The Transaction Coordinator Checklist

Your contract-to-close cheat-sheet (plus a free download)

Hey there, fellow paperwork wrangler! 👋 If you juggle deadlines, emails, and never-ending “Hey, do we have that signature yet?” texts, you know real-estate deals can feel like riding a unicycle while tossing flaming folders.

That’s why I pulled together one ridiculously thorough checklist you can swipe, tweak, and plug straight into whatever system you use—whether that’s Google Sheets, Trello, or DocJacket’s smart checklists. We’ll break down everything an independent TC needs to move a residential sale from Offer Accepted ➜ Champagne Toast without losing sanity (or a critical addendum).

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Why bother with a mega-checklist?

Because “I think I covered that” doesn’t cut it when:

• Inspection deadlines slip by at 5 p.m. on Friday.
• The lender ghosted you on the clear-to-close email.
• The seller forgets the HOA resale package exists.

A dialed-in checklist:

1. Stops fire drills – every task and date lives in one place.
2. Keeps clients happy – they see progress, not panic.
3. Makes compliance painless – broker audits are a breeze when your file’s bullet-proof.

Alright, enough pep talk—let’s dive in.

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Buyer-Side: From “We got the house!” to “Here are the keys.”

🚀 Day 0–2: Kickoff

• Log the executed contract and get earnest money in—screenshot that receipt!
• Open escrow/title and blast copies to the lender, listing agent, and your broker file.
• Send your “Welcome, I’ve got your back” email to the buyers (and cc whoever needs to stay in the loop).
• Dump key dates (option, inspections, financing, closing) into your tracker.
• Nudge the lender: “Clock’s ticking—order that appraisal please!”

🔍 Contingency & Due-Diligence

• Schedule inspections (general, termite, radon—whatever the contract demands).
• Babysit inspection deadlines—no signed repair addendum? Follow up hard.
• Track appraisal: booked, completed, value OK? Great. If not, plan B.
• Stalk the loan file weekly: conditions cleared? Conditions cleared? CONDITIONS CLEARED?
• Grab HOA docs ASAP and remind buyers they’ve got X days to freak out or move on.

🗂 Two Weeks Out

• Verify clear-to-close—get that magic lender email.
• Book the closing (remote notary? split signing?).
• Review the prelim settlement statement—commissions, credits, taxes… fix typos now.
• Blast the buyer their cash-to-close number and legit wire instructions (no wire-fraud horror stories on your watch).
• Schedule final walk-through and utility switch-overs.

🎉 Closing Day

• Final walk-through done? Green light.
• Stand by (or attend) closing—send last-second docs if needed.
• Confirm funding & recording, then fire off the celebratory GIF.

✅ Post-Closing

• Email final docs (settlement statement, deed) to the buyer.
• Update MLS / your tracker to “Sold.”
• Double-check commissions hit the broker account.
• Ask for a review (you earned it).
• Archive the file like a compliance ninja.

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Seller-Side: From “Offer accepted!” to “Money’s in the bank.”

🚀 Day 0–2

• Flip the MLS status to Pending (rules vary—do it fast).
• Verify the buyer’s deposit actually arrived in escrow.
• Shoot the executed contract to title, the seller, and your broker file.
• Intro email to the seller with key dates and “Here’s what happens next.”

🔍 Contingency Zone

• Coordinate inspections—pets secured, lights on, seller out.
• Prep for appraisal—hand the appraiser comps & upgrade list.
• Handle repair requests—coach the seller, sign the addendum, track completion.
• Clear title hiccups—old liens, missing probate docs, you name it.
• Deliver HOA/condo package before the buyer’s review clock runs out.

🗂 Two Weeks Out

• Confirm buyer’s loan approval (or negotiate an extension early).
• Lock down closing logistics—remote signing? POA? Make it smooth.
• Check the seller’s net sheet against the draft settlement statement—numbers matter.
• Send seller a “moving checklist”—utilities, keys, garage openers, cleaning.
• Set the final walk-through and make sure repairs + receipts are ready.

🎉 Closing & Beyond

• Show up with the seller (or their notarized docs).
• Deliver commission instructions and earnest check to title.
• Celebrate funding—text the seller a confetti emoji.
• Flip MLS to Sold within the deadline.
• Confirm proceeds hit their account, send final statements, and archive everything.

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Grab the Free Download 🌟

Want this in a tidy, copy-pasteable format (CSV, Google Sheets, or direct import to DocJacket)? Click below, steal it with pride, and never miss another deadline:

Download the Ultimate TC Checklist (Free)

Pro Move: Turbo-Charge It in DocJacket

Paste this checklist into DocJacket and let the AI auto-fill your dates (inspection, appraisal, closing). Set reminders, flag missing docs, and sip coffee while DocJacket nags everyone for signatures. 😎

Need more? Check out Real-Estate Checklist Templates You Can Copy-Paste for listing checklists, email templates, and other goodies—all free.

Happy coordinating, and may your closings be drama-free!

References

1. CFPB – Closing Disclosure Explainer – lenders must give buyers the Closing Disclosure 3 business days before closing. :contentReference[oaicite:0]{index=0}
2. CFPB – TILA-RESPA Integrated Disclosure (TRID) FAQs – clarifies timing and re-disclosure rules under TRID. :contentReference[oaicite:1]{index=1}
3. TREC – “How are days counted in a TREC contract?” – official guidance on computing calendar-day deadlines. :contentReference[oaicite:2]{index=2}
4. TREC – “Changes to Delivery of Option Fee” – option-fee must be delivered to title within 3 days; weekends/holidays extend the deadline. :contentReference[oaicite:3]{index=3}
5. TREC Form 20-16 – One-to-Four Family Residential Contract (Resale) PDF – contract language on earnest money, option fee and timing. :contentReference[oaicite:4]{index=4}
6. NAR – Handouts for Buyers – standard buyer checklists and education handouts. :contentReference[oaicite:5]{index=5}
7. NAR – Handouts for Sellers – seller-side process guides and worksheets. :contentReference[oaicite:6]{index=6}
8. ALTA – Settlement Statements – standardized ALTA closing/settlement statement forms. :contentReference[oaicite:7]{index=7}