A Step-by-Step Look at Transaction Coordination
Getting under contract is just the beginning.
In real estate, going “under contract” might feel like the finish line — but for anyone who’s actually closed a deal, you know that’s just the start of a detailed, deadline-driven process. Between coordinating with multiple parties, managing paperwork, and keeping clients informed, the work that happens behind the deal is what truly makes or breaks a smooth closing.
This is where Transaction Coordination comes in — the behind-the-scenes magic that keeps your transactions moving forward and your clients at ease.
The Transaction Timeline: What Happens After You Go Under Contract?
Here’s a breakdown of the key steps and milestones in a typical transaction — and how a Transaction Coordinator helps make sure each piece is handled with care:
Intro Emails & Initial Setup
Introduction to all parties involved: agents, clients, lenders, title companies, attorneys, inspectors.
Sharing a clear outline of next steps and important dates.
2. Deadline & Document Tracking
Earnest money deposit due dates.
Home inspection scheduling and deadlines.
Appraisal dates.
Financing contingency periods.
Disclosure delivery and review.
💡 How your TC helps: Actively monitors all contract deadlines, sends reminders, and ensures required documents are signed and submitted on time.
3. Coordination with Third Parties
Communicating with title/escrow companies.
Following up with lenders on financing status.
Scheduling inspections, repairs, and walkthroughs.
Collecting necessary documentation from all involved.
💡 How your TC helps: Manages these communications so you don’t have to chase people down, while keeping you in the loop.
4. Managing Changes & Amendments
Handling contract changes, addendums, or extensions.
Making sure all adjustments are properly signed and documented.
💡 How your TC helps: Prepares, sends, and tracks changes — ensuring compliance and accuracy.
5. Client Updates & Peace of Mind
Keeping buyers or sellers informed on what’s happening next.
Explaining the process in clear, simple terms to reduce client stress.
Acting as an additional layer of communication between all parties.
💡 How your TC helps: Provides regular status updates to clients and agents — so everyone feels supported and informed.
6. Closing Coordination
Confirming final closing details with all parties.
Making sure everything is in place for a successful, on-time closing.
Ensuring the brokerage file is complete and compliant.
💡 How your TC helps: Triple-checks all documentation, confirms closing schedules, and delivers the final file.
Why This Matters for Your Business
While you’re out showing homes, prospecting, or negotiating your next deal, your TC is behind the scenes making sure your current transactions don’t fall apart. This allows you to:
Focus on client relationships and income-producing activities.
Reduce the risk of errors, missed deadlines, or miscommunication.
Provide a professional, seamless experience that leads to happy clients and repeat business.
At DREAM, Inc., We Handle the Back End So You Can Focus on the Front End
Our mission is to make sure every transaction you touch feels organized, professional, and stress-free — for both you and your clients. We believe the real power of transaction coordination is what happens behind the deal.
Want to experience it for yourself?