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