Whether you're a new agent looking to understand the closing process, or a seasoned pro who wants to make sure nothing slips through the cracks, having a solid contract-to-close checklist is essential.
Here's the exact process we follow at Selling Simplified for every transaction we coordinate.
Phase 1: Contract Acceptance (Days 1-3)
Immediately after acceptance:
- Review the executed contract for completeness and accuracy
- Open a new transaction file in the brokerage compliance system
- Send introduction emails to all parties (client, cooperating agent, lender, title company)
- Add all key dates and deadlines to the agent's calendar
- Confirm earnest money amount, due date, and delivery instructions
Within 48 hours:
- Assist buyer with earnest money submission
- Obtain earnest money receipt and file it
- Request any missing documents or signatures
- Upload initial documents to compliance system
Phase 2: Due Diligence Period (Days 3-14)
Inspections & Contingencies:
- Assist buyer with scheduling inspections
- Submit ShowingTime requests for inspection access
- Track inspection deadline and follow up on results
- Monitor repair negotiations and amendment deadlines
- Send reminders 3 days before each deadline
Title & Documentation:
- Order title policy from the title company
- Receive and review title commitment
- Send title commitment to buyers/sellers for review
- Flag any title issues or exceptions that need attention
Lender Coordination:
- Confirm lender has received the executed contract
- Begin regular lender check-ins (weekly or as needed)
- Track appraisal scheduling and completion
- Monitor financing contingency deadline
Phase 3: Mid-Transaction (Days 14-25)
Ongoing Monitoring:
- Continue tracking all contingency deadlines
- Send deadline reminders (3 days before and day-of)
- Follow up on any outstanding documents
- Upload new documents to compliance system as received
- Send status updates to client at key milestones
Additional Tasks:
- Assist client with ordering home warranty (if applicable)
- Coordinate any agreed-upon repairs
- Track completion of repair requests
- Monitor appraisal results and any renegotiations
Phase 4: Pre-Closing (Days 25-Close)
Final Preparations:
- Request preliminary closing disclosure (ALTA) from title company
- Review ALTA for accuracy (purchase price, commissions, prorations, fees)
- Obtain Commission Disbursement Authorization (CDA) and send to title
- Coordinate final walk-through date and time
- Confirm closing date, time, and location with all parties
- Remind buyer to switch utilities to their name
Compliance:
- Verify all brokerage compliance documents are uploaded and approved
- Review file for any missing items
- Confirm all contingencies have been satisfied or waived
Phase 5: Closing Day
- Confirm all parties are ready and have what they need
- Be available for any last-minute questions or issues
- Send congratulations message to client
- Send review request email with links to agent's Google, Facebook, and Zillow profiles
- Finalize and close out the transaction file
Why a Checklist Matters
Real estate transactions involve dozens of moving pieces, multiple parties, and strict deadlines. Missing even one step can delay closing, cost money, or kill a deal entirely.
A professional transaction coordinator doesn't just follow a checklist — they anticipate issues before they arise, communicate proactively, and keep the entire transaction moving forward smoothly.
Let Us Handle the Checklist for You
At Selling Simplified, this is exactly what we do for every single transaction. Our team has closed over 500 deals using this proven process, and we'd love to put it to work for you.
Get started today — your first transaction is just a phone call away.