Transaction Coordinator Checklist
This is the working checklist we use at Freedom RES across hundreds of closings per year. It’s organized by phase — the four stages every transaction moves through from executed contract to post-closing.
Table of Contents
▼Every TC has their own version of this. What matters isn’t the exact format — it’s that nothing gets missed. A checklist is only as good as the system behind it.
Want the downloadable version? Grab our Contract to Close Checklist — 120+ items covering both buyer and seller sides.
Phase 1: File Setup (Days 1-3)
This is where the foundation gets laid. Rush this phase and you’ll spend the rest of the transaction catching up.
Contract Review
- Read the entire executed contract — every page, every addendum
- Confirm all signatures and initials are present
- Verify contract price, earnest money amount, and option fee
- Identify all contingency deadlines and their expiration dates
- Note any special provisions or unusual terms
- Check for attached addenda (financing, property condition, HOA, etc.)
Deadline Calendar
- Enter all critical dates into tracking system and brokerage back office
- Option period expiration (if applicable)
- Inspection deadline
- Financing contingency deadline
- Appraisal deadline
- Title commitment delivery date
- Survey delivery date
- HOA document delivery date
- Closing date
- Set reminder alerts for 48 hours before each deadline
Contact Sheet
- Buyer’s agent — name, phone, email, brokerage
- Seller’s agent — name, phone, email, brokerage
- Lender — loan officer name, phone, email, company
- Title company — closer name, phone, email
- Home inspector — if already scheduled
- HOA management company — if applicable
Initial Notifications
- Send “file opened” notification to all parties
- Confirm earnest money and option fee delivery instructions sent to buyer
- Confirm contract delivered to title company (starts title commitment process)
- Notify lender of executed contract
Discover how a Freedom TC can streamline your transactions from contract to close!
Phase 2: Due Diligence (Days 3-15)
The testing phase. This is where issues surface and negotiations happen.
Inspections
- Home inspection scheduled and confirmed
- Inspection report received and forwarded to agent
- Additional inspections ordered if needed (termite, structural, pool, septic, radon)
- Repair request prepared (if applicable) — agent provides terms, TC prepares document
- Repair response received and distributed
- Repair amendment executed by all parties
- Option period termination or extension tracked (if applicable)
Appraisal
- Confirm lender has ordered the appraisal
- Provide appraiser access information if needed
- Appraisal report received
- If low appraisal — alert agent immediately, track negotiation deadline
- Appraisal contingency addressed (waived, negotiated, or terminated)
Title
- Title commitment received
- Review for exceptions, liens, judgments, or defects
- Flag any issues to agent and title company
- Confirm all title objections are being resolved
- Updated title commitment received (if amendments were needed)
Survey
- Survey ordered (confirm who’s ordering — buyer or seller side)
- Survey received and reviewed
- Flag any encroachments, easement issues, or boundary concerns
- Survey delivered to title company
Financing
- Confirm lender is processing the loan
- Follow up on any outstanding conditions from underwriting
- Track financing contingency deadline
- Confirm buyer has selected insurance policy and binder sent to lender
HOA (if applicable)
- HOA resale certificate ordered
- HOA documents received and delivered to buyer
- Review for transfer fees, special assessments, or restrictions
- Track HOA document review period deadline
Discover how a Freedom TC can streamline your transactions from contract to close!
Phase 3: Pre-Closing (Days 15-30+)
Everything converges. This is where proactive follow-up prevents last-minute scrambles.
Loan Status
- Follow up with lender on loan status weekly
- Confirm all underwriting conditions are cleared
- Clear to close received from lender
- Closing disclosure sent to buyer (must be 3 business days before closing)
- Buyer reviews and acknowledges closing disclosure
Closing Coordination
- Confirm closing date with all parties
- Confirm closing time and location
- Coordinate any schedule conflicts
- If remote closing — confirm signing arrangements (mobile notary, mail-away)
- Confirm wire instructions sent to buyer (verify by phone — wire fraud prevention)
- Final walkthrough scheduled
Document Review
- Review closing disclosure for accuracy — compare to contract terms
- Verify prorations (taxes, HOA dues, rent if applicable)
- Confirm commission amounts are correct
- Verify all credits and debits
- All repair receipts or lien waivers collected (if applicable)
Compliance
- All required brokerage documents present in file
- All signatures and initials verified across all documents
- File organized per brokerage requirements
- Any missing documents flagged and collected
Phase 4: Closing and Post-Closing
Closing Day
- Confirm all parties know time, location, and what to bring
- Confirm funds have been wired
- Monitor signing — available for questions if issues arise
- Confirm recording of deed
- Confirm disbursement of funds
Post-Closing
- Final copies of all documents collected
- Compliance file submitted to brokerage
- Agent notified of file completion
- File archived per brokerage retention requirements
- Any outstanding items followed up (warranty registration, etc.)
Discover how a Freedom TC can streamline your transactions from contract to close!
Using This Checklist
This isn’t meant to be printed and checked off by hand. It’s a framework. The actual implementation lives in whatever systems your TC uses to track files — combined with keeping your brokerage’s back office and compliance platform up to date.
The value isn’t in the checklist itself. It’s in the system that makes sure every item gets done, on time, on every file.
If managing this across multiple active transactions sounds like more than you want to handle — that’s literally what we do. We run this checklist on every file, across hundreds of closings per year, so you can stay focused on revenue-generating work.
Call: (713) 364-4382 Email: SetMeFree@freedom-res.com
