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Transaction Coordinator Checklist
A full contract-to-close coordination workflow
Built for transaction coordinators and agents who coordinate their own files. It covers file setup, deadlines, parties, documents, communication and closing, in the order the work usually happens.
A complete transaction coordination workflow from file setup through post-closing compliance.
Best for: Transaction coordinators and agents who coordinate their own files.
5-page PDF · 52 checklist items · key dates and notes sections
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What's inside
1. File Setup (Day 0-1) · 9 items
- Confirm you have the fully executed contract with all pages, initials and addenda
- Verify property address, legal description and parcel number
- + 7 more in the PDF
2. Opening the File With Partners · 6 items
- Send the executed contract to the closing attorney or title company
- Send the executed contract to the buyer's lender
- + 4 more in the PDF
3. Due Diligence & Inspections · 7 items
- Confirm the inspection is scheduled and access is arranged
- Track specialty inspections (termite, radon, septic, roof, sewer scope)
- + 5 more in the PDF
4. Financing & Appraisal · 7 items
- Confirm loan application and intent to proceed
- Track appraisal ordered date
- + 5 more in the PDF
5. Title, Survey & HOA · 5 items
- Track title search and title commitment received
- Share title exceptions or issues with agents
- + 3 more in the PDF
6. Ongoing Communication · 5 items
- Send weekly status updates to agents (and clients if part of your service)
- Remind parties of each deadline before it arrives
- + 3 more in the PDF
7. Closing Preparation · 7 items
- Confirm closing date, time and location / signing method with all parties
- Confirm the closing office has every document it needs
- + 5 more in the PDF
8. Post-Closing · 6 items
- Confirm the transaction closed and funded
- Collect the final settlement statement
- + 4 more in the PDF
Key dates you'll record
Contract received · Binding Agreement Date · Earnest money due · Inspection / due diligence ends · Financing contingency · Appraisal deadline · Survey / title review · Final walkthrough · Closing date & time
General guidance for U.S. real estate professionals; not legal advice. Your contract, state law and brokerage policies control.
Prefer to read first? Free guide: what does a transaction coordinator do?
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