Managing real estate transactions efficiently is crucial for client satisfaction and a successful career. This guide offers essential tips for streamlining the process from contract to closing.

I. Preparation and Organization

A well-prepared agent minimizes stress and delays for all parties involved.

Pre-Contract Checklist

Before submitting or accepting an offer, ensure all necessary information is ready.

• Gather and review all property disclosures.
• Confirm client financing is pre-approved or verified.
• Draft the offer/acceptance using standardized forms.

The Centralized System

Use a robust system to track all transaction details.

Tool Type	Example Use	Placeholder for File
CRM Software	Client communication log	File
Cloud Storage	Document storage and sharing	File
Task Manager	Deadline tracking and reminders	File

II. Key Transaction Milestones

Successful management relies on hitting critical deadlines and maintaining clear communication.

A. Contract Execution

Immediately after the contract is fully executed:

1. Open Escrow/Title: Initiate the process with the selected title company or attorney, usually within Date.
2. Distribute the Contract: Send the signed contract to the lender, title company, and the opposing agent.
3. Schedule Key Events: Immediately schedule the inspection and appraisal. Consider setting up a calendar invitation for the closing date: Calendar event.

B. Due Diligence Period

This phase is critical for client protection and often involves the most deadlines.

• Inspections: Coordinate the home inspection and any specialized inspections required (e.g., roof, sewer). Ensure the inspection is completed by Date.
• Negotiate Repairs: Promptly negotiate any necessary repair requests with the other party.
• Documentation: Maintain a file of all inspection reports and repair amendments.

III. Communication and Coordination

Clear, proactive communication is the foundation of effective transaction management.

• Establish Communication Preferences: At the start, ask the client how they prefer to receive updates (email, phone, text).
• Provide Weekly Updates: Even if there is no significant change, a brief update helps manage client anxiety.
• Coordinate with Lenders: Regularly check in with the client's lender to monitor the loan process and confirm the appraisal status.
• Final Walkthrough: Schedule the final walkthrough at the property, typically 1-3 days before closing to ensure the property condition is satisfactory.

IV. The Closing Process

Prepare clients for the closing day to ensure a smooth final step.

Step	Agent Action	Timing
Review Closing Disclosure (CD)	Confirm all figures, fees, and credits are correct with the client.	At least 3 days prior to closing
Wire Instructions	Verify official wire instructions for funds and confirm client has wired funds.
Prepare for Closing	Ensure all documents are uploaded and keys/access codes are ready for handover at the closing location	Day before closing
Post-Closing Follow-up	Provide the client with a copy of all closing documents and ask for a review.