Whether you manage your own files or hand them to a coordinator, it helps to see the full sequence laid out. This is the backbone of what a transaction coordinator runs on every Colorado deal, from the moment a contract is executed to the moment it records. Steal it, adapt it to your brokerage, and use it.
Phase 1: File open (day one)
- Receive the fully executed contract and every addendum; confirm all signatures and initials are present.
- Open the file in your transaction-management system and save all documents.
- Build the critical-date calendar (every deadline below).
- Send an introduction to all parties: co-op agent, lender, title, and clients as appropriate.
- Confirm the earnest money deadline and how it's being delivered.
- Confirm the title order is opened and note the file number.
Phase 2: The critical dates to calendar
These are the dates that, if missed, do real damage:
- Earnest money due
- Inspection / objection and resolution deadlines
- Appraisal ordered and received
- Appraisal objection deadline
- Loan application and financing/loan-conditions deadlines
- Title commitment and title objection deadlines
- Final walk-through
- Closing date, time, and location
Pull these from the executed contract every time. Never work from memory or assume this deal matches the last one.
Phase 3: The daily rhythm
- Each morning, scan active files for deadlines in the next 72 hours.
- Chase missing signatures and documents before deadlines.
- Confirm contingencies are met or waived in writing.
- Update the agent on anything needing a decision or signature.
- Log every communication in the file.
Phase 4: Buyer-side specifics
- Confirm earnest money delivered and receipted.
- Schedule the inspection; track objection and resolution.
- Confirm loan application submitted; monitor conditions.
- Track appraisal ordered to received; flag any low appraisal immediately.
- Review title commitment for the buyer; flag objections before the deadline.
- Coordinate the insurance binder to the lender if required.
- Confirm funds-to-close and verify wire instructions carefully.
- Schedule the final walk-through.
Phase 5: Seller-side specifics
- Confirm receipt of buyer's earnest money.
- Order/coordinate the title commitment and seller documents.
- Collect seller disclosures; confirm timely delivery to the buyer.
- Coordinate HOA documents if applicable.
- Confirm payoff requested for the seller's existing mortgage(s).
- Confirm liens, dues, and taxes are reflected on the settlement statement.
- Review the seller's net sheet for accuracy.
Phase 6: Closing week
- Confirm clear-to-close from the lender.
- Review the Closing Disclosure / settlement statement against the contract.
- Confirm closing time, location, and what clients should bring.
- Coordinate the final walk-through.
- Confirm funds and signing logistics with title.
Phase 7: After closing
- Confirm funding and recording.
- Complete the broker compliance checklist; deliver a clean, audit-ready file.
- Send a thank-you and request a review or referral.
- Archive the file per your retention policy.
The honest truth about this checklist
It's not complicated — it's relentless. The work isn't hard to understand; it's hard to do consistently while you're also prospecting, showing, and negotiating. That's exactly why handing it to a dedicated coordinator pays off.
It's not complicated — it's relentless. The work isn't hard to understand; it's hard to do consistently while you're also prospecting, showing, and negotiating. That's exactly why handing it to a dedicated coordinator pays off.
