Real Estate Transaction Coordinator Checklist - FREE PDF

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Real estate transaction coordinator checklist template

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Use this template with Lumiform

Customize this template or build your own
Fill out templates via mobile app
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

Learn more

Our real estate transaction coordinator checklist template organizes the complex journey from contract to closing into manageable phases. You’ll track every critical deadline, document, and communication requirement without missing a step. For example, when juggling multiple transactions with overlapping inspection contingencies and financing deadlines, this template provides clear visual indicators of approaching due dates with automated reminders.

According to a National Association of Realtors study, 32% of delayed closings result from missed paperwork deadlines, an issue this template directly addresses through its comprehensive phase-by-phase tracking system. We created this template specifically to eliminate the chaos of paper-based tracking while maintaining full compliance with all legal requirements.

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Preview of the template

Page 1

Pre-Listing

Obtain listing agreement and verify all information is accurate

Obtain signed seller disclosures

Obtain copy of deed

Obtain copy of mortgage statement

Obtain copy of HOA/Condo docs (if applicable)

Listing Prep

Schedule listing appointment

Obtain professional photos

Create marketing materials

Input listing into MLS

Offers & Contracts

Review all offers received

Obtain pre-approval or proof of funds for buyer

Deliver earnest money deposit

Obtain fully executed contract

Due Diligence

Order title commitment

Review title commitment for any issues

Obtain homeowner's insurance binder

Order termite/pest inspection

Order home inspection

Obtain HOA/Condo questionnaire (if applicable)

Closing

Schedule closing date/time

Obtain closing disclosure

Obtain copy of deed

Obtain copy of title policy

Obtain copy of keys

Frequently asked questions

What information should I include in a real estate transaction coordinator checklist?

Your checklist should include property details, key contacts (agents, lenders, inspectors), all contingency deadlines, document tracking sections, inspection schedules, financing milestones, title work timelines, and closing requirements. The most effective checklists also include communication logs and issue resolution tracking to maintain accountability throughout the transaction.

What are the most critical deadlines to track in a real estate transaction?

The most critical deadlines include earnest money deposit timing, inspection contingency period, financing contingency deadline, appraisal deadline, title review period, and final walkthrough scheduling. The template highlights these time-sensitive items and provides notification options to ensure you address each milestone before it becomes a transaction risk.

When should I introduce this checklist into the transaction process?

Introduce this checklist immediately after contract acceptance to maximize its effectiveness. Early implementation allows you to properly document all initial requirements, establish baseline timelines, and create accountability from the start. The sooner you implement structured tracking, the less likely you’ll encounter missed deadlines or documentation gaps later in the transaction.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.