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SOPs (Standard Operating Procedures)

Below are SOPs for TCs, VAs and Marketing Support

TC SOPs

TC SOP #1 — How to Open a New File (Step by Step)

1. Receive the Contract

Review for signatures, initials, dates
Confirm legal property address
Verify offer terms (price, dates, contingencies, items included)

2. Create the File in Your System

Add file to your CRM / TC software
Assign file ID
Upload fully executed contract
Create digital folders (Example: Offer Packet, Disclosures, Amendments, Finance, Title, Inspections, Closing)

3. Add All Contacts

Agent
Client(s)
Cooperating agent
Lender
Title/Escrow Officer
Inspector (if known)
HOA (if applicable)

4. Input All Contract Dates

Inspection deadline
Appraisal deadline
Loan approval
EM deposit date
Closing date
Any contingency removal dates
Add reminders + automated alerts

5. Send Introduction Emails

Buyer/Seller introduction
Lender introduction
Title introduction
Cooperating agent introduction
(Include your role, your hours, expectations, and what comes next)

6. Request Initial Documents

Seller disclosures
HOA docs
Any missing signatures
EM receipt once deposited

7. Prepare a Timeline Sheet for the Agent & Client

Confirm all deadlines
Send a clear, one-page “What Happens Next” timeline

TC SOP #2 — How to Deliver Weekly Updates

1. Send updates every Monday (or chosen day)
Consistency builds trust.

2. Include 6 things in every update:

Status of contingencies
Any missing documents
Notes from lender
Notes from title
Upcoming deadlines for the coming week
Action steps required from client/agent

3. Keep it concise
Use bullet points or a 5–7 sentence format.

4. Copy all relevant parties
Agent, lender, client (if the agent approves), title.

5. Log each weekly update in the file
Important for compliance + transparency.

TC SOP #3 — How to Organize a Contract Packet

1. Create folders

Executed Contract
Disclosures
Addendums/Amendments
Earnest Money
Inspections
Appraisal
Title/Escrow
Lender Docs
Closing Docs

2. Rename documents clearly
Format:
“2025-01-19 – Executed Contract – 123 Main St – Last names of seller/buyer.pdf”

3. Save everything twice

Once in your CRM
Once in your cloud folder backup (Google Drive, Dropbox, OneDrive)

4. Keep documents in chronological order

5. Maintain an audit trail
Never delete replaced documents
→ Mark them as Superseded

TC SOP #4 — How to Handle Inspection Coordination

1. Request preferred inspectors from agent or client.

2. Provide a list of 3 inspectors if needed.

3. Schedule the inspection (or confirm client scheduling)

Verify date, time, access method, who is attending
Add to calendar for all parties

4. Send confirmation email
Include instructions, expectations, and duration.

5. Receive inspection report

Save in the file
Notify the agent immediately

6. Track repair request deadline

Add reminder 48 hours and 24 hours before
Send gentle reminders to the agent

TC SOP #5 — How to Prepare the CD & Closing File

1. Request CD (Closing Disclosure) from the lender or title

2. Review for accuracy

Commissions
Credits
Fees
Names
Prorations
HOA balances
Seller concessions
Contract terms alignment

3. Send to agent for approval

4. Deliver CD to client
→ Ensure lender meets the 3-day rule for TRID closings

5. Prepare Closing File Packet
Include:

Final executed contract
All addendums
Disclosures
Earnest money receipt
Inspection items / repair invoices
Appraisal
Title commitment
Preliminary CD
Final CD (after closing)

6. Save final file for broker compliance

TC SOP #6 — How to Communicate with All Parties Professionally

1. Respond within 4 business hours (even if just to acknowledge).
2. Always be neutral — never emotional or opinionated.
3. Use “info sandwich” format:

Start with positive
Deliver info/issue
End with solution or reassurance

4. Keep emails short
3–6 sentences max.

5. Never blame another party; focus on solutions.

6. Document all phone calls with summary notes.

VA SOPs (Real Estate Virtual Assistant SOPs)

VA SOP #1 — How to Respond to Leads

1. Respond within 5 minutes (ideal)

2. Use a simple script:
“Hi ____, thanks for reaching out! I can help with that.
What property or area are you most interested in?”

3. Log lead into CRM

Name
Phone
Email
Lead source
Notes
Timeline

4. Assign follow-up tasks

Day 1
Day 3
Day 7
Weekly until converted or closed

5. Notify the agent instantly
Include summary + suggested next steps.

VA SOP #2 — How to Manage an Agent’s Email

1. Create folders:

Urgent
Active Clients
Listings
Buyers
Leads
Marketing
Brokerage
Personal
Archive

2. Each morning:

Clear spam
Sort emails
Flag anything requiring agent action
Prep replies for agent approval

3. Set up filters & rules
Keep inbox at “Inbox Zero” daily.

4. Follow tone & style guide for replies
Consistency is key.

VA SOP #3 — How to Update All Listings Weekly

1. Check MLS for updates

Status
DOM
Price changes
Competing listings

2. Update marketing materials

Flyers
Social posts
Website
IDX feed

3. Send weekly seller update email
Include: showings, feedback, market activity, recommendations.

4. Log update in listing file

VA SOP #4 — How to Manage Social Media Posting

1. Create a weekly content calendar
Posts needed:

2 listing posts
1 market update
1 behind the scenes
1 educational tip
2 story sets

2. Design graphics in Canva

3. Schedule at least 1 week at a time
Use Meta Business Suite or Later.

4. Track engagement
Adjust based on performance.

VA SOP #5 — How to Prepare Open House Materials

1. Request info:

Photos
Price
Description
Agent notes
Time & address

2. Prepare:

Flyer
Sign-in sheet
Feature sheet
Neighborhood amenities sheet
Social media graphic
Directional sign map
Feedback form

3. Deliver in PDF + print-ready format.

Marketing Support SOPs

Marketing SOP #1 — How to Run Facebook Ads for Listings

1. Get listing details + media

Photos
Video
Address
Price
Property features

2. Go to Meta Ads Manager

3. Objective:
→ Lead Generation OR Traffic

4. Targeting:

15-mile radius around property
Age 26–65
Homeownership interests optional

5. Budget:
$5–$15 per day

6. Create the ad:

Upload photos/video
Add headline
Add description
Add CTA (Learn More / Sign Up)
Add lead form (if used)

7. Publish + monitor
Adjust after 48–72 hours.

Marketing SOP #2 — How to Post Listing Tours

1. Create a 30–60 second highlight reel
Focus on:

Exterior
Kitchen
Living area
Primary bedroom
Backyard

2. Add captions + music

3. Upload to:

Facebook
Instagram
TikTok
YouTube Shorts
Pinterest Idea Pins

4. Use the same caption everywhere
Include price, location, features, CTA.

Marketing SOP #3 — How to Design Templates for Agents

1. Gather brand info:

Logo
Colors
Fonts
Style examples

2. Design in Canva:

Just listed
Just sold
Under contract
Open house
Market update
Testimonial post
Reels cover
Flyers

3. Save in editable format
Share in a folder the agent can reuse.

Marketing SOP #4 — How to Manage a Content Calendar

1. Create categories:

Listings
Market Updates
Educational
Personal/brand
Social proof
Video/Reels

2. Plan 2–4 weeks at a time

3. Use a spreadsheet or Trello/Asana board

4. Add:

Post type
Caption
Graphic
Platform
Posting date
Status (draft/scheduled/live)

5. Schedule using a scheduler

6. Review weekly for performance

SCRIPTS

(For TCs, VAs, Marketing Support)

SECTION 1 — Scripts for Transaction Coordinators (TCs)

1. “Quick Intro” Script

Hi [Name], I’m a Transaction Coordinator who helps busy agents free up hours each week.
If you ever want to hand off contract-to-close so you can focus on clients and lead gen, I’d love to support you. Want my pricing + workflow?

2. “I Noticed Your New Listing” Script

Congrats on your new listing!
If you’d like help with coordination once it goes under contract, I’d be happy to make the process smooth and fully managed for you.
Want me to send over my TC checklist?

3. “You’re Growing Fast” Script

Hey [Name], I noticed you’ve been really active recently.
If your pipeline is getting busy, I can take the contract-to-close load off your plate. It usually saves agents 10–15 hours per file.
Can I send you a sample workflow?

4. “Free Value First” Script

Hi [Name], I put together a free TC resource that many agents love —
a Contract Deadline Tracker + Earnest Money Checklist.
Want me to send it to you? No pitch, just helpful resources.

5. “Follow-Up With Value” Script

Hi [Name], just checking in.
I’d love to support you on your next contract-to-close.
My turnaround is fast, communication is clear, and agents say it feels like adding a full-time team member—minus the overhead.
Want availability?

6. “Open File Offer” Script

If you ever need a TC last minute, I’ll jump in immediately and get everything organized same-day.
You can send your next file to me anytime—here’s my upload link.

7. “Agent Pain Point” Script

If paperwork, deadlines, and follow-ups are pulling you away from buyers and sellers, I can take it all over for you.
Want to try me for your next contract? No commitment.

SECTION 2 — Scripts for Real Estate Virtual Assistants

1. “I Handle the Tasks That Slow You Down” Script

Hi [Name], I’m a Real Estate VA who specializes in taking repetitive tasks off agents’ plates.
If you’re slammed with admin work, I can help you reclaim hours daily.
Want a list of everything I can handle?

2. “Lead Gen & Admin Combo” Script

Hey [Name], if you could hand off your marketing tasks, inbox management, and lead follow-up, would it free up your day?
That’s exactly what I do. Can I send pricing + availability?

3. “Free Audit” Script

Hi [Name], if you want, I can do a free audit of your systems and tell you where you can save the most time. No pitch.
Want me to run one for you?

4. “You’re Missing Leads” Script

Agents are losing leads because follow-up isn’t consistent.
I can manage your CRM + automate follow-up so nothing slips through the cracks.
Want me to show you how?

5. “Try Me for 1 Week” Script

Want to test a VA without a long-term commitment?
I can support you for one week so you can see what it’s like to have admin fully handled.

SECTION 3 — Scripts for Real Estate Marketing Support Providers

1. “Your Marketing Should Work While You Sleep” Script

Hi [Name], I help agents create automated marketing that brings in leads 24/7.
If you want stronger branding or more consistent lead gen, I’d love to help.

2. “Free Social Media Audit” Script

Want a free, quick look at your IG/FB to see what posts would convert better?
I offer free audits — want one?

3. “Branding Cleanup Pitch” Script

Your listings + social media could pop more with cohesive branding.
I create clean, professional templates agents love.
Want to see examples?

4. “High-Quality Listing Marketing” Script

I design listing packages that stand out — flyers, postcards, social posts, and stories that help your listings get more attention.
Want samples?

5. “Content That Actually Converts” Script

If you’re tired of social posts that get no engagement, I can help.
I create content that brings in leads, not just likes. Want some free ideas for your brand?

SECTION 4 — Scripts for All (TC + VA + Marketing)

1. The “Soft Ask” Script

If you’re ever open to adding someone to your support system, I’d love to be that person. Want info?

2. The “Foot in the Door” Script

Want a free resource that’ll save you time? I created one that agents really love. Want me to send it?

3. The “I Work Quietly in the Background” Script

My goal is to make your life easier without adding extra work for you.
If you want someone who handles things without hand-holding, I’d love to support you.

4. The “Try Me on One File” Script

Let me take your next file and you’ll instantly feel the difference in your workload — no contract or commitment.

5. The “Referral Builder” Script

If you already work with someone, that’s great — I’m happy to be your backup when things get busy.

Transaction Coordinator Toolbox

Welcome to the ultimate toolbox for Transaction Coordinators — a complete library of free systems, templates, spreadsheets, scripts, and workflows designed to make your job easier, faster, and more profitable.

Tracking Spreadsheets, Calculators & Templates