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Transaction Coordinator Form Template

Create streamlined real estate transactions effortlessly

Managing real estate transactions can be overwhelming when you're juggling numerous details and deadlines. This Transaction Coordinator Form Template helps you streamline your process, making it ideal for real estate professionals seeking to improve efficiency and organization. Easily track essential information, collaborate with your team, and ensure every critical step is completed on time. Plus, you'll enjoy customizable options, a user-friendly experience, and compliance with WCAG guidelines for accessibility. Explore how this powerful template can transform your workflow.

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Your full name
Your email
Your phone
Brokerage or company name
Preferred communication method
Email
Phone call
Text message
Any of the above
Representation
Buyer
Seller
Both (dual)
Landlord
Tenant
Referral/Other
Transaction type
Residential purchase
Residential listing
Residential lease
Commercial purchase
Commercial lease
Other
Please Specify:
Property address
MLS number (if applicable)
Contract price or list price
Is the property in an HOA?
Yes
No
Current occupancy status
Owner-occupied
Tenant-occupied
Vacant
Unknown
Contract execution date
Target closing date
Earnest money amount
Earnest money due date
Option or inspection period end date
Appraisal contingency deadline
Financing approval deadline
Who will hold escrow?
Title company
Brokerage
Attorney
Unknown
Other
Please Specify:
Client 1 full name
Client 1 email
Client 1 phone
Co-operating agent full name
Co-operating agent brokerage
Co-operating agent email
Co-operating agent phone
Title or escrow company name
Escrow officer name
Escrow officer email
Lender company name
Loan officer name
Loan officer email
Additional contacts or notes
Which documents are you providing now?
Please Specify:
Any special instructions or notes for the transaction coordinator?
How will you deliver documents to the transaction coordinator?
Email attachments
Shared drive link
In-office drop-off
Will provide after this submission
May we communicate with all parties you listed for this file?
Yes
No
Authorized submitter full name (type to sign)
Signature date
I confirm the information provided is accurate to the best of my knowledge.
Yes
No
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Paper art illustration depicting a transaction coordinator form template design for FormCreatorAI article

When to use this form

Use this form after a purchase agreement is signed and you need one place to track dates, documents, and contacts from acceptance to closing. It helps agents, assistants, and freelance coordinators manage milestones like earnest money, inspections, appraisal, loan approval, repairs, and final walk-through. Capture who is responsible for each step (buyer, seller, lender, title/escrow, attorney) and reduce gaps that cause delays. If a deal just went live, pair it with the Property under contract form to log the key terms. Near the finish line, confirm balances and fees with the Real estate closing statement form. For repeat buyers, reuse contact and preference details from the House buyers information checklist form so you do not chase the same info twice.

Must Ask Transaction Coordinator Questions

  1. What are the executed contract date, closing date, and all contingency deadlines?

    These dates drive every task on your timeline and let you flag risks early. Clear deadlines reduce rush fees and prevent missed removals.

  2. Who are the primary contacts and how should we communicate (email, phone, portal)?

    Complete contact info speeds approvals and keeps everyone aligned. Your update preferences set expectations and cut down on back-and-forth.

  3. Which terms and credits must we honor, including repairs, concessions, occupancy, and included items?

    Documenting terms prevents last-minute disputes at walkthrough and funding. When needed, confirm them against the Real estate purchase form to avoid mismatches.

  4. Is the buyer paying cash or financing, and has the appraisal been ordered?

    This impacts scheduling, conditions to clear, and who you must follow up with. Appraisal timing can threaten closing, so tracking it helps you escalate early.

  5. Are there HOA, condo, or other third-party approvals we must secure, and what is the expected turnaround?

    Extra approvals add days and documents, which can shift your closing date. Flagging them early protects the timeline and keeps the title package complete.

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