Transaction Coordinator Workflow Templates & Tools
Everything a Texas transaction coordinator needs to manage the contract-to-close workflow efficiently — from deadline calculators and communication templates to checklists and transaction tracking.
The Texas TC Workflow: Phase by Phase
Phase 1: Contract Receipt
When you receive an executed contract, your first tasks are to open the file, introduce yourself to all parties, deliver the contract to title, confirm earnest money and option fee deadlines, and send the seller's disclosures to the buyer.
Phase 2: Option Period & Inspection
During the option period, coordinate the home inspection, track the inspection report, facilitate repair negotiations, and monitor the option period expiration date closely. All repair amendments must be executed before the option expires.
Phase 3: Financing & Title
After the option period, the focus shifts to financing approval, title commitment delivery, and survey completion. Maintain regular contact with the lender to monitor loan status and ensure the financing deadline will be met.
Phase 4: HOA (if applicable)
If the property is in an HOA, request resale documents early and follow up proactively. HOAs can be slow to respond and delays can affect the closing timeline.
Phase 5: Closing Week
In the final week, verify the Closing Disclosure has been delivered, confirm logistics with title and lender, schedule the final walkthrough, and prepare the buyer with a closing day checklist.
Phase 6: Post-Closing
After closing, collect and distribute final documents, submit your file to broker compliance, archive all transaction records, and follow up with the agent on any outstanding tasks.