Welcome to The Notary Group!

Thanks for asking us to help you with your transaction. We look forward to working with you.

This guide sets out the terms of our work with you. Please read it carefully. It will take 3-5 minutes to complete. We’ll walk you through everything step-by-step so there are no surprises.

If you have questions, contact us:

• Phone: 250-763-1923
• Email: [email protected]
• Secure portal: clients.clio.com

Your Team

Your team may include REALTORS, brokers, BC Notaries, conveyancers, accountants, lenders, appraisers, surveyors, litigators, and others.

But remember — this is your transaction.

You are responsible for:

• finalizing your contract, including removing subjects
• understanding your contract and arrangements
• being available
• completing your part of the work
• organizing your money for delivery to The Notary Group 2-3 days before closing
• instructing your team
• keeping copies of your important documents
• dealing with any issues that arise

Never assume your team knows what you know — always confirm.

Real estate transactions are rarely simple. Be prepared for complications, including last-minute issues that may affect timing or cost.

The more organized you are, and the more time available, the smoother the process will be.

We will begin acting for you once this agreement is signed.

Fees and Costs

You are responsible for:

• our fees (which may change depending on the work required)
• third party costs we incur on your behalf (even if you arranged them elsewhere)
• rush fees charged by us or others
• required deposits or holdbacks
• any penalties or interest
• any other amounts required under your Contract, or by your lender (if any)
• insurance costs, or proof of coverage
• all applicable taxes (including any reassessments made after closing)
• adjustments (shared costs between buyers and sellers)

Government agencies can reassess taxes at any time. Any additional taxes, penalties or interest are your responsibility.

Our work is covered by professional liability insurance. Any claim is limited to the available insurance coverage. A copy is available on request.

Additional fees may apply in situations such as:

• back-to-back transactions (sale and purchase on the same day)
• rush files (where we have less than two weeks until the completion date
• using a non-standard lender (such as private lenders or internet banks)
• use of a Power of Attorney,
• deceased owners on title
• additional payouts from your mortgage funds (such as credit card payments)
• this is not an exhaustive list, but are common examples

Funds do not move instantly. Banks may place holds or cause delays that affect timing.

You must provide funds by bank draft at least two business days before completion. You are responsible for arranging your funds on time.

Some costs may only become known during or after the transaction. You agree to pay those amounts.

We may transfer funds electronically where required. We take reasonable precautions, but you remain responsible for ensuring funds reach their destination unless the loss is caused by our error.

What We Do (and Don’t Do)

We will:

• provide you with a title search
• provide a plan, if one is available
• order a municipal tax certificate (if available)
• prepare required documents
• help with signings
• negotiate closing undertakings
• receive and disburse trust funds
• register the title documents
• report to you after registration

Unless we agree in writing we do NOT:

• remove subjects or finalize your Contract
• review, advise on or amend your Contract
• conduct detailed title analysis beyond identifying registered items
• advise on financing or insurance
• provide tax advice
• guarantee clear title
• verify information provided by third parties

We are happy to help you with additional work, if you ask us in writing for help.

If you ask us to do additional work, we will charge for it. You are responsible for paying those additional amounts.

We are not insurance agents, accountants, inspectors, appraisers or surveyors. You must hire and pay for those services separately.

Your Contract and Due Diligence

You confirm that:

• you have read and understand your Contract
• your Contract reflects your full agreement
• there are no side agreements

You also confirm that:

• you have reviewed the title before finalizing your Contract
• you have received and reviewed any charges or notations you had questions about
• you understand these charges and notations can negatively impact your use or the value of the property

You are responsible for your own due diligence.

If you chose not to complete appropriate due diligence before signing your Contract, you accept the risks and costs of that decision.

If you are using a lender, you are responsible for ensuring your financing is in place, on time.

You are responsible for possession arrangements, including setting up utilities, gaining access to the property (including getting keys) and moving.

Fraud, Security and Other Legal Requirements

Real estate transactions involve large sums of money and are a common target for fraud.

All funds are held in trust and handled in accordance with professional and legal requirements.

We take steps to protect you, but you also play an important role.

Identity Verification & Legal Requirements

We are required by law to verify your identity and collect certain information about you and your transaction.

This includes requirements under federal anti–money laundering legislation and may include questions about:

• your identity and citizenship
• the source of your funds
• whether anyone else has an interest in the transaction

We may also be required to report certain information to government authorities.

Third Parties & Beneficial Ownership

If anyone else is involved in this transaction (for example, providing funds or having an interest in the property), you must tell us.

Some transactions require disclosure of beneficial ownership or third-party interests in government registries.

Email & Communication Risks

Email and text messages are no longer secure.

Fraudsters could:

• impersonate our office or another professional
• send fake instructions to redirect funds

We will not accept instructions to change financial arrangements or payments by email.

If you receive any emails or texts from us dealing with your money, you must contact us directly by phone to confirm.

Your Responsibilities

You must:

• provide accurate and complete information
• tell us about anyone else involved in the transaction
• verify any payment instructions directly with us
• contact us immediately if something seems suspicious

Our Role

We take reasonable steps to protect your transaction, but we cannot guarantee that fraud will not occur.

Working together is the best way to reduce risk.

Providing Information

You have one piece of current, government-issued ID with a photo on it, such as a BC Driver’s Licence, separate BC Services Card,

You can prove that you are a Canadian citizen or permanent resident. You can use a Canadian passport, SIN Card, Canadian Citizenship Card, Canadian Permanent Resident Card or Canadian Birth Certificate for this.

You understand that your ID and your proof of citizenship must be two separate pieces of identification.

Now that fraud is so prevalent, we will ask you to verify your ID using a trusted online service.

Lenders and others may have additional identification or verification requirements.

We may refuse to act if you do not meet these requirements.

You are responsible for all statements, declarations and certifications. False information can result in penalties or other legal consequences.

Communication and Privacy

We will need to collect, use and share your personal information with others involved in your transaction, including:

• your REALTOR
• your lender or broker
• insurance providers
• title insurers
• the other party’s legal representative
• title registries

By hiring us, you consent to this.

We will not share your information with anyone else without your written permission, unless it is reasonably required for your transaction.

You can review our privacy policy at www.thenotarygroup.ca/privacy.

Electronic communications (emails, text, etc.) are not always secure. Do not send sensitive information or changes to your instructions by email. Please use our secure client portal, which you can access at clients.clio.com.

Who Else is Helping You

If someone will be helping you with this transaction, please tell us.

Examples:

• family member
• friend
• advisor
• Attorney under a Power of Attorney

We will not share information with them unless you authorize us to do so.

We will rely on instructions only from you, unless you authorize someone else in writing.

• when funds are received, processed or released by banks or other parties
• the exact timing of completion, funding or possession
• last minute requests from lenders or other parties
• the disclosure of needed information from others
• whether and when others will provide needed documents, or comply with other requirements

Ending our Services

You may end our services at any time by telling us in writing.

You remain responsible for all fees, expenses and taxes incurred.

We may stop acting for you if:

• you do not cooperate
• you are abusive to staff
• continuing would be unlawful or inappropriate
• you threaten us
• you refuse to pay us

We are required to report suspected fraud.

Let’s Go!

You’re all set. We’ll get started on your file once you submit this form.

If you do not wish to hire us, please do not submit this form and contact us immediately so we do not incur any costs on your behalf:

• Phone: 250-763-1923
• Email: [email protected]
• Secure portal: clients.clio.com