastre paper is still missing, that is a flag, not a confirm you finish with “then we can sign anyway”. Find the file. Note the missing paper. The office calls. Do not leave tomorrow on the van — there is no van. Do not leave tomorrow as if the paper had arrived.
If they say they never understood the form, note it. Do not explain the form. The notary does that at the appointment.
Do not invent 11:05, and do not name a tax
They will ask what time exactly. The answer is the slot already in the diary. 11:00. Not 11:05 to sound precise. The reading before them may run long.
They will ask the tax again, because they did not open the SMS, or because another office named a figure yesterday. The assistant does not name one. Not the old one. Not a new one. The office calls back.
They will ask to switch to a gift if they think it is cheaper. A yes on coming in is not a change of deed type. The assistant flags you. It does not switch the file on a reminder call.
Nobody answers — the hour stays theirs
A no-answer is not a no-show. The assistant retries in the window you set. It does not release the slot. It does not offer 11:00 to the next name. It does not leave a tax rate on a voicemail.
A note on the list: not reached, retry at, still on for tomorrow. You decide, in the evening, whether to keep the hour. The assistant does not decide from silence.
Quiet hours belong in the setup. Do not ring a buyer at 22:00 because the list was long.
The language on the booking
Call in the language stored on the visit. 70+ languages. The SMS with the time and the paper list follows that language. A Greek confirm after an English booking is a list they cannot pack.
If no language was stored, you pick a default and you will guess wrong some weeks. Store it on the inbound.
A relative may still be Greek on a file whose buyer is German. The confirm goes to the number on the visit, not to a neighbour, not to a spouse unless that number is the number on the file.
The rule it must obey
One purpose per row. Questions you wrote. No new file. No new form. No tax. No release from silence. No sibling from this call. Late-this-hour goes to a human.
The transcript is for what was not said as much as what was. If a rate appears, that line is a failure, even if they sounded pleased.
What you configure first
- Build the lists from your own files. Name, number on the file, slot, purpose, language, missing paper if you have it.
- Two lists, not one heap. Tomorrow’s confirms. Missing papers past the day you marked.
- Write the questions. Coming, paper arrived, both people, number on the file.
- Forbid 11:05, tax, form-switch, release on no-answer, voicemail advice.
- Quiet hours and retries before the first name goes out.
- The phone that should ring if they are late for this hour.
- Read the first week’s transcripts. That is where a helpful rate creeps in.
How CITT handles it
It works the list you gave it. It speaks the language on the row. It asks the questions you wrote. It texts the time and the paper list. It flags a yes, a move, a missing extract, a late arrival. It does not invent the rest.
What it will not do
It will not open a new deed from a reminder. It will not read a tax aloud. It will not match another office’s rate. It will not switch a purchase to a gift because they said cheaper in the kitchen. It will not cancel tomorrow because they missed one call. It will not ring a number that is not on the file. It will not say they can sign without the paper.
What these calls sound like
Name, slot, purpose, the questions, a refusal if they ask for a form, an SMS. There is no advice. There is no “while I have you, the sibling’s paper”. There is no 11:05.
If the assistant is friendly and still names a tax, last week’s file is now two numbers and you own both. Put the confirm on the slot that is already in the diary, and put the missing paper back on your phone.
Rates live on the pricing section of the home page. They are not repeated here.
AI receptionist, in-house staff, or a call centre
| CITT | In-house | Call centre | |
|---|---|---|---|
| Rings tomorrow's signings | Yes, from the list you give it | If they finish the reading they are in | If you export the names |
| Asks if they will come | Yes — that is the call | Yes, when they have a free minute | Often just reads the day |
| Asks about a missing cadastre paper | The questions you wrote, nothing else | If they remember to ask | A generic “still coming?” |
| Releases the hour if they do not answer | Never | Sometimes from a guess | Risk, if the sheet says no-show |
| Names a tax or a form on the reminder | No — only the slot already in the diary | Can see the file they already opened | Tempted to close it with a rate |
| Language of the booking | 70+ languages | Greek, and English if they have it | Whoever is on that shift |
| Late for this hour, on this call | Rings a human — not a new slot | Yes, if they hear it | May book the first gap |
What unconfirmed signings and missing papers cost a two-person office
Worked from these assumptions — change any of them and the answer changes:
- Two people. About 8 signings a week and 5 papers sitting missing. Put your own weekly counts in.
- This example assumes 1 signing a month finds nobody in the waiting room, so the hour is lost, and 1 unsigned file a month never comes back because a paper was never chased.
- A lost signing hour is not recovered the same day. A deed that would have been signed is about €450 here — replace that.
- This example uses only the lost deed, not the empty hour of two people. Add that column if you want it.
- One unchased file a month does not come back.
- 1 × €450 = €450 of work that month.
- Eleven months — 11 × €450. Put your own months in if you close in August.
About €4,950 a year from files that nobody chased, on those assumptions. Add empty signing hours if you want that column.
What it costs
CITT is pay as you go: no packages, no minimum, no contract. The current rates — the monthly fee per number and the per-minute rate — are on the pricing section of the home page, which is the only place they are published.
Frequently asked questions
Can it chase a cadastre paper that has been missing for a week?
Yes, if that name is on a list you built from your own files: name, number on the file, what paper, one purpose. The purpose is “has the paper arrived”, not “can you sign without it”. If they ask whether the signing can go ahead anyway, the assistant ends that part and flags you to call back.
What if nobody answers the confirm call?
The hour stays theirs. The assistant does not release the slot, does not offer it to the next person, and does not leave a tax on a voicemail. It can retry in the window you set. A no-answer is a note on the list, not a cancellation.
Can it offer a new form if they say the gift is cheaper?
No. This list is not a form conversation. A yes on coming in is not a change of deed type. If they want to change what they asked for, the assistant flags you. It does not switch a purchase to a gift on a reminder call.
They ask for a sibling's power of attorney on the same call. What then?
That is a new job. This list is not a new-file hour. The assistant takes a number and says someone will call back, or it points them at the published number. It does not add a second slot onto tomorrow from a reminder, and it does not advise the sibling's paper.
Can it ring a spouse's mobile about the signing?
Not unless that number is the number on the file. A signing chase to the wrong person is a privacy problem and a confused waiting room. Build the list from your own cards.
What language does it use on the chase?
The language of the original booking, if you stored it. 70+ languages. The SMS follows that language. See [pricing](/en/#pricing).
