What should be on a transaction coordinator checklist?

A comprehensive TC checklist covers contract receipt and review, earnest money tracking, inspection scheduling, title and escrow coordination, appraisal management, HOA document requests, loan contingency deadlines, final walkthrough scheduling, closing document preparation, and post-closing follow-up. Each phase has 10-15 specific action items.

How many items are on a typical TC checklist?

A thorough transaction coordinator checklist contains 80-120 items spanning the entire contract-to-close process. This includes 15-20 items for contract intake, 10-15 for inspections, 20-25 for loan processing, 10-15 for title and escrow, and 15-20 for closing preparation and post-closing tasks.

Can AI automate transaction coordinator checklists?

Yes, AI-powered TC tools like ReBillion.ai can automate checklist management by tracking deadlines, sending reminders, updating task status based on document receipt, and flagging overdue items. This reduces manual tracking time by 60-70% while improving compliance accuracy.

Free Transaction Coordinator Checklist 2026: 100+ Tasks from Contract to Close

A systematic checklist is every transaction coordinator’s secret weapon. Missing a single deadline can cost your brokerage thousands in lost deals, lawsuits, and compliance violations.

This comprehensive TC checklist covers 100+ critical tasks across all transaction phases—from contract execution through post-closing. Each task includes timing, responsible parties, and success criteria.

Pro tip: Download this checklist, copy it into your CRM or spreadsheet, and update it daily. Or use ReBillion.ai to automate it entirely.

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Copy This Checklist to Your Workflow

Select all text below, copy to your CRM, spreadsheet, or project management tool. Check items off as you complete them.

Phase 1: Contract Received / Opening (15 Tasks)

Timeline: Day 0-2 of contract execution

Goal: Establish transaction file, notify all parties, and initiate critical processes

Day 0: Receive signed contract from agent and review for completeness (Task, TC)

Day 0: Extract key dates and create transaction timeline spreadsheet with all deadlines (Task, TC)

Day 0: Open transaction file in CRM/system and input all parties’ contact information (Task, TC)

Day 0: Send welcome email to buyer with transaction overview and contact info (Task, TC)

Day 0: Send welcome email to seller (if applicable) with transaction overview (Task, TC)

Day 1: Contact title company and order title search, request opening escrow (Task, TC)

Day 1: Confirm earnest money deposit (EMD) received by title company or escrow holder (Task, TC/Buyer)

Day 1: Contact lender and send copy of purchase agreement, opening loan file (Task, TC)

Day 1: Request lender documentation list and loan conditions (Task, TC/Lender)

Day 1: Confirm buyer’s insurance agent is assigned and will provide proof before closing (Task, TC/Buyer)

Day 2: Provide HOA/CC&R documents to buyer (if applicable) and notify of disclosure deadlines (Task, TC/Title)

Day 2: Confirm all addenda signed by all parties and recorded in file (Task, TC)

Day 2: Request seller’s title commitment from title company (Task, TC/Title)

Day 2: Create calendar reminders for all critical deadlines (contingency periods, inspections, appraisal) (Task, TC)

Day 2: Schedule team meeting to review transaction with all parties and assign responsibilities (Task, TC)

Phase 2: Inspection Period (12 Tasks)

Timeline: Days 3-17 (typical 14-day inspection period)

Goal: Coordinate inspections, manage repair requests, and resolve contingencies

Days 3-4: Send inspection scheduling email to buyer with recommended inspectors and deadline (Task, TC/Buyer Agent)

Days 3-4: Confirm inspection date/time with buyer and provide to seller’s agent (Task, TC)

Days 5-7: Confirm inspection is scheduled within timeline and property access arranged (Task, TC/Seller Agent)

Days 8-10: Follow up once inspection report received and discuss findings with buyer (Task, TC/Buyer Agent)

Days 10-12: Prepare repair request addendum if buyer wants to request repairs or credits (Task, TC/Buyer Agent)

Days 10-12: Send repair request to seller’s agent with deadline for response (Task, TC)

Days 12-14: Follow up with seller’s agent on repair request status if no response (Task, TC)

Days 13-14: Receive seller’s response and communicate to buyer (Task, TC/Seller Agent)

Days 14-15: Buyer accepts/declines repair response or invokes contingency termination (Task, TC/Buyer)

Day 15-16: If contingency released, send written confirmation to all parties (Task, TC)

Days 15-17: Schedule inspection-era repairs with seller if agreed (Task, TC/Seller Agent)

End of Phase 2: Confirm inspection contingency has been released in writing (Task, TC)

Phase 3: Loan Process Coordination (15 Tasks)

Timeline: Days 1-35 (throughout transaction)

Goal: Keep loan on track, manage conditions, and achieve clear-to-close

Day 3: Obtain lender’s initial documentation request list (Task, TC/Lender)

Day 3: Send documentation list to buyer with deadline (Task, TC/Buyer)

Day 5: Follow up with buyer if documentation not received (Task, TC/Buyer)

Day 7: Confirm all initial documentation submitted to lender (Task, TC/Lender)

Days 8-12: Check loan status daily; request pre-underwriting or initial approval (Task, TC/Lender)

Days 12-18: Monitor for underwriting conditions; communicate any new requests to buyer immediately (Task, TC/Lender/Buyer)

10 days before contingency deadline: Alert buyer if any loan contingency deadlines approaching (Task, TC/Buyer)

Days 20-25: Request appraisal status from lender (Task, TC/Lender)

Days 22-28: Receive appraisal report and review for shortfalls or issues (Task, TC/Lender)

If appraisal low: Coordinate with buyer and seller to resolve (renegotiate, buyer contribution, challenge) (Task, TC/Buyer Agent/Seller Agent)

Days 25-30: Request final closing disclosure (CD) from lender (Task, TC/Lender)

3 days before closing: Send CD to buyer for review (must be at least 3 days prior) (Task, TC/Buyer)

Days 30-33: Resolve any last-minute underwriting conditions (Task, TC/Lender)

1 day before closing: Obtain final clear-to-close from lender (Task, TC/Lender)

Day before closing: Confirm wire/fund transfer instructions with lender and title (Task, TC/Lender/Title)

Phase 4: Title & Escrow (12 Tasks)

Timeline: Days 1-35

Goal: Clear title exceptions and finalize closing documents

Day 2: Confirm title company opened escrow and assigned title officer (Task, TC/Title)

Days 3-5: Receive initial title report/commitment and review for exceptions (Task, TC/Title)

Days 5-7: Send title report to buyer and explain any exceptions (Task, TC/Buyer)

Days 5-7: Work with title officer to resolve any outstanding exceptions or liens (Task, TC/Title/Seller)

Days 7-10: Follow up on title exceptions; obtain payoff statements for liens if needed (Task, TC/Title)

Days 15-20: Request final title commitment/policy from title company (Task, TC/Title)

Days 20-25: Receive preliminary closing statement from title company (Task, TC/Title)

Days 25-30: Review closing statement for accuracy and confirm all parties’ portions (Task, TC)

Days 28-30: Confirm HOA documents, estoppel letters received if applicable (Task, TC/Title)

Day 33: Request final closing statement from title company (Task, TC/Title)

Day 33-34: Review final closing statement and send to parties for approval (Task, TC)

Day 34: Confirm all title exceptions cleared and final policy ready to issue at closing (Task, TC/Title)

Phase 5: Appraisal Management (8 Tasks)

Timeline: Days 8-22

Goal: Ensure appraisal is ordered, scheduled, and completed without delays

Day 8: Confirm lender ordered appraisal and inspector assigned (Task, TC/Lender)

Days 8-10: Contact seller’s agent to schedule appraisal inspection and confirm property access (Task, TC/Seller Agent)

Days 10-12: Follow up if appraisal not yet scheduled; provide lender/appraiser contact info (Task, TC/Lender)

Days 12-14: Confirm appraisal inspection completed (Task, TC/Appraiser/Seller Agent)

Days 18-22: Request appraisal report from lender (Task, TC/Lender)

Days 20-24: Receive and review appraisal; alert buyer and agent immediately if issues (Task, TC/Lender/Buyer Agent)

If appraisal shortfall: Help buyer/seller work out resolution (renegotiation, buyer adds funds, appraisal appeal) (Task, TC/Buyer Agent/Seller Agent)

Day 24: Confirm appraisal contingency released or issue resolved (Task, TC)

Phase 6: Closing Preparation (15 Tasks)

Timeline: Days 25-35

Goal: Finalize all documents, verify funds, and prepare for closing day

Days 25-26: Confirm buyer has obtained homeowners insurance and title company received proof (Task, TC/Buyer)

Days 26-27: Send final walkthrough reminder to buyer with property address and contact info (Task, TC/Buyer)

Days 27-28: Coordinate final walkthrough with seller’s agent and buyer (Task, TC/Seller Agent/Buyer)

Days 28-29: Confirm final walkthrough completed and no new issues (Task, TC/Buyer)

3 days before closing: Request closing documents from title company (Task, TC/Title)

3 days before closing: Receive and review Closing Disclosure (CD) from lender (Task, TC/Lender)

3 days before closing: Send CD to buyer with instructions to review and confirm accuracy (Task, TC/Buyer)

Days 31-32: Receive and review closing statement and closing documents from title company (Task, TC/Title)

Days 31-32: Confirm all parties’ final signatures are on closing documents (Task, TC/Title)

Day 32: Prepare wire transfer instructions for buyer with deadline and recipient bank info (Task, TC/Title/Lender)

Day 32: Send wire instructions to buyer with explicit deadline to initiate transfer (Task, TC/Buyer)

Day 32: Confirm wire received by title company once transfer initiated (Task, TC/Title)

1 day before closing: Send final closing day instructions to buyer (location, time, what to bring) (Task, TC/Buyer)

1 day before closing: Confirm all parties’ closing times and attendance (Task, TC/Title)

Day before closing: Receive final clear-to-close confirmation from lender (Task, TC/Lender)

Phase 7: Closing Day (10 Tasks)

Timeline: Day 35 (closing day)

Goal: Execute all closing documents and transfer funds

Morning of closing: Send reminder text/email to buyer with closing location, time, and contact (Task, TC/Buyer)

1 hour before closing: Confirm buyer en route to title company and on time (Task, TC/Buyer)

During closing: Attend closing (or have agent attend) to oversee document execution (Task, TC/Agent)

At closing table: Confirm all documents signed by correct parties with correct signatures (Task, TC/Title Officer)

At closing table: Verify buyer brings valid ID and all funds/wire confirmed (Task, TC/Title Officer/Buyer)

At closing table: Witness buyer’s review of all closing documents (Task, TC/Title Officer)

Post-closing: Receive and file signed closing documents (Task, TC/Title Officer)

Post-closing: Confirm funds transferred to seller (Task, TC/Title)

Post-closing: Deliver keys to buyer (Task, TC/Seller Agent/Title)

Post-closing: Confirm deed recorded and transaction officially closed (Task, TC/Title)

Phase 8: Post-Closing (8 Tasks)

Timeline: Days 36-45

Goal: Finalize files, maintain relationships, and seek future business

Day 36: Send congratulations email to buyer with transaction summary (Task, TC)

Days 36-40: Receive and file final title policy (Task, TC/Title)

Days 36-40: Compile all closing documents and create permanent file archive (Task, TC)

Days 36-40: Verify post-closing repairs completed by seller (if applicable) (Task, TC/Buyer)

Day 7 post-closing: Send buyer request for online review (Google, Zillow, Facebook, industry sites) (Task, TC)

Day 10 post-closing: Send buyer referral request with contact info for friends/family (Task, TC)

Day 14 post-closing: Follow-up call to buyer to ensure happy with home and no issues (Task, TC)

Day 30 post-closing: Archive transaction file and mark as complete in system (Task, TC)

Bonus Tasks: Compliance & Documentation (5 Tasks)

Timeline: Ongoing throughout transaction

Ongoing: Document all communications (emails, calls, texts) in transaction file for compliance (Task, TC)

Ongoing: Maintain transaction status updates in CRM daily (Task, TC)

Ongoing: Flag any potential legal or compliance issues immediately to broker (Task, TC)

Ongoing: Confirm all required disclosures delivered and signed by deadline (Task, TC)

Ongoing: Maintain secure file access and protect sensitive buyer/seller/lender information (Task, TC)

Task Progress Summary

Total Tasks: 100

Tasks Completed: 0

Progress: 0%

Automate This Entire Checklist with ReBillion.ai

Manually tracking 100+ tasks drains time and creates the risk of missed deadlines. ReBillion.ai automates this entire checklist—automatically monitoring deadlines, sending reminders, and escalating issues.

What you get:

Automated deadline tracking across all transaction phases
Automatic email and SMS reminders to all parties at optimal times
Escalation alerts if tasks fall behind schedule
Document checklists that sync to your CRM
Compliance documentation automatically logged
Zero manual checklist management

Result: More closed transactions, zero missed deadlines, happier clients.

See ReBillion.ai in Action

Frequently Asked Questions About TC Checklists

Q: Do I need to follow this exact sequence?

A: This sequence reflects standard transaction flow, but adapt it to your market, state laws, and company procedures. The key is having a systematic process—what matters more than the exact order is that nothing falls through the cracks.

Q: What if a transaction timeline is shorter (e.g., 21 days to close)?

A: Compress timelines proportionally. Inspection period shortens, appraisal timeline compresses, loan processing accelerates. The task sequence stays the same, but contingency deadlines and lender timelines shift. Mark these expedited deadlines prominently.

Q: How do I know if a task is “my job” vs. the agent’s vs. the lender’s?

A: Responsible party designation is included in each task (TC, Agent, Buyer, Lender, etc.). As TC, you “own” coordinating the task—even if someone else does the work. You verify it’s done on time and escalate if blocked.

Q: What happens if I miss a deadline?

A: Immediately inform all affected parties, escalate to your broker, and work with the other party to extend the deadline if possible. Document everything in writing. Prevention via daily tracking is far better than damage control.

Q: Can I use this in my CRM or project management tool?

A: Absolutely. Copy the task list into Salesforce, HubSpot, Asana, Monday.com, Trello, or your preferred system. Many TCs build a task template that auto-populates when a new transaction enters the system.

Q: How often should I update my checklist?

A: Update daily. Check off tasks as they’re completed, update status on in-progress tasks, and flag any items at risk of missing deadline. Review the full checklist at your morning huddle.

Written by Vikas

Content specialist at ReBillion.ai covering real estate transaction coordination, AI tools, and industry best practices.

Free Transaction Coordinator Checklist 2026: 100+ Tasks from Contract to Close

Free Transaction Coordinator Checklist 2026: 100+ Tasks from Contract to Close

Copy This Checklist to Your Workflow

Phase 1: Contract Received / Opening (15 Tasks)

Phase 2: Inspection Period (12 Tasks)

Phase 3: Loan Process Coordination (15 Tasks)

Phase 4: Title & Escrow (12 Tasks)

Phase 5: Appraisal Management (8 Tasks)

Phase 6: Closing Preparation (15 Tasks)

Phase 7: Closing Day (10 Tasks)

Phase 8: Post-Closing (8 Tasks)

Bonus Tasks: Compliance & Documentation (5 Tasks)

Task Progress Summary

Automate This Entire Checklist with ReBillion.ai

Frequently Asked Questions About TC Checklists

Q: Do I need to follow this exact sequence?

Q: What if a transaction timeline is shorter (e.g., 21 days to close)?

Q: How do I know if a task is “my job” vs. the agent’s vs. the lender’s?

Q: What happens if I miss a deadline?

Q: Can I use this in my CRM or project management tool?

Q: How often should I update my checklist?

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