Your Guide to Building & Securing
a Lasting Business Legacy

tsetserra growth partners white logo
Exploring topics affecting small businesses in Texas

How Escrow Works When Selling a Business

Think of your local marketplace's middleman, but in a much larger context.
how escrow works in business sales and transactions
Table of Contents

What is Escrow in Business Sales?

Escrow plays an imperative role in the secure and transparent handling of funds and documents during the sale of a business. This neutral third-party service ensures that all parties adhere to the agreed terms before any exchange of assets occurs.

The primary purpose of escrow in business transactions is to protect both the buyer and seller, creating a trustful environment where the risk of fraud or miscommunication is minimized.

Think of your middleman from Facebook’s marketplace but in a much bigger context.

Quick Key Takeaways

  1. Neutral Party: An escrow agent holds assets and documents, ensuring a secure and transparent business sale.
  2. Protection: Escrow minimizes fraud and miscommunication risks, safeguarding both buyer and seller.
  3. Process Stages: The escrow process includes initiation, asset deposit, condition fulfillment, verification, asset release, and closure.
  4. Agent’s Role: Escrow agents manage assets, ensure compliance, facilitate communication, and handle record-keeping.
  5. Costs: Escrow fees, usually under 1% of the sale price, are typically split between buyer and seller. Additional charges may apply for specific services.

Understanding Escrow in Business Sales

Escrow in business transactions refers to a legal arrangement where a neutral third party, known as an escrow agent, temporarily holds:

  • Title to Assets
  • Liquid Funds 
  • Important documents

This arrangement is critical in mitigating risks associated with the sale and purchase of a business. The escrow process ensures that the buyer’s funds and the seller’s business assets are only exchanged when all terms of the agreement are satisfactorily met.

The purpose of escrow in these transactions extends beyond mere financial security. It provides a structured framework where the obligations of both parties can be fulfilled without the immediate transfer of funds or business assets.

This is particularly important in complex transactions where multiple conditions, such as regulatory approvals, due diligence, and other contractual stipulations, must be met before the deal is finalized.

Escrow acts as a form of insurance for both parties against potential default, fraud, or misrepresentation, ensuring that the transaction is fair and transparent.

Breakdown of the Escrow Process

The escrow process in business transactions is a meticulous and multi-stage procedure designed to ensure a secure and transparent transfer of ownership.

Here is a detailed breakdown emphasizing the timeline and key milestones:

  1. Initiation of Escrow: The process begins once the buyer and seller agree on the terms of the sale, including the price and conditions. They select an escrow agent and establish an escrow agreement, which outlines the terms, conditions, and responsibilities of each party.
  2. Deposit of Assets: The buyer deposits the agreed-upon purchase amount into the escrow account. This demonstrates their commitment and financial readiness to proceed with the purchase. Simultaneously, the seller may deposit key documents, such as business licenses, intellectual property rights, and other pertinent legal documents, into escrow.
  3. Fulfillment of Conditions: This is the most variable phase, time-wise. It involves meeting the conditions outlined in the escrow agreement. Common milestones include due diligence, obtaining necessary approvals or licenses, and fulfilling any regulatory requirements. The duration of this phase depends on the complexity of the transaction and the efficiency of both parties in meeting these conditions.
  4. Verification and Approval: The escrow agent plays a crucial role at this stage, verifying that all conditions of the escrow agreement have been met satisfactorily. They ensure that due diligence is complete, approvals are obtained, and any other stipulated criteria are fulfilled.
  5. Release of Assets: Upon verification and with both parties’ approval, the escrow agent releases the funds to the seller. Concurrently, the seller’s business assets, including any necessary documentation, are transferred to the buyer. This marks the official transfer of ownership.
  6. Completion and Closure: The final step involves the escrow agent providing a detailed account of the transaction to both parties, ensuring transparency and clarity. The escrow account is then closed, marking the end of the process.

Throughout this process, the timeline can vary significantly, typically ranging from a few weeks to several months, depending on the transaction’s complexity and how quickly the conditions can be met.

The escrow agent’s role in maintaining the timeline and ensuring that milestones are achieved is critical for the smooth progression and successful completion of the transaction.

The Role of Escrow Agents

Escrow agents bear a significant responsibility in ensuring the integrity and smooth execution of business transactions.

Their duties are multifaceted and require a high degree of professionalism, accuracy, and impartiality. Key responsibilities include:

  1. Holding and Managing Assets: Escrow agents are entrusted with securely holding the buyer’s funds and, in some cases, important documents from the seller. They must manage these assets with the utmost care, ensuring they are only released when all conditions of the escrow agreement are met.
  2. Verifying Compliance with Terms: A critical duty is to verify that all conditions stipulated in the escrow agreement have been fulfilled. This includes ensuring due diligence is properly conducted, regulatory approvals are obtained, and any other specific requirements are met.
  3. Communication and Coordination: Escrow agents facilitate communication between the buyer and seller, helping to clarify terms, resolve misunderstandings, and provide updates on the status of the escrow process. They serve as a neutral intermediary, ensuring that information is transparent and accessible to both parties.
  4. Record Keeping: Meticulous record-keeping is essential. Escrow agents document all transactions, communications, and fulfilled conditions, maintaining a comprehensive and accurate record of the entire process.
  5. Conflict Resolution: In cases of disputes or disagreements, the escrow agent may play a role in mediation, ensuring that the terms of the escrow agreement are adhered to and helping the parties resolve.

List of Escrow Agent Responsibilities

For a detailed breakdown of responsibilities, here’s what you need to know about their role as intermediaries between buyers and sellers:

  1. Safeguards funds in a secure escrow account until the transaction is finalized.
  2. Works with an escrow attorney to prepare all necessary closing documents, such as the bill of sale, non-compete agreements, and seller-financing loan documents.
  3. Creates escrow instructions based on the purchase agreement’s terms and conditions.
  4. Acquires and reviews real estate leases, ensuring lease transfers are approved by the landlord.
  5. Conducts searches for UCC-1 liens and business personal property taxes to ensure the business can be transferred without encumbrances.
  6. Requests a Certificate of No Sales Tax Due from the Texas Comptroller.
  7. Manages and allocates all funds at closing as per the escrow instructions.
  8. Handles the prorated distribution of rent, deposits, taxes, and other necessary expenses from the transaction proceeds.
  9. Ensures satisfaction of secured creditors, managing any required payoffs, and dealing with UCC-3 terminations, amendments, or lien releases, including up to two payoffs and associated wire transfers or overnight fees.
  1. Ensures all relevant documents are filed and recorded with the appropriate authorities.
  2. Obtains a Corporate Status Report from the Secretary of State for all entities involved, verifying their existence and good standing.
  3. Secures written proof of authorization for entities to sign the purchase agreement and other documents and to complete the transaction.
  4. Gathers and reviews all relevant contracts and documents.
  5. Files a UCC-1 Financing Statement with the Secretary of State in cases of seller financing.
  6. Prepares distinct settlement statements for both buyers and sellers, detailing all escrow-handled funds.
  7. Provides each party with a complete set of all executed closing documents, while maintaining copies of all sales and closing documents.
  8. Coordinates aspects related to SBA loans, if applicable.

How Escrow Agents Protect Buyer and Seller Interests

As we talked about the crucial role of escrow agents in safeguarding the interests, they’re impartially protecting both the buyer and the seller in a business transaction.

For the buyer

The escrow agent protects the buyer by holding their funds until all the conditions for the sale are satisfied.

This ensures that their investment is not transferred to the seller until the business is verified to be as represented, regulatory requirements are met, and any other conditions are fulfilled.

It prevents the misuse or premature release of funds, offering the buyer a security net against potential fraud or misrepresentation.

For the seller

Sellers are protected as the escrow agent confirms the buyer’s financial commitment and readiness.

By holding the purchase funds, the agent guarantees that the seller will receive the agreed payment once they have fulfilled their part of the deal, such as transferring ownership and providing necessary documentation.

This minimizes the risk of non-payment or delayed payment after the transfer of business assets.

Escrow Fees and Cost Distribution

When considering the financial aspects of escrow in business sales, particularly the escrow fees and cost distribution between the buyer and seller, several key points emerge:

  • Escrow Fees: These fees, charged by the escrow agent for managing the escrow process, can vary based on the transaction’s complexity and size. Typically, escrow costs amount to less than 1% of the business’s purchase price. However, for smaller transactions, a minimum fee may apply to cover the basic services.
  • Cost Distribution: It is customary in business transactions for escrow fees to be split evenly between the buyer and the seller, with each party bearing 50% of the cost. This standard practice helps in ensuring a fair distribution of the financial burden associated with the escrow process. The agreement to split fees 50/50 should be clearly outlined in the escrow agreement to avoid any confusion or disputes.
  • Additional Costs: Apart from the standard escrow fees, there may be extra charges for specific services. These can include lien filings, lien searches, preparation of non-standard documents, and handling real estate closing documents if the property is part of the business sale—especially if leases are involved in the sale. The responsibility for these additional charges can vary and may be assigned to either the buyer or the seller, depending on the nature of the service and the agreement between the parties.

Frequenty Asked Questions

What is escrow?

Escrow is a legal arrangement where a neutral third party holds assets or funds during a transaction process between two other parties.

How does escrow work in business transactions and sales?

In business transactions, escrow involves a third party holding funds until both the buyer and seller fulfill their contractual obligations.

How does escrow protect both buyer and seller?

Escrow protects both parties by ensuring that the buyer's funds are secure until contractual conditions are met and the seller is assured of payment upon fulfilling their obligations.

What are the advantages of using escrow?

Escrow provides transaction security, allows for monthly payments towards large sums (like taxes and insurance), and is beneficial for high-value transactions.

Are there any disadvantages to using escrow?

Disadvantages include potentially higher mortgage payments if used for taxes and insurance, and the possibility of incorrect estimates for tax dues.

Who manages the escrow account?

An escrow account is managed by an escrow agent or service.

Are there fees associated with using an escrow service?

Yes, escrow services typically charge a fee for managing the account and transaction.

Can escrow be used for mergers and acquisitions?

Yes, escrow can be a crucial part of mergers and acquisitions to ensure that funds are only released once all contractual obligations are met.


Escrow in business sales is not just a procedure; it’s a cornerstone of trust and assurance. It safeguards both parties with its meticulous and impartial approach.

It is the steadfast guardian of integrity in the high-stakes world of business transactions, ensuring that every sale concludes not just with a change in ownership but with a mutual sense of fulfillment and confidence.

And since you already made it this far, consider how we can help you in your next chapter.

As a Texas-based holding company specializing in acquiring and nurturing blue-collar and industrial-type businesses, we understand how important your business is and how you want to leave it in the right hands.

We care for your business. Let’s discuss opportunities today.

Newly posted