Overview
Real estate transactions can be tricky. There are lots of moving parts, deadlines, and people involved. That’s why Transaction Coordinators (TCs) play such a vital role in making sure everything runs smoothly.
However, even the best TCs can miss important steps. These oversights can lead to delays, confusion, or even legal problems. To help you avoid that, this guide outlines the 10 most commonly missed steps and shows you how to catch them before they become bigger issues.
Frequently Asked Questions
1. What Are the Top 10 Overlooked Steps?
Here’s a quick list of steps that often slip through the cracks:
- Verifying the Buyer’s Proof of Funds
- Reviewing Title and Lien Info
- Ensuring Document Accuracy
- Confirming Contingency Clauses
- Scheduling and Tracking Inspections/Repairs
- Coordinating Appraisals Properly
- Verifying Escrow Funds
- Scheduling the Final Walk-Through
- Confirming Commission and Fee Details
- Following Up After Closing
2. How Can I Verify the Buyer’s Proof of Funds?
Missing this step can cause serious delays later on.
Do this:
- Ask for up-to-date bank statements or proof of funds.
- Check that the documents are recent and match the purchase amount.
- Confirm the financing with the lender’s pre-approval letter.
🚨 TC Tip: Add this to your early-stage checklist to catch any issues up front.
3. What Should I Check in the Title and Lien Report?
Title issues can easily delay a deal. It’s your job to spot them early.
Do this:
- Request and review the full title report.
- Make sure liens or easements are noted and cleared.
- Flag issues and share them with all parties ASAP.
🚨 TC Tip: Use a title checklist and plan a follow-up with the title officer if needed.
4. How Can I Make Sure All Documents Are Accurate?
Errors in paperwork slow down closings and hurt your credibility.
Do this:
- Review every form for completeness and correct info.
- Double-check names, contact info, and dates.
- Make sure changes and addendums are signed.
🚨 TC Tip: Use templates and software that alert you to missing fields.
5. How Do I Manage Contingency Clauses?
Contingencies protect the deal. But if you miss one, the deal might fall apart.
Do this:
- Go through the contract to ensure all contingencies are listed.
- Add key deadlines to your calendar.
- Follow up with parties to confirm each is met.
🚨 TC Tip: Add reminders and use calendar alerts for each clause.
6. What’s the Best Way to Handle Inspections and Repairs?
Missed repairs can hold up the deal at the last minute.
Do this:
- Schedule inspections right after the contract is signed.
- Review the reports and send them to all parties.
- Track repair deadlines and completion status.
🚨 TC Tip: Use a shared project tracker to stay on top of repairs.
7. How Do I Manage Appraisals Effectively?
A delayed appraisal can mess with financing and timing.
Do this:
- Coordinate early with lenders and appraisers.
- Follow up regularly on appraisal status.
- Review the appraisal for accuracy and share with all parties.
🚨 TC Tip: Block out appraisal deadlines in your transaction calendar.
8. How Can I Confirm Escrow Funds?
Funds missing from escrow? That’s a deal breaker.
Do this:
- Track deposits and verify timing with the escrow officer.
- Confirm that all expected funds are received and posted.
- Log all communication in your system.
🚨 TC Tip: Build fund verification into your checklist so it’s never missed.
9. Why Does the Final Walk-Through Matter So Much?
This is the buyer’s last chance to inspect the property. If it’s skipped, they could face surprises post-closing.
Do this:
- Schedule the walk-through at least 48 hours before closing.
- Send a checklist so the buyer knows what to look for.
- Address any issues before signing day.
🚨 TC Tip: Send automatic reminders to schedule this step.
10. What Should Happen After Closing?
Closing isn’t the end. Follow-up shows professionalism and keeps things tidy.
Do this:
- Confirm that documents are filed and stored properly.
- Follow up with buyers and sellers to answer questions.
- Ask for feedback to improve your process.
🚨 TC Tip: Create a short post-closing checklist and include a survey to collect insights.
Final Thoughts
Real estate closings are full of details, and it’s easy to miss a step. But with a structured system and solid checklists, you can stay on top of everything. These often-overlooked tasks, when handled properly, make you stand out as a TC who’s proactive, organized, and trusted.
Keep refining your process. Keep communicating. And use these steps to create a smoother, more reliable experience for everyone involved.
