TC Best Practices Handbook
Comprehensive guide to excelling as a real estate transaction coordinator.
Establish a Repeatable Process
Create a defined workflow or checklist for each transaction. Use a 'deliberate method' and checklist of tasks to ensure consistency.
Develop phase-based workflows (New Listing, Under Contract, Closing)
Create standardized task lists for each phase
Never rely on memory - always use your checklist
Ensure all clients receive the same positive experience
Document Your Steps
Write out step-by-step procedures and review them regularly to prevent major errors.
Create written standard operating procedures
Use template checklists for consistency
Review and refine processes after each transaction
Train others using documented procedures
Leverage Technology Tools
Use transaction management software or productivity tools to keep workflows on schedule.
Consider tools like Dotloop, Paperless Pipeline, SkySlope
Build custom deal pipelines and checklists
Use flexible tools like Airtable or Trello for organization
Set up automatic task plans for each phase
Be the Central Point of Contact
Act as the hub that keeps all parties aligned throughout the transaction process.
Send regular updates to agents, clients, lenders, and title officers
Don't wait for someone to ask - be proactive with communications
Keep all parties informed about deadlines and milestones
Communicate timeline changes immediately to all parties
Establish Clear Channels and Schedules
Set expectations about communication methods and timing from the start.
Clarify availability and preferred communication channels
Batch outgoing communications (emails, follow-ups) each morning
Join client-agent conversation threads when appropriate
Use video conferencing and messaging apps for quick updates
Offer High-Touch Service
Go beyond basic paperwork to provide exceptional client communication and support.
Personally reach out to clients for milestone updates
Call buyers when inspections are scheduled
Send proactive reminders about next steps
Include client updates as checklist items
Maintain Professional Tone
Be the calm, organized intermediary in emotional transactions.
Develop template emails for common situations
Always customize templates with correct names and dates
Be clear, concise, and courteous in all communications
Set a tone of competence and organization
Complete Documentation Management
Ensure all required documents are present, properly executed, and compliant.
Verify contracts and forms are fully and correctly completed
Include all necessary disclosures and addendums
Organize and maintain transaction files systematically
Input data into brokerage systems for compliance monitoring
Stay Ahead of Compliance Deadlines
Track and enforce deadlines for document submission and signatures.
Diarize all compliance requirements and deadlines
Set reminders for each required document
Follow up promptly on outstanding items
Never assume someone else is handling compliance
Double-Check Everything
Review all documents thoroughly to catch errors before they become problems.
Check for typos in names, dates, and legal descriptions
Verify all signatures and initials are present
Ensure contract terms are consistent across documents
Confirm use of correct and current form versions
Secure E-Signature Management
Coordinate electronic signing processes and maintain secure document storage.
Set up e-signature workflows in proper order
Track outstanding signatures and send reminders
Distribute final executed copies to all parties
Maintain secure backup copies in multiple locations
Live by the Calendar
Never miss a deadline - make deadline management your top priority.
Record every key date immediately when deals go under contract
Review deadlines first thing every morning
Set calendar reminders and automated alerts
Triple-check daily deadlines before starting other work
Create and Share Timelines
Develop master timelines for each transaction and keep everyone informed.
List all deadlines and key events in one document
Share timelines with agents and clients when appropriate
Update timelines when dates change
Include contingency-specific deadlines
Be the Deadline Watchdog
Take ownership of reminding all parties about upcoming deadlines.
Send gentle reminders 2-3 days before deadlines
Confirm completion of time-sensitive tasks
Escalate immediately when deadlines are missed
Work on extensions before deadlines expire
Coordinate Appointments Early
Schedule critical appointments well in advance to avoid last-minute issues.
Schedule inspections immediately after contract signing
Coordinate with title companies for closing appointments
Confirm appointments 1-2 days in advance
Build buffer time before critical deadlines
Set a Daily Routine
Develop consistent work habits to stay productive and organized.
Start each day by reviewing deadlines and priorities
Block time for high-priority work during peak hours
Maintain professional schedule even when working from home
Treat TC work as the professional job it is
Time-Block and Prioritize
Segment your day and tackle high-priority tasks when most focused.
Assign time blocks to specific activities
Handle urgent tasks and deadline checks first
Tackle 'frogs' (dreaded tasks) in the morning
Create daily to-do lists with clear priorities
Minimize Distractions
Create a focused work environment that supports productivity.
Set phone to Do Not Disturb during focus times
Use dedicated browser profiles for work
Communicate working hours to family/household
Use tools like Pomodoro timers for focused work intervals
Set Boundaries
Maintain work-life balance to prevent burnout and maintain efficiency.
Define clear working hours and communicate them to clients
Create physical boundaries with dedicated workspace
Use separate work phone numbers when possible
Turn off work notifications after hours
Missing Deadlines
Late inspections or forgotten appraisals can jeopardize entire transactions.
Maintain master calendar of all deadlines
Set multiple reminders well in advance
Follow up relentlessly on deadline-dependent tasks
Have backup plans (extensions) ready before deadlines
Communication Breakdowns
Poor communication leads to confusion and duplicated work among parties.
Err on the side of over-communication
Keep distribution lists of all stakeholders
Use written communication for important details
Follow up verbal conversations with email confirmations
Paperwork Errors and Omissions
Document mistakes can cause delays and legal complications.
Review every document thoroughly before filing
Use checklists to confirm required documents are present
Compare documents against each other for consistency
Have colleagues review critical documents
Failing to Keep Clients Updated
Uninformed clients may panic or make false assumptions about the process.
Provide periodic updates even without major news
Send status updates after every major milestone
Educate clients about the process and timeline
Address client concerns immediately and directly
Overlooking Final Details
Rushing through closing preparations can lead to last-minute problems.
Schedule final walkthroughs 1-2 days before closing
Review settlement statements before closing
Confirm all practical details (keys, utilities, etc.)
Extend checklist to cover post-closing items
Ready to Implement These Practices?
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Key Takeaways
Organization is Everything
Successful TCs rely on systematic workflows, detailed checklists, and consistent processes. Never rely on memory alone.
Communication Prevents Problems
Proactive, clear communication with all parties prevents misunderstandings and keeps transactions on schedule.
Deadlines Are Non-Negotiable
Missing deadlines can jeopardize entire transactions. Build systems to monitor and manage every important date.
Details Matter
Document accuracy and compliance protect all parties legally. Always double-check paperwork before submission.
Sources & References
This guide is based on extensive research and insights from practicing transaction coordinators and real estate professionals:
- • Reddit Forums: r/realtors and r/RealEstate community discussions
- • Stitched Real Estate Blog: Professional TC workflow and productivity guides
- • Inspired House and Home: Transaction coordinator best practices and tips
- • AgentUp: Common real estate transaction mistakes and prevention strategies
- • Facebook Groups: "Transaction Coordinators for Real Estate" and "TCs Empowering TCs"
- • Industry professional interviews and firsthand practitioner accounts
All insights and recommendations are based on real-world experiences shared by working transaction coordinators and real estate agents.
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