Your transaction coordinator is more than just a glorified paper pusher. If you train them right (and order them Uber Eats occasionally), they can help soothe your buyer’s frazzled nerves and even help you get more referrals. Smooth transactions lead to glowing reviews, and glowing reviews lead to closed deals. Why not set them up for success on day one?
We put together this foolproof real estate transaction coordinator checklist to keep you and your coordinator on task and ensure your deals close smoothly. Use it to onboard new hires or keep yourself organized—critical when you’re juggling multiple deals at once. We wrap up tips on getting the most from this checklist and integrating it into your workflow for smoother closings.
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Below, you can download our free transaction coordinator checklist as a PDF or Google Doc. To use the checklist in Google Docs, make a copy and save it to your Google Drive. To learn more about the checklist and how to use it, including tips for smoother transactions, keep scrolling to read the rest of our guide.
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The ultimate transaction coordinator checklist for 2025
Here is a transaction coordinator checklist that includes tasks ranging from compliance and due diligence to basic client service to ensure a smooth transaction and maximize the potential for referrals. Use it as a starting point to build a seamless workflow between your transaction coordinator and everyone involved in your deal.
Under Contract
- Collect earnest money deposit
- Review and upload purchase agreement: ensure all deadlines and contingencies are clearly outlined
- Collect and upload all required disclosures
- Collect and upload buyer-broker agreement
- Collect and upload pre-approval or proof of funds documents
- Notify lender
- Send welcome email to introduce yourself to the buyer, listing agent, and lender with a brief explanation of your role and each step of the transaction for the buyer.
- Schedule an onboarding call with the buyer to personally walk them through the transaction process and answer any questions
Inspection
- Email the buyer a list of preferred home inspectors and more details about the home inspection process, such as what to expect, questions to ask, etc.
- Coordinate with listing agent, seller, buyer, and inspector to schedule inspection
- Upload inspection report and create addendum
- Remove inspection contingency from purchase and sale agreement
Closing
- Collect and upload appraisal
- Order home warranty (if applicable)
- Coordinate final walkthrough with all parties
- Confirm closing date and time
- Email buyer list of what to bring to closing
- Ensure listing is labeled pending in the MLS
- Upload signed buyer net sheet
Post Closing
- Coordinate transfer of utility accounts: gas, electric, water, etc.
- Schedule delivery of closing gift
- Email client satisfaction survey
How to make the most of this checklist for smoother deals
Now that you have a checklist you can modify to fit your workflow, here are a few tips for using it to close deals with less stress:
Make one checklist the single source of truth for everyone in your deal
Everyone who touches your deal needs to be on the same page. Whether you use sophisticated transaction management software or a simple spreadsheet to track your deals, ensure that everyone uses the same checklist. Listing or buyer agents on the other side of the deal will be thrilled if you take deal tracking off their plates.
When in doubt, pick up the phone
Smooth closings require clear communication. Make it clear from the beginning that anyone involved in your deal can call if they run into an issue. This keeps everyone on the same page and helps prevent minor problems from escalating into major issues that could jeopardize your closing. Make a list of exactly who to contact for any issue that might arise and share it with your team. This helps avoid lengthy email or Slack threads.
Leverage automation
Automations that trigger task reminders or emails make it easier to move your deal along. You can set up simple automation in your CRM or transaction management platform to reduce your team’s workload.
Pre-write all emails in your transaction workflow
Pre-writing emails for onboarding a new buyer or informing an agent from the other side of the deal when you reach a milestone can save you time. If you’re using a CRM or transaction management system, you can use automation to trigger them. If not, set up simple templates for common emails in Gmail or your email marketing software.
Establish clear roles and expectations with your transaction coordinator
Set your transaction coordinator up for success by defining roles and responsibilities in every situation. Calling a buyer to tell them something your transaction coordinator emailed them about the day before makes you look disorganized. Set clear expectations to avoid confusion and duplicating effort.
Audit your checklist for efficiency once per quarter
There is no such thing as a perfect workflow. Even if your checklist is helping you close deals without issues, minor tweaks to your process can save time and money at scale. To perfect your closing workflow, meet with your team once per quarter to ask for feedback and tweak your checklist using their suggestions. Here are some questions you can ask to get accurate feedback to tweak your checklist:
- What parts of the checklist are working well for you?
- What parts of the checklist aren’t working well for you?
- How can we be more efficient?
Remember that the money is in the follow-up
A smooth transaction can help you get more referrals from happy customers and clients. But only if you follow up! Send a simple customer satisfaction survey to let them know you care about their closing experience. Then, send a closing gift and add a task in your CRM to follow up with a phone call in three months to check-in.
The Bottom Line
Checklists are critical in creating transaction workflows that save you time, money and headaches. Use our checklist as a jumping-off point to create a transaction workflow that keeps team members happy and helps you generate more glowing reviews that lead to referrals. NAR data show that 66% of homesellers used an agent that was referred to them or one they’ve worked with before. Boosting your percentage of referral clients is critical for scaling your business efficiently. A thoughtful and strategic checklist can help.
