What Your Transaction Coordinator Needs to Get Started
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.