Buying your first home in Petaluma can feel exciting and overwhelming at once. Once your offer is accepted, everything moves into escrow, and the steps can seem mysterious if you have never done it before. You deserve a clear, local roadmap that keeps you confident from day one through keys in hand. In this guide you will learn what escrow is, who does what, a realistic Petaluma timeline, local factors that affect timing, and how to avoid common delays. Let’s dive in.
What escrow means in Petaluma
Escrow is a neutral third party that holds funds and coordinates documents so the home can transfer from seller to buyer. In our area, escrow and title companies team up to manage money, prepare closing statements, run title searches, and issue title insurance. Your lender, if you have one, orders the appraisal and funds your loan at the end. Your agent keeps the process aligned and on schedule.
In California, the seller provides required disclosures. You typically have inspection and loan contingencies, which allow you to investigate the home and secure financing on a set timeline. Federal rules also require your lender to provide a Closing Disclosure at least three business days before you sign your final loan documents. These checkpoints protect you and keep expectations clear.
Step-by-step timeline from offer to keys
Every purchase agreement sets the exact dates, but most Petaluma escrows aim for 30 to 45 days. Here is what you can expect.
Day 0: Offer accepted and escrow opens
- Escrow is opened and you receive an escrow number and contact details.
- You deliver your earnest money deposit per the contract, often within 1 to 3 business days.
- Title is ordered so the preliminary title report can be prepared.
Days 1 to 3: Kickoff and scheduling
- Escrow sends an opening package and wiring instructions.
- The title company starts the title search and prepares the preliminary title report.
- You schedule inspections. General home, pest or termite, roof, sewer scope, and HVAC are common choices in Sonoma County.
Days 3 to 14: Inspections and early reviews
- You complete inspections within your inspection contingency window. Many contracts use 7, 10, or 17 days.
- If the home is in an HOA, the seller requests the HOA documents for your review. These can take 7 to 21 days to arrive.
- You and your agent review the preliminary title report for liens, easements, or other items that need attention.
Days 7 to 21: Appraisal and underwriting
- If you are financing, you complete your full loan application and your lender orders the appraisal.
- Appraisals in the Bay Area can take 1 to 2 weeks to schedule, longer in busy seasons.
Days 14 to 28: Negotiations and clear conditions
- If inspections uncover issues, you and the seller can negotiate repairs or credits.
- Title items are cleared and any liens are set up for payoff at closing.
- Your lender works through underwriting conditions. You provide any extra documents quickly.
Days 21 to 45: Final documents, funding, and recording
- Escrow prepares your final settlement figures. Your lender issues your Closing Disclosure, which you must receive at least three business days before signing.
- You sign closing documents. This is often in person with a notary. Remote options may be available.
- After your funds and the lender’s funds arrive, escrow submits documents for recording with the Sonoma County Recorder in Santa Rosa. Many files use e-recording, which can speed things up.
- After recording and confirmation that funds are disbursed, you receive your keys based on the possession terms in your contract.
Petaluma factors that affect timing
Local details can influence how quickly escrow moves. Knowing these helps you plan.
- HOA document turnaround. HOA packets often take 7 to 21 days. Request them immediately after acceptance.
- Wildfire and insurance. Some areas of Sonoma County fall in higher wildfire risk zones. Shop for homeowner insurance early and ask your lender what they require.
- Flood zones near the river. If the property is in a FEMA flood zone, flood insurance may be required. Confirm early to avoid last-minute issues.
- Septic and sewer. Rural or unincorporated properties may have septic systems that need inspection and permits. In-city properties connect to municipal sewer. Confirm which applies for your home.
- Utilities and services. Expect to coordinate PG&E for electricity and gas, and local water and sewer providers based on location. Set transfers to match your possession date.
- Market seasonality. In busy months, appraisers, inspectors, and lenders can book out. Schedule quickly after acceptance.
Sample 30-day escrow timeline
Use this as a planning tool if your contract targets a 30-day close.
- Day 0: Offer accepted. Escrow opens.
- Days 1 to 3: Earnest money delivered. Inspections scheduled. Lender receives your full loan file.
- Days 4 to 10: Home, pest, and any specialty inspections completed. Preliminary title report reviewed.
- Days 10 to 12: Repair requests and responses. Lender orders appraisal if not already ordered.
- Days 12 to 18: Appraisal completed. Underwriting conditions addressed quickly.
- Days 19 to 21: You receive your Closing Disclosure and start the three-business-day review clock.
- Days 22 to 26: Final loan approval. You arrange wire for remaining funds following escrow’s verified instructions.
- Days 27 to 29: Sign loan and title documents. Lender funds.
- Day 30: Recording with Sonoma County. Keys released per contract.
Sample 45-day escrow timeline
If you have HOA documents to review, complex title items, or lender backlog, a 45-day escrow provides more breathing room.
- Day 0: Offer accepted. Escrow opens.
- Days 1 to 5: Earnest money delivered. Inspections scheduled. Title search begins.
- Days 6 to 17: Inspections completed. Preliminary title report reviewed. Early repair discussions.
- Days 10 to 28: HOA documents arrive and are reviewed. Questions addressed with management.
- Days 14 to 30: Appraisal scheduled and completed. Underwriting in progress.
- Days 25 to 35: Repair or credit agreements finalized. Title issues cleared.
- Days 32 to 40: Final loan approval. Closing Disclosure issued and three-business-day clock starts.
- Days 41 to 44: Sign, fund, and prepare for recording.
- Day 45: Recording with Sonoma County. Keys released per contract.
Costs and who pays what
Escrow and title fees are typically split between buyer and seller by local custom, but everything is negotiable. The seller often pays for the owner’s title policy in many California markets, while the buyer usually pays loan-related title and lender fees. Your closing statement from escrow will show exact allocations for your deal.
For buyers, total closing costs commonly range from about 2 to 5 percent of the purchase price. This includes lender fees, title and escrow fees, prepaid taxes and insurance, and recording charges. Ask your lender for a Loan Estimate and request a draft settlement statement from escrow so you can plan with real numbers.
How to avoid common delays
You can shave days off your timeline with a few smart moves.
- Appraisal scheduling. Ask your lender to order the appraisal promptly and provide access details. Share recent comparable sales if allowed.
- Loan underwriting. Send complete documents up front and respond to requests within 24 hours. Keep your job and credit stable during escrow.
- HOA documents. If buying a condo or in a planned community, confirm the seller requested the HOA packet immediately. Plan time to review budgets and rules.
- Title surprises. If you are the seller or buying a home from a seller with liens or permits, work with the title officer early to plan payoffs and obtain releases.
- Pest or repair issues. Schedule a pest inspection early. If repairs are needed, get bids quickly so you can negotiate credits or repairs without delay.
- Wire fraud. Always verify wiring instructions by calling the escrow office using a number you trust. Do not rely only on email for wire details.
Buyer-ready checklist
Stay organized and you will feel in control from the start.
Signing and closing in Sonoma County
When your lender has cleared the file and you have reviewed your Closing Disclosure for at least three business days, you will attend a signing appointment. Escrow will walk you through the documents and a notary will witness your signatures. After funds arrive, escrow submits the deed and loan documents for recording with the Sonoma County Recorder in Santa Rosa. Many files can e-record the same day, but timing still depends on lender funding and county processing.
Keys are usually released after recording, once seller funds are confirmed. Your possession timing will match what you agreed to in the contract. Some buyers and sellers choose separate occupancy agreements if early or late possession makes sense.
Final take
Escrow does not have to be stressful. With a clear plan, quick scheduling, and fast responses to your lender and escrow team, you can move from offer to keys on time. If you want hands-on guidance tailored to Petaluma and the wider Sonoma County market, reach out for support that keeps you calm and in control from day one through move-in. Ready to get started? Connect with Brianna Benz to schedule a free consultation.
FAQs
What is escrow and how long does it take in Petaluma?
- Escrow is a neutral process where a third party holds funds and coordinates documents to transfer ownership, and most local escrows target 30 to 45 days depending on contingencies and lender timelines.
When is my earnest money due after acceptance?
- Your contract sets the deadline, and in many Petaluma deals buyers deliver the earnest deposit to escrow within 1 to 3 business days of acceptance.
How long is the inspection contingency in California?
- The inspection window is negotiable and commonly ranges from about 7 to 17 days, during which you complete inspections and decide whether to proceed, negotiate, or cancel.
What if the appraisal comes in below the price?
- You can discuss options with your agent, which may include renegotiation with the seller, a second look at comparable sales, or adjusting loan terms with your lender.
How do HOA documents affect my timeline in Petaluma?
- HOA packets can take 7 to 21 days to arrive and you need time to review budgets, rules, and meeting minutes, so request them right after acceptance to avoid closing delays.
How are property taxes handled at closing in Sonoma County?
- Escrow prorates county property taxes based on the portion of the year you will own the home, and you may receive supplemental tax bills after recording.
When do I get the keys to my new home?
- Keys are typically released after the deed records with the Sonoma County Recorder and funds are disbursed, unless your contract sets a different possession time.
