Agent-Guided Transaction Coordination Outline
Nuances to Contract-to-Close Tasks
The following is a list of tasks that are not included in the baseline Contract-to-Close service, as they are typically contract-specific, agent-discretionary, or require case-by-case coordination. While we are happy to assist with any of these tasks when requested, they are not automatically performed unless specifically instructed.
The primary reason is that many of these items are frequently handled by agents through calls or text messages—often without TC visibility. If we attempt to step in on your behalf without being looped in, it can come across as redundant or disconnected, which undermines the goal of being a seamless and professional extension of your business.
Why?
Over time, this list has been refined based on firsthand experience and the evolving needs of agents we
support. The intent is always to ensure clear communication, avoid missteps, and protect your
professional relationships.
COMMON CONTRACT-SPECIFIC OR AGENT-DIRECTED TASKS:
(PDF version of agent resources, available upon request.)
• Scheduling the buyer’s home inspection
• Coordinating inspection appointment time/date with the listing agent
• Determining who will attend the inspection and for how long
• Sending calendar invites for inspections, appraisals, re-inspections, or other
appointments (excluding the closing appointment)
• Changing MLS status on listings (unless I handled the listing from pre-contract)
• Following up with buyers regarding earnest money and option fee if deadlines are at risk
• Drafting repair amendments
• Coordinating completion/submission of client information questionnaires with the title
company
• Coordinating HOA document payment with the buyer or seller and title company
• Filing inspection reports
• Coordinating sign riders, rider changes, or sign removal
• Sending contract amendments to the lender
• Requesting or delivering utility info, mailbox details, security system instructions, or
homeowner-specific notes to buyers or agents
• Coordinating or following up on appraisals (scheduling, status updates, or filing results)
• Requesting a clear-to-close update from the lender
• Coordinating deposits related to leasebacks
• Handling details around liens, permits, or fixture leases
• Coordinating key exchange for closing
• Coordinating lockbox removal
• Communicating wire instructions for buyer closing funds or agent commissions (unless
included in CDA)
• Requesting repair receipts from sellers or listing agents; tracking repair completion (if
copied on emails, I’ll ask if you’d like me to forward to the client)
• Confirming that clients have set up or canceled utilities prior to closing
• Confirming that clients have secured or canceled homeowners insurance
• Coordinating any post-closing leaseback arrangements
• Checking with lenders on the Closing Disclosure (CD) or reminding clients to review it for
accuracy
