The Ultimate Transaction Coordinator Contract Review Checklist

As a transaction coordinator, you're the last line of defense between a clean closing and a blown deal. Agents trust you to catch what they missed. Brokers count on you to keep their compliance clean. And clients — who never even know you exist — depend on you to protect their biggest financial decision.

The challenge is volume. When you're managing 15, 20, or 30+ active transactions, you can't rely on "I'll remember to check that." You need a system. Here's the checklist that covers every critical touchpoint.

When a new contract hits your desk, these are the first things to verify before doing anything else.

• All pages of the contract are present and in order
• Buyer and seller legal names match across all documents
• Property address and legal description are correct
• Purchase price, earnest money amount, and financing terms are consistent
• All required signatures and initials are present on every page
• Ratification date is clearly stated
• All addenda are attached, signed, and referenced in the main contract
• Agent and brokerage information is correct on all documents

Deadlines are where deals die. Every contract deadline needs to be pulled out and tracked independently.

• Earnest money deposit deadline
• Home inspection deadline
• Radon/lead/environmental inspection deadlines (if separate)
• Financing contingency deadline
• Appraisal contingency deadline
• Title search / title commitment deadline
• HOA document review deadline
• Sale contingency deadline (if applicable)
• Final walkthrough date
• Closing date
• Possession date (if different from closing)
• Post-closing occupancy end date (if applicable)

For each deadline, note whether it's in calendar days or business days. This distinction matters — a "10 business day" inspection period is two full weeks, not 10 days.

Money errors are the most embarrassing and the most preventable. Run these checks on every contract.

• Purchase price matches across all documents
• Earnest money amount is specified with a clear due date
• Down payment amount + loan amount + concessions = purchase price
• Seller concessions are within loan program limits
• Commission splits are documented and match the listing agreement
• Escrow/title company information is correct
• Prorations (taxes, HOA dues, rent) are addressed

This is where your expertise as a TC adds the most value. Agents often don't catch these issues — you need to.

• Each contingency has a clear start date, end date, and notification requirement
• Contingency removal is clearly defined (active vs. passive)
• No conflicting terms between the main contract and addenda
• Earnest money refund conditions are explicit for each contingency
• Default remedies are defined for both buyer and seller
• Dispute resolution method is specified (mediation, arbitration, litigation)
• Insurance requirements are current and specific

Compliance protects the brokerage and the agents. Missing disclosures are an E&O claim waiting to happen.

• Lead-based paint disclosure (pre-1978 homes)
• Seller property condition disclosure
• Agency disclosure
• State-specific required disclosures (vary by state)
• HOA documents provided (if applicable)
• Wire fraud warning provided to buyer
• Brokerage compliance documents (varies by office)

Once the contract is reviewed, set up your communication cadence.

• Introduce yourself to all parties (agents, lender, title company, client if applicable)
• Confirm earnest money delivery with escrow holder
• Send deadline summary to the listing and selling agents
• Set calendar reminders for 3 days before each deadline
• Create transaction file in your management system
• Schedule follow-ups for inspection, appraisal, and financing milestones