Ultimate TC Checklist

Complete Transaction Coordinator Task Management System

This comprehensive transaction coordinator checklist provides a systematic approach to managing real estate transactions from contract acceptance through post-closing activities. Organized by transaction phases with specific timing, priorities, and responsible parties for each critical task.

Contract to Close Setup Phase Tasks

Initial setup tasks must be completed within 24-48 hours of contract acceptance. Critical activities include creating transaction files, reviewing purchase agreements, establishing timelines with all key dates, sending welcome communications to all parties, ordering title commitments, and ensuring earnest money deposit submission.

Due Diligence Period Management

During the due diligence period, transaction coordinators manage inspection scheduling, appraisal coordination, title commitment review, homeowners insurance setup, HOA document collection, and contingency deadline monitoring. This phase typically spans 7-21 days depending on contract terms.

Financing and Underwriting Coordination

The financing phase involves tracking loan application submission, monitoring underwriting conditions, reviewing appraisal reports, coordinating additional documentation requests, and ensuring financing contingency satisfaction by contract deadlines. This phase usually lasts 21-45 days.

Pre-Closing Preparation Activities

Pre-closing tasks occur 3-7 days before settlement and include scheduling final walk-through inspections, reviewing closing disclosures for accuracy, coordinating utility transfers, confirming closing logistics, preparing closing day checklists, and verifying buyer funds to close.

Closing and Post-Closing Procedures

Closing phase responsibilities include closing attendance or availability, confirming document recording with county offices, distributing final closing documents to all parties, completing transaction file documentation, sending thank you communications, and requesting client feedback and reviews.

Task Priority and Responsibility Management

Tasks are categorized by priority levels: critical (deadline-sensitive and transaction-dependent), high (important for smooth progress), medium (beneficial but not essential), and low (relationship-building and follow-up). Responsibilities are clearly assigned to transaction coordinators, agents, lenders, buyers, sellers, and title companies.

Best Practices for Transaction Coordination

Successful transaction coordination requires proactive deadline management with calendar reminders set 2-3 days in advance, consistent communication through weekly status updates, systematic workflow automation using transaction management software, detailed documentation of all activities, and continuous monitoring of all parties' progress toward closing.