Comprehensive Real Estate Transaction Checklist

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Real estate transaction coordinator checklist

A lot of people don't realize just how many steps must be completed in a real estate transaction until they're already in the midst of one, and if you’re an agent or transaction coordinator juggling many transactions at once, you know the pain of staying organized and on top of every last detail.

Creating transaction checklist templates can quickly prove invaluable for keeping everyone on the same page and moving in the same direction at all times. With the rapidly changing technical landscape, the broadening scope of marketing work agents take on and the movement toward real estate teams, it is more important than ever to follow a reliable real estate transaction checklist to ensure nothing falls through the cracks. 

For real estate agents and transaction coordinators, in particular, having an airtight transaction checklist could be pivotal. Never forget that any small mistake during this time - even a totally innocent one - could potentially delay the closing date and cause the entire transaction to fall apart. This is one of those areas where you absolutely want to make sure that all of your bases are covered.

While every real estate transaction checklist has its own nuances, there are many core elements that are true for the majority of deals in every state.

Transaction coordinator checklist template for buyers 

The ideal real estate transaction checklist (also referred to as a closing checklist) for buyers will cover every part of the escrow process from the initial purchase, all the way through closing and beyond. This helps keep track of everything necessary in order to avoid important steps falling through the cracks. A closing checklist also helps all parties cover their contractual obligations.

While it's true that a real estate buyer transaction checklist will vary slightly depending on the exact type of property being purchased and the type of financing, it usually includes a number of important elements like:

  • Obtaining a mortgage pre-approval letter from a lender
  • Completing a purchase agreement
  • Any buyer referral agreement documentation, if applicable.
  • Scheduling a home inspection.
  • Appraisal reports and more

As the buyer moves closer to the actual closing date, it will also likely include important reminders to remember to do things like confirm the close of escrow and order any applicable home warranty, too.

Download our full real estate transaction checklist PDF for buyers

Transaction coordinator checklist template for listings

While there are fewer responsibilities and deadlines on the listing side of a real estate transaction, preparing a home for listing and marketing that home also requires many steps.  Some common tasks that must be done for a successful home listing include:

  • Preparing a listing presentation, comps, and pricing
  • Obtaining a listing agreement
  • Creating your listing in your local MLS
  • Obtaining all sellers disclosures in compliance with your local laws
  • Prepping a home to market with photos, virtual tours, or staging
  • Installing signs and lockboxes
  • Promoting listings via social media, open houses, flyers boxes, etc

Download our real estate transaction coordinator checklist for listings

Leveling up with real estate software

While it's absolutely possible to create a transaction checklist template the old-fashioned way, PDF checklists and spreadsheets are no longer the best way of accomplishing the job. 

Many tools exist to help real estate agents and transaction coordinators streamline workflows some are stand-alone transaction managers, others are CRM’s, and some tools, like Shaker, are the all-in-one solutions.  It’s important to choose a tool that supports your office, and most importantly, one you will use.

Transaction management software

Most real estate transaction software is meant to streamline the process of closing real estate deals. The main focus of transaction management software is facilitating the production and signature of required documents such as a purchase agreement or inspection response. Some transaction management tools also facilitate task management as it relates to critical transaction deadlines leading up to closing.  Both agents and transaction coordinators can use transaction management software.


A real estate CRM can help you track every interaction that a customer has had with your real estate agency. This a great way to build and hone that relationship with a prospective buyer during the period when they're still looking for a home, but it's also a perfect opportunity to manage everything that happens up to that point. Additionally, CRM tools can allow you to easily share information across your organization in a way that is difficult with something like a spreadsheet. Your marketing department can use the CRM tool to nurture leads before handing them off to the sales department, at which point those agents can refer back to all of the information created during that prior period. Not only does this simply make it easier to keep track of someone's relationship with your real estate agency, but it also helps create a better experience for your users.

While creating and using a real estate checklist is critical to any real estate transaction, leveraging real estate software can take you to another level of productivity, while ensuring the closing meets compliance requirements.

Free Real Estate Transaction Coordinator Checklist Template
Free Checklist Download

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