Real Estate Transaction Checklist | EZCoordinator
A clean checklist is the difference between “I think we’re good” and “I know we’re good.” If you manage transactions, a real estate transaction checklist protects your time, your reputation, and your clients’ experience.
Below is a practical, stage-based checklist you can adapt—plus how transaction coordinator software helps you run it consistently without clutter.
Stage 1: Open the file (contract accepted)
- Create transaction record (property address, parties, key dates)
- Confirm contract is fully executed
- Collect required disclosures (as applicable)
- Send “welcome / next steps” email
- Set deadlines and reminders for contingencies
Stage 2: Due diligence (inspections + requests)
- Schedule inspections and confirm attendance
- Track inspection deadlines and response windows
- Request missing documents and follow up
- Update file with inspection reports and addenda
Stage 3: Financing + appraisal
- Confirm lender milestones (application, conditions, clear-to-close)
- Track appraisal scheduling and report status
- Collect any lender-required documents as needed
Stage 4: Title / escrow
- Confirm title order and status
- Provide requested documents promptly
- Track title issues and resolution steps
Stage 5: Pre-close
- Confirm closing date/time/location or signing method
- Ensure required signatures are planned and ready
- Confirm final document packets are complete
- Send “closing confirmed” email to parties
Stage 6: Close + archive
- Confirm closing occurred and final docs are received
- Deliver final docs to stakeholders (as appropriate)
- Archive file with consistent naming conventions
Why checklists fail (and how to fix it)
Most checklists fail for one of three reasons:
- They live in too many places (sheet, email, notes, folders).
- They’re not repeatable (everyone does it differently).
- They’re too long (clutter kills adoption).
The fix is “effortless power”: keep the checklist simple, stage-based, and supported by a system that makes it easy to follow.
How transaction management software helps
Great transaction management software turns your checklist into a reliable process by combining:
- Task tracking (what’s next, who owns it, when it’s due)
- Document management (every file in the same place)
- E-signature (faster approvals, fewer bottlenecks)
- Continuous updates (modern standards and workflows)
Where EZCoordinator fits
EZCoordinator is built to help solo TCs and small teams run clean, modern workflows—without the complexity of heavy automation tools.
Explore key tools here: How It Works and Features.
For communication consistency, pair this checklist with: Transaction Coordinator Email Templates.
Try the checklist inside a modern system
See pricing anytime: Pricing Plans. Or jump in and build your stages for free:
