Module 1

Module 1

What a Transaction Coordinator Does: Complete Contract-to-Close Training (For All States)

Overview of the Transaction Coordinator Role

A Transaction Coordinator (TC) manages the administrative, compliance, and communication tasks required to move a real estate transaction from executed contract → funded closing. The TC does not negotiate terms, give legal advice, or practice real estate without a license (state-specific), but they ensure the transaction runs smoothly, on time, and with full documentation. After completing all modules, check out our Forms by State page to access official Real Estate Forms in each state (located in our Free Resources section)

What a Transaction Coordinator Actually Does

Below is a summary of TC responsibilities. Each future page expands these areas in depth and sometimes in repeat so you fully understand. You will get most of your information to process a “file” or “transaction” from the Purchase Agreement that your Real Estate Agent Client sends you, including deadlines for inspections, appraisals, who to contact at the title company, etc. Your “system” can be as simple as Google Sheets or TC software if you wish to pay for those tools.

Core Responsibilities

1. File Intake & Contract Review

• Receive the executed contract
• Confirm document completeness
• Verify signatures, initials, dates
• Identify missing addenda
• Log critical deadlines
• Open file in TC system/CRM

2. Timeline Management

• Inspection deadline tracking
• Appraisal timeline tracking
• Loan approval monitoring
• HOA, title, escrow milestones
• Final walkthrough, signing, closing schedule

3. Communication Management

A TC is the hub of communication between:

• Buyer agent
• Listing agent
• Title company or attorney
• Lender
• HOA or management company
• Appraiser
• Inspectors
• Clients (if authorized by the agent)

4. Document Compliance

• Uploading documents to broker
• Ensuring legal forms are complete (varies by state)
• Retaining documents in secure storage
• Final file delivery

5. Closing Preparation

• Coordinating CD distribution
• Scheduling signing and walkthrough
• Confirming funding & recording
• Post-closing task completion

Legal and State-Specific Limitations

A Transaction Coordinator cannot:

• Interpret legal contract language
• Give legal advice
• Draft legal documents
• Negotiate terms
• Advise on pricing, offers, or counteroffers
• Practice real estate in states requiring a license for TC duties

Important:
Some states require a real estate license to perform ANY transaction coordination duties. Examples:

• Colorado (strongly recommended)
• Nevada (required)
• Texas (varies by brokerage)
• North Carolina (varies)

These modules will teach neutral, universally safe TC practices.

The Entire Real Estate Transaction at a Glance

This is the master flow, which you will learn in detail across the 20 modules.

1. Executed Contract Received
2. Open escrow/title (email title company and tell them to open escrow)
3. Distribute introductions
4. Log critical deadlines
5. Inspection period
6. Appraisal ordered + completed
7. Loan underwriting + conditions
8. Title commitment + HOA docs
9. Repairs negotiated (agent task)
10. Final walkthrough
11. CD (Closing Disclosure) issued
12. Signing appointments scheduled
13. Funding & recording
14. Post-close file completion

The TC manages all steps except negotiating.

Skills Needed to Become an Exceptional Transaction Coordinator

Organizational Skills

A TC handles an average of 25–40 active files using structured workflows, automation, and checklists.

Communication Mastery

Clear, timely communication prevents delays and reduces agent stress.

Deadline Tracking

Every state specific Purchase Agreement has strict contractual timelines, just read and understand them.

Technology Literacy

A TC must be proficient in email platforms, PDF editors, e-sign tools, CRMs, and task management systems.

Neutrality and Professionalism

The TC is a neutral party ensuring completion—not a negotiator.

Quick-Start Checklist for New Transaction Coordinators

Use this immediately.

✔ Before You Begin

• Set up business email
• Choose your CRM or TC platform, or just use Google Sheets
• Set up a standardized file naming structure (ie, Address_Seller Name_Buyer Name_Date.PDF)
• Create templates for email, introductions, and weekly updates
• Prepare compliance folder structure
• Create a deadline tracking spreadsheet

✔ When You Receive a Contract

• Save the file
• Review for completeness
• Confirm all addenda (any addendums that must accompany the Purchase Agreement)
• Apply naming structure
• Enter deadlines into your system
• Open escrow
• Send intro email to all parties
• Update agents

✔ During the Transaction

• Track deadlines
• Communicate weekly
• Update lender and title
• Monitor appraisal
• Monitor repairs
• Confirm loan status
• Prepare for closing

✔ At Closing

• Confirm CD issued
• Confirm walkthrough
• Confirm signing
• Confirm funding
• Deliver final file
• Close out transaction

Sample Introduction Email Template (TC → All Parties)

You will receive more templates later, but here is a foundational one.

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Subject: Introduction – Transaction Coordinator for [Property Address]

Hello everyone,

My name is [Your Name], and I will be your Transaction Coordinator for the transaction at [Property Address]. My role is to support all parties, manage documentation, oversee timelines, and facilitate communication from contract to closing.

Below is a summary of key details:

• Buyer Agent:
• Listing Agent:
• Lender:
• Escrow/Title:
• Inspection Deadline:
• Appraisal Deadline:
• Loan Approval Deadline:
• Closing Date:

Please CC me on all communications related to this file.
If you require anything specific, feel free to reach out.

I look forward to a smooth and successful closing.

Best regards,
[Your Name]
Transaction Coordinator
Contact Information

***Some title companies may want a TSS (Transaction Summary Sheet). This sheet gives all information on one sheet like buyer and seller info, lender info, etc.

Master Workflow (Google-Sheets Ready)

Below is the starter version of your workflow.

Columns:

• Task
• Who Is Responsible
• Due Date
• Completed
• Notes
• Documents Needed
• Status (Not Started / In Progress / Needs Agent / Complete)

Initial Workflow Steps

Task	Responsible	Due Date	Documents Needed
Receive executed contract	Agent → TC	Day 0	Contract, Addenda
Review contract	TC	Day 0	All documents
Enter deadlines	TC	Day 0	Calendar
Open escrow	TC	Day 0–1	Contract
Send introductions	TC	Day 1	Intro email
Request HOA docs (if applicable)	TC	Day 1	HOA contacts
Schedule inspections	Agent/Buyer (state-specific)	Within inspection period	Buyer info
Track appraisal	Lender/TC	Appraisal deadline	Contract
Confirm loan approval	Lender/TC	Loan deadline	Lender conditions
Schedule closing	TC	Week of closing	Title/attorney

Practice Workflow

Let’s pretend you’re coordinating for the buyer’s side:

STEP 1: REVIEW THE CONTRACT (BEFORE YOU TOUCH ANYTHING)

Do not start sending emails yet. First, read the entire contract once front to back.

You are checking for:

All signatures & initials present

Effective date (this controls ALL deadlines)

Purchase price & financing type

Earnest money amount & deadline

Inspection period length

Appraisal & financing contingencies

Closing date

Any special provisions

If anything is missing or unclear, stop and notify the agent before proceeding.

STEP 2: CONFIRM THE EFFECTIVE DATE (MOST IMPORTANT)

The effective date is usually:

The date the last party signed, OR

Explicitly stated in the contract

Why this matters

Every deadline flows from this:

Inspection

Earnest money

Financing

Appraisal

Closing

Write it down immediately.

STEP 3: CREATE YOUR TRANSACTION FILE

Whether you use:

Your own computer drive

Google Drive

Dropbox

TC software (Skyslope, Dotloop, Brokermint, etc.)

Create a folder named like:

> 123 Main St – Buyer – Lastname – Effective Date

Inside the folder:

Executed purchase contract

Disclosures (if provided)

Amendments (future)

Receipts & confirmations

STEP 4: ENTER DEADLINES INTO A TRACKING SYSTEM

This is where TCs earn their money.

At minimum, track:

Earnest money due date

Inspection deadline

Objection / resolution deadline

Appraisal deadline

Financing deadline

Closing date

Use:

Spreadsheet

Calendar with reminders

TC software

Set reminders 2–3 days before each deadline.

STEP 5: SEND “FILE OPENED” CONFIRMATION EMAILS

Once everything is reviewed and logged, send confirmation emails.

Typically notify:

Your agent

Opposing TC (if there is one)

Title company / attorney (depending on state)

Purpose:

Let everyone know you are the TC

Confirm receipt of the contract

Confirm the effective date

STEP 6: ORDER TITLE / OPEN ESCROW

What you’ll send:

Executed contract

Contact info for buyer & agent

Earnest money details

Log the title company’s file number once received.

STEP 7: CONFIRM EARNEST MONEY HANDLING

This is a critical liability point.

Check:

Who is holding earnest money?

Deadline to deliver?

Method (wire, check, portal)?

Then:

Notify the buyer’s agent

Calendar the deadline

Follow up until confirmed received

Never assume this gets handled without confirmation.

STEP 8: REQUEST MISSING DOCUMENTS (IF ANY)

Common missing items:

Seller disclosures

HOA docs

Lead-based paint (if applicable)

Send a polite, professional request to the other side.

STEP 9: CONFIRM INSPECTION SCHEDULING RESPONSIBILITY

Clarify:

Does the agent schedule inspections?

Or do you assist?

At minimum:

Calendar inspection deadline

Remind agent before it expires

WHAT YOU DO NOT DO AS A TC

To protect yourself legally you DO NOT:  

Give legal advice

Interpret contract terms for clients

Negotiate amendments

Change deadlines without written instruction

You track, coordinate, document, and remind.

SIMPLE TC MINDSET

“If it’s not documented, it didn’t happen.”

Always:

Save emails

Save confirmations

Save receipts

Save amendments

QUICK FIRST-CONTRACT CHECKLIST

Contract fully signed

Effective date confirmed

File created

Deadlines entered

Confirmation emails sent

Title opened

Earnest money tracked

Missing docs requested

You are now ready to move on to the next module!