Transaction Coordinator Checklist for Contracts & Deadlines
TCs manage the chaos between 'offer accepted' and 'keys handed over.' Here's the systematic checklist that keeps every contract on track and every deadline visible.
Fyxture Team
AI Contract Analysis for Real Estate
Transaction coordinators are the unsung heroes of real estate. While agents focus on client relationships and negotiations, TCs make sure every document is signed, every deadline is met, and every detail is tracked from executed contract to closing. If you need a detailed TC contract review checklist, start there. The difference between a great TC and an average one isn't talent — it's systems.
Here's the checklist that keeps everything organized, broken down by phase.
Contract Intake (Day 1)
The moment a fully executed contract arrives, your clock starts. This first phase sets the foundation for everything that follows. Rush it, and you'll be playing catch-up for the entire transaction.
Checklist
- Verify all signatures present on every document (purchase agreement + all addenda)
- Confirm all names match across documents and match legal IDs
- Verify property address and legal description
- Extract and calculate every deadline (convert to actual calendar dates)
- Verify financial terms: purchase price, earnest money, loan amount, concessions
- Confirm earnest money deposit deadline and notify buyer's agent
- Create the transaction file with all documents organized
- Send welcome/introduction email to all parties with key dates
- Open title and escrow (if applicable in your market)
Due Diligence Period (Days 1-14, typically)
This is the busiest phase. Inspections, appraisals, and lender requirements all converge. Your job is to track every moving piece and make sure nothing slips. Understanding what happens when deadlines are missed is critical motivation for getting this right.
Checklist
- Confirm earnest money deposited (get receipt from escrow)
- Track inspection scheduling and confirm within timeline
- Monitor inspection contingency deadline — set 72-hour warning
- Track inspection objection/response if applicable
- Verify seller disclosures received and buyer acknowledgment
- Confirm HOA documents received (if applicable)
- Track appraisal ordering and scheduling
- Monitor title commitment receipt and review period
- Track any repair addendum negotiations
- Flag any approaching deadlines to agents 48 hours in advance
Financing & Appraisal (Days 14-30, typically)
With inspections behind you, attention shifts to the lender. This phase has the most external dependencies — you're relying on the lender, appraiser, and sometimes multiple third parties to deliver on time.
Checklist
- Monitor financing contingency deadline
- Confirm appraisal completed and value reported
- If appraisal is low: track renegotiation timeline and appraisal contingency deadline
- Verify loan approval / clear-to-close status with lender
- Track any conditions from the lender that need to be satisfied
- Confirm homeowner's insurance bound and proof sent to lender
- Monitor any extension requests and ensure amendments are signed
- Verify all repair work completed (if applicable) and documentation received
Pre-Closing (5-7 days before closing)
The home stretch. This is your final quality check before everyone sits down at the table. Every issue discovered here is an issue you prevented from becoming a closing-day disaster.
Checklist
- Confirm clear-to-close from lender
- Review closing disclosure against contract terms (every line item)
- Verify prorations are calculated correctly (taxes, HOA, etc.)
- Confirm final walk-through scheduled
- Verify all contingencies satisfied, waived, or extended
- Confirm all amendments signed by all parties
- Verify title is clear and ready for transfer
- Confirm utilities scheduled for transfer
- Send closing details to all parties (time, location, what to bring)
- Calculate final figures and confirm wire instructions (verify by phone — never by email alone)
Post-Closing
The deal isn't truly done until the file is closed. Post-closing tasks are easy to skip when the next transaction is already demanding attention, but incomplete files create problems down the road — especially if a dispute arises months later.
Checklist
- Confirm recording of deed
- Verify commission disbursement
- Archive complete transaction file (all documents, correspondence, timelines)
- Send closing summary to agent
- Note any lessons learned or issues for future reference
Automate the Repetitive Parts
The most time-consuming part of this checklist is the contract intake: extracting deadlines, verifying financial terms, checking signatures, and identifying potential issues. For a TC managing 20-30 active transactions, that's hours every week spent on the same repetitive analysis.
Fyxture's AI deadline tracking handles the contract intake analysis in about 60 seconds — extracting every deadline, flagging every risk, verifying financial terms, and generating a complete summary. That's your starting point. Your expertise takes it from there.
Automate deadline tracking for your entire pipeline. Upload contracts to Fyxture and get every deadline extracted with calendar sync and buffer alerts. Stop tracking deadlines manually across dozens of transactions.
Never miss a contract deadline again
Upload your contract and get every deadline extracted automatically — with calendar sync, buffer alerts, and a complete timeline view.