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What Your Transaction Coordinator Needs to Get Started

Fri, 11 Sep 2026 02:56:48 GMT

Before You Submit the File 

A practical guide for smoother Pre-Listing and Contract-to-Close service

A smooth transaction begins before the file reaches the transaction coordinator. Submit the essential information and documents up front. SymplTC can then contact the appropriate parties, establish deadlines, and keep the file moving. Missing details turn the first stage of coordination into a search for information that should already be available.

This guide explains what to provide when requesting Pre-Listing or Contract-to-Close service. It also explains how SymplTC handles bilingual client communication. Review the file for a few extra minutes before submission to prevent avoidable delays later.

Pre-Listing Service Submission Guide

Before submitting a Pre-Listing request, please gather the following documents and property information.

Listing Documents

Completed Listing Agreement and Information About Brokerage Services form. Complete both before submitting the Pre-Listing request.
Completed MLS Input Sheet with the information needed to create an accurate listing.
Seller's Disclosure Notice, when applicable. If the seller is still completing it, tell SymplTC when to expect it.
Existing survey, if available. If the property does not have a survey, confirm that at submission so SymplTC can document the listing accurately.
HOA information, when applicable. Include the association name, phone number, dues amount, and whether the dues are paid monthly or annually.
Any additional brokerage-required listing forms or disclosures.

�� Agent Tip: Use the listing appointment to gather the survey, HOA details, exclusions and other property information. Collecting it while you are already meeting with the seller prevents delays when you are ready to submit the listing.

Property and MLS Information

SymplTC may review prior MLS records when available, but the agent must confirm all current information.

Please provide or confirm the following:

List price and desired listing date.
Requested status: Coming Soon or Active.
Seller's full legal name, email address, and phone number.
Property occupancy: owner-occupied, tenant-occupied, or vacant.
Exclusions, included appliances, and any non-realty items.
Room dimensions, school district, and important property features.
Whether the property is located in a MUD, PID, or another special district.
Whether a groundwater or surface-water disclosure is required.
Preferred title company, branch address, escrow officer, email address, and phone number.
Offer instructions and the preferred method for receiving offers
Financing types the seller will consider, when applicable.
Public remarks or special features the agent wants emphasized.

Showing and Access Instructions

Showing availability and any restrictions. Please remember that showing requests may occur between 7:00 a.m. and 11:30 p.m., seven days a week.
Access method, including Supra, combination lockbox, gate code, and lockbox location.
Primary point of contact for appointments and whether that person prefers calls or text messages.
Information about pets, security systems, cameras, alarms, tenant notice requirements, or other access concerns.
Open house details if an event is already planned.

Listing Photos

Tell SymplTC whether you ordered professional photos.
Provide the photographer's name and expected delivery date.
Confirm whether the listing will begin as Coming Soon or go directly to Active.
MLS allows a maximum of 40 photos. SymplTC will select the strongest images unless the agent provides a preferred order.
Identify any image SymplTC should not use before the listing goes live.

Unimproved Lots and Land

If the property has no previous MLS entry, provide the available county appraisal district information. Include the property identification number, legal description, owner information, acreage, and any available survey or plat required to complete the listing input.

Possession

Confirm whether the buyer will receive possession upon closing and funding or whether the seller expects to request a temporary leaseback. If the seller anticipates a leaseback, include the requested move-out date.

✨Helpful Reminder: Prior MLS information is a reference point, not a substitute for confirming the property's current facts, instructions, disclosures, and listing terms. Agents are required to approve incoming listings for accuracy.

Contract-to-close Submission guide

Before sending the contract for signatures, review the following sections carefully. Complete each section accurately to prevent missing information and avoidable delays after execution.

Paragraph 5A Escrow Agent

Enter the correct Escrow Agent or title office and the complete branch address. A general title company name does not identify the branch or assigned closer. This may delay contract delivery and the opening of the title file.

Also provide the assigned closer or escrow officer's name, email address, and direct phone number. Confirm the earnest-money and option-fee amounts.

Paragraph 7.I Groundwater and Surface Water Rights

Select and complete the appropriate option. If an exemption applies, complete that selection fully and identify the property's water provider. Do not leave Paragraph 7I blank.

Paragraph 21 Notices

Enter complete notice information for the buyers and sellers, including email addresses and phone numbers. Title and the transaction parties use these details to deliver notices and documents. Verify the information before everyone signs the contract.

Paragraph 22 Agreement of Parties

Mark every applicable addendum, disclosure, and notice that forms part of the agreement. Confirm that you included every checked document in the executed contract package.

Broker Contact Information

Complete the Broker Contact Information page in full. Include the brokerage, agent, supervisor, license, email, phone, and address information required for each side of the transaction.

New Construction: Paragraph 7D Insulation

For new-construction transactions, complete Paragraph 7D before sending the contract for signatures by selecting the appropriate option.

7D(1) - Attach the Insulation Specifications to the contract. Under Paragraph 22 — Agreement of Parties: Other , enter “Insulation Specifications."
7D(2) - Complete all applicable fields: (a), (b), (c), (d), (e)

�� Changes After Execution: Once everyone signs the contract, the parties must put any changes to their agreement in writing. Use the appropriate amendment or other written agreement. Do not insert missing information into the executed document afterward. Review the entire package before sending it for signatures.

Once you have reviewed the contract for completeness and everyone has signed, submit the complete executed package to SymplTC. A complete executed contract package lets SymplTC move immediately —notifying the parties, opening the title file, establish deadlines, and beginning coordination without unnecessary delays.

Complete Executed Contract Package

Submit the fully executed contract and complete the Effective Date.
Include every applicable addendum, disclosure, notice, and supporting document referenced in the contract.
For financed transactions, include the buyer's current lender pre-approval letter with clear contact information for the loan officer.

Bilingual Client Communication

Clear communication helps clients feel informed and supported. SymplTC provides transaction-related communication in English and Spanish. Spanish-speaking clients can receive updates, document requests, and general transaction information in the language they understand best.

When submitting a file, please tell us if your client prefers communication in Spanish.

Communication and Transparency

All client communication from SymplTC includes the agent. This keeps the agent informed and maintains transparency throughout the transaction.

SymplTC may email transaction updates and written requests directly to clients. However, SymplTC does not call or text clients on an agent's behalf to pursue missing signatures, documents, or information. When a client does not respond, the agent must follow up directly and help collect the outstanding item.

A Better Start Creates a Smoother File

Transaction coordination works best as a partnership. SymplTC manages the process, tracks deadlines, communicates with the transaction parties, and helps keep the file organized. The agent must submit a complete contract or listing package and step in when a client does not respond.

A complete submission gives everyone accurate information from the start and reduces avoidable follow-up. It keeps the focus where it belongs: protecting the transaction and moving the clients toward a successful closing.

Need dependable transaction coordination support?

This article references current TREC Forms 20-19 and 24-20. It provides administrative guidance, not legal advice.

Setting Realistic Expectations: One of an Agent’s Most Important Jobs

Fri, 14 Aug 2026 21:14:54 GMT

Transaction Tips

Real estate transactions come with plenty of moving parts. Inspections uncover concerns. Lenders request additional documents. Appraisals raise questions. Repairs become part of the conversation. Deadlines approach faster than expected.

An agent cannot prevent every issue that may arise during a transaction. But one thing an agent can do is prepare their client for what may happen and help them maintain realistic expectations when it does.

That education can make the difference between a problem that gets resolved and one that unnecessarily puts the entire transaction at risk.

An Inspection Report Is Information — Not a Repair List

One area where expectations can quickly become unrealistic is during the inspection period.

A home inspector's job is to evaluate the property and report observed conditions. That report gives the buyer valuable information to consider when deciding how they want to proceed.

But every item noted on an inspection report does not automatically become something the seller is required to repair, replace, or provide a credit for.

Age alone doesn't necessarily mean a component has failed. A recommendation for further evaluation doesn't necessarily mean replacement is required. And a buyer's request doesn't automatically create a seller obligation.

This is where good client education matters.

A Real Example From the Transaction Desk

In a recent transaction, a buyer requested a credit of more than $22,000 toward replacement of an HVAC system . The system was older, but it was operational.

Rather than immediately agreeing that the system needed to be replaced, the listing agent advised the sellers to have a licensed HVAC professional evaluate and service it.

The cost was less than $270.

The system was serviced, evaluated, and ultimately given a clean bill of health.

The difference between those two outcomes was significant — and it illustrates why inspection findings need to be evaluated in context rather than automatically treated as a replacement or repair requirement.

Agents Help Set the Tone

Buyers absolutely have the right to raise concerns and negotiate during the appropriate period. Sellers have the right to evaluate those requests and determine what they are willing to address.

The agent's role isn't to promise a particular outcome.

It's to help the client understand their options, the contract, the circumstances surrounding the request, and the possible consequences of the decisions they make.

Sometimes that means recommending further evaluation by a qualified professional. Sometimes it means helping a buyer distinguish between a legitimate concern and normal maintenance. And sometimes it means reminding a seller that addressing a reasonable issue may be the best path toward getting the transaction to closing.

The goal isn't to “win” every negotiation.

The goal is to help the client make an informed decision while protecting their interests.

Realistic Expectations Create Better Transactions

The same principle extends far beyond inspections.

Clients need realistic expectations about financing, timelines, appraisals, repairs, negotiations, required documentation, and what actually has to happen between the day a contract is executed and the day everyone reaches the closing table.

When expectations are established early, surprises are easier to manage.

And when something unexpected happens—as it inevitably will from time to time—the conversation becomes:

“Here are our options. How would you like to proceed?”

rather than:

“Nobody told me this could happen.”

That's a very different transaction.

�� TRANSACTION TIP: Set expectations early—preferably during the initial client consultation.

Don't wait until an inspection report arrives, a lender requests additional documentation, or a negotiation gets difficult to explain how the process works. Preparing clients for the possibilities before they happen helps them make better decisions when they do.

A well-prepared client is less likely to react out of fear, frustration, or unrealistic expectations—and better positioned to make informed decisions when it matters most.

A good transaction isn't one where nothing goes wrong. It's one where the people involved know how to respond when something does.

At SymplTC, we believe smooth closings start with clear communication, realistic expectations, and strong systems behind the transaction.

Ready to make your next transaction a little more Sympl? Click below to explore our services.

What Happens After You Send the Contract to Your Transaction Coordinator?

Wed, 29 Jul 2026 20:27:56 GMT

BEHIND THE SCENES

You negotiated the offer, collected the signatures, and sent the contract to your Transaction Coordinator. Now what?

For the agent, submitting the contract may feel like the finish line after days—or sometimes weeks—of negotiations. Behind the scenes, however, the contract-to-close process is just beginning.

Once a contract is submitted to SymplTC, I begin reviewing the documents, organizing the file, confirming critical information, and connecting the people who will help move the transaction toward closing.

Here is a closer look at what happens after you click “Submit.”

The Initial Contract Review

Most contracts are submitted through the Submit a Contract form on the SymplTC website. Agents will also frequently email the contract and copy the cooperating agent or Transaction Coordinator.

The first step is a detailed review of the executed contract and supporting documents. I pull and confirm important information, including:

Sales price
Earnest money and option fee amounts
Effective date and contract deadlines
Financing terms
Home warranty information, when applicable
HOA information, when applicable
Title company and escrow officer information
Survey and T-47.1 affidavit, when available
All parties and their contact information

This review often reveals information or documents that must be corrected or collected before the file can move forward efficiently.

Sometimes a contract submitted as “executed” is not actually fully executed. A required signature, initial, or acceptance date may be missing. Seller’s Disclosure Notices may be missing initials, HOA documents may not include the association’s phone number, and the buyer’s pre-approval letter or lender information is frequently left out.

Title information can also create unnecessary delays. The contract provides space for both the title company and the escrow officer, but the title company’s name is often entered in both places. That means I must circle back to determine who is actually handling the file and obtain the correct contact information.

�� QUICK TIP: A complete handoff helps prevent delays. Submit the fully executed contract along with accurate contact information for the lender, title company, and escrow officer.

Building the Transaction File

After the initial review, I build the transaction in AFrame.

All contract dates and deadlines are entered, reminders are established, and contact information is added for everyone involved in the transaction, including:

Buyers and sellers
Listing and buyer’s agents
Transaction Coordinators
Title and escrow contacts
The lender and lender team

I also load the appropriate checklist based on whether SymplTC is coordinating the seller or buyer side of the transaction.

This creates the framework I use to monitor the file from execution through closing. Each task, document, follow-up, and deadline becomes part of an organized process—not something left to memory.

Getting the Transaction Team Connected

Once the file is established, the first introduction email is sent to the transaction team. Depending on the file, that may include title, both agents, other Transaction Coordinators, the lender, and members of the lender’s team.

The complete executed contract packet is included, which may contain:

The executed contract
Financing addendum
HOA addendum or documents
Additional executed addenda
Survey and T-47.1 affidavit, when available
Other documents needed to begin processing the transaction

The goal is to make sure everyone has the documents and information needed to begin their part of the process.

Guiding the Client Through the Next Steps

The client represented by my agent also receives a separate next-steps email.

For sellers, I provide a brief overview of what comes next, the important contract dates, and copies of the fully executed documents.

For buyers, I provide information about delivering earnest money and the option fee, title company contact information, important dates and deadlines, and copies of the executed contract documents. Buyers are also given the information they need to contact the title company directly if they have questions, especially regarding the secure delivery or wiring of funds.

These early communications help clients understand what happens next and who they should contact with specific questions.

Active Coordination Through Closing

One of the biggest misconceptions about transaction coordination is that the TC enters a few dates, sends a few emails, and waits for closing.

That is not what happens behind the scenes at SymplTC.

Throughout the transaction, I am actively:

Monitoring contract dates and deadlines
Following up with title regarding earnest money and option fee receipt
Tracking the title commitment and other title documents
Conducting weekly lender check-ins
Identifying and gathering missing compliance documents
Confirming documents have been properly signed or countersigned
Preparing amendments and sending them for signature when requested
Communicating with agents, clients, title, lenders, and other TCs
Updating the checklist as each step is completed
Submitting the file for brokerage compliance review
Following the file through approval

This process can save an agent approximately 15–20 hours per transaction , giving them more time to serve their clients, generate new business, and focus on the responsibilities that require their direct involvement.

However, partnering with a Transaction Coordinator does not mean the agent can go missing once the contract is submitted. Questions will come up, decisions may be needed, and missing information may require the agent’s assistance. Prompt responses help keep the transaction moving and allow me to do my job effectively.

The strongest transactions are always built on communication and teamwork.

Preparing for Closing

As the transaction moves closer to closing, I continue working through the checklist and confirming that the file has received all required compliance approvals.

Once the necessary steps are complete and the file is approved, I request the Commission Disbursement Authorization, commonly referred to as the CDA, and send it to the title company.

My goal is to have the CDA delivered to title 7–10 days before closing , whenever possible. Meeting this goal largely depends on your brokerage’s compliance process, so I encourage you to remain responsive and help resolve any outstanding items promptly. This gives the title team time to prepare and helps reduce last-minute questions or delays involving commission disbursement.

A Smooth Closing Starts With a Strong Handoff

Behind every smooth closing is a process that begins long before closing day.

When the contract is complete, accurate contact information is provided, and communication begins early, I can organize the file and get the transaction moving without unnecessary delays.

SymplTC manages the details, monitors the deadlines, and helps keep the process on track—but the best results happen when the agent and Transaction Coordinator remain engaged and work as a team.

Have an executed contract ready? Use the Submit a Contract button below, and we’ll take it from there.

Contract Changes You Need to Know

Thu, 02 Jul 2026 00:15:18 GMT

TREC UPDATES

As of July 1, 2026, TREC and Texas REALTORS® rolled out updated contract forms that touch nearly every transaction you'll close this year. Here's what changed and what you need to do about it.What's Changing — The Full List

Updated Contracts (All Mandatory):

One to Four Family Residential Contract (Resale) — No. 20-19
New Home Contract (Completed Construction) — No. 24-20
New Home Contract (Incomplete Construction) — No. 23-20
Farm and Ranch Contract — No. 25-17
Residential Condominium Contract (Resale) — No. 30-18
Unimproved Property Contract — No. 9-18

Addenda & Amendments (All Mandatory):

Amendment to Contract — No. 39-11
Addendum for "Back-Up" Contract — No. 11-9
Addendum for Property Subject to Mandatory HOA Membership — No. 36-1

BRAND NEW FORMS:
✓ Mandatory - Seller's Disclosure about Groundwater and Surface Water Rights — No. 61-0

✓ Voluntary - Seller's Notice to Buyer of Removal of Contingency Under Back-Up Contract — No. 62-0 (replaces TXR 1913)

The Highlights — What You'll Actually Notice

The Biggest One: A Brand New Water Disclosure Form TREC 61-0 is a completely new mandatory form covering groundwater and surface water rights. It was created following a Sunset Advisory Commission directive, and it must be included in most residential transactions — the only exception is condo resales. Sellers will need to disclose this information, and it needs to be reflected in the contract under Paragraph 22. This is the one to add to your transaction checklist right now if you haven't already.

Seller's Disclosure Gets an Upgrade TREC 55-1 now asks sellers to disclose more. Specifically, Paragraph 9 has been expanded to include:

Insurance information covering the property
Private roads on or adjoining the property that the buyer would be responsible for maintaining
Existence of aboveground storage tanks
Whether the property is located in a conservation easement

This form is updated but not newly mandatory — it's available now for voluntary use.

Paragraph 12 — Compensation Gets Restructured This one affects every contract on the list. Paragraph 12 has been reorganized to separate expenses from brokerage compensation:

12A = Expenses (does NOT include brokerage fees)
12B = Brokerage Compensation — and here's the new piece: buyers now have the option to contribute to the seller's broker's compensation
12C = Lender expense limitations

This is a meaningful shift in how compensation is documented and explained to clients. Worth having a conversation with your buyers and sellers about what this means for their transaction.

"Legal Holiday" Is Now a Defined Term Paragraph 5A(2) now formally defines Legal Holiday, which directly affects how earnest money and option period deadlines are calculated. The list includes 11 holidays — notably Juneteenth (June 19) and the Friday after Thanksgiving are both included. If you've been manually tracking which days count, now the contract spells it out for you.

Generators Are Now Listed as Improvements With how common whole-home generators have become in Texas, TREC has added them to the improvements list in Paragraph 2B. This applies to resale contracts — not new home or unimproved property contracts.

Notices & Delivery — Paragraph 21 Updated Notices can now be delivered by overnight courier (added alongside mail, hand delivery, and electronic). Notices are effective when delivered to the party OR their agent. A second phone number line has also been added for each party.

Paragraph 22 — Cleaner Addenda Organization The addenda section has been reorganized into clear categories: Financial, Leases, Additional Tests and Reports, Statutory Disclosures and Notices, and Other. Many of the scattered references to addenda throughout the contract have been consolidated here. Cleaner for everyone.

Back-Up Contract — Effective Date Clarified The amended effective date in the Back-Up Contract (TREC 11-9) now triggers on the date the seller DELIVERS the termination notice to the buyer — not the date the buyer receives it. A small but important distinction, especially when timing is tight.

Compliance Corner

Your reminder to keep your transactions audit-ready:

Update your forms library now. New form numbers are in effect — check your broker's system (Transact Lonewolf, SkySlope, Dotloop, or ZipForms) to make sure updated versions are available.
Add TREC 61-0 to your standard transaction checklist. It's mandatory and brand new — it won't be in old checklists automatically.
Review open files. Any contract executed before July 1 is fine on its current forms. New contracts on or after July 1 must use the updated versions.
IABS reminder: Always provide the current IABS form at first substantive contact, with a signed acknowledgment on file. SB 1968 requirements remain in effect.
Never alter pre-printed contract language. Custom terms belong in Special Provisions or the appropriate addendum.
Calendar every deadline the moment a contract is executed. Earnest money, option period, and financing deadlines are strictly enforced — and now the Legal Holiday definition in Paragraph 5A(2) gives you more clarity on what counts.

Questions About Your Transaction Files?

Staying current on TREC forms is part of what we do every day at SymplTC — so you don't have to track it down yourself. If you have questions about how these updates affect a specific transaction, reach out anytime.

Six Habits Every Texas REALTOR® Should Never Skip

Thu, 18 Jun 2026 01:31:54 GMT

Compliance Corner

Compliance isn't just about passing a brokerage audit—it's about protecting your clients, reducing risk, and keeping every transaction moving toward a successful closing.

As contracts and TREC forms continue to evolve, it's easy to overlook a required signature, use an outdated document, or miss an important deadline. Those small oversights can create unnecessary delays or compliance issues.

At SymplTC , staying ahead of these changes is part of what we do. We monitor form updates, review transaction files, and help agents maintain organized, audit-ready transactions from contract to close.

Quick Compliance Checks

✓ Verify your IABS form

Ensure you're using the current Information About Brokerage Services (IABS) form and providing it at first substantive communication, with a signed acknowledgment retained in your file when required.

✓ Never modify pre-printed contract language

Texas REALTORS® and TREC forms are carefully drafted. Custom terms should be written in the appropriate addendum or Special Provisions—not by editing the printed language.

✓ Calendar every deadline immediately

As soon as a contract is executed, enter all critical dates into your calendar, including earnest money, option period, financing, appraisal, and closing deadlines.

✓ Confirm all required addenda are included

Every transaction is unique. Double-check that all applicable addenda are included based on financing type, HOA requirements, property condition, and any special circumstances.

✓ Keep your forms library current

Using outdated forms can create unnecessary compliance issues. Make it a habit to regularly update your Texas REALTORS® and TREC forms library.

✓ Protect your clients from wire fraud

Wire fraud attempts continue to increase across the real estate industry. Remind buyers and sellers that they should never trust wiring instructions received by email alone, especially if the email requests last-minute changes.

Best practices include:

Always discuss this with your clients during consultation.

Verify wiring instructions by calling the title company using a trusted phone number—not one provided in the email.

Never click links or open attachments from suspicious emails claiming to contain updated wiring instructions.

Inform clients early in the transaction that title companies rarely change wiring instructions and, if they do, those changes should always be verified by phone.

Encourage clients to contact their agent or title company immediately if something doesn't seem right.

A two-minute phone call can prevent the loss of thousands of dollars.

Why It Matters?

Strong compliance habits don't just satisfy your brokerage—they build confidence with your clients, reduce stress throughout the transaction, and help prevent costly mistakes before they happen. A well-organized file is one of the strongest indicators of a well-managed transaction.

Need an Extra Set of Eyes?

Whether you need contract-to-close coordination, compliance support, or transaction management, SymplTC is here to help keep every file organized, accurate, and on track.