Transaction Management Workflow
Under Contract to Close: AI-Assisted Coordination
From accepted offer to keys — keep everyone informed and nothing falls through the cracks.
Contract Acceptance Day
Immediate Actions (Within 2 Hours)
1. Create Deal Sheet
[Use Deal Sheet Template - Templates]
Capture everything:
- Property details
- All parties and contacts
- Key dates
- Transaction specifics
- Current goals and concerns
2. Send Congratulations
Write a congratulations email to [my client].
Property: [address]
Price: [price]
Closing Date: [date]
Include:
- Celebration of this milestone
- Quick overview of what happens next
- Key dates they need to know
- My availability for questions
3. Notify All Parties
Write introduction/next-steps email to all parties.
Transaction: [address]
My Client: [buyer/seller]
Key Dates:
- Inspection Deadline: [date]
- Financing Deadline: [date]
- Closing Date: [date]
Copy to: [lender, title, other agent]
Weekly Transaction Update Template
Send every [day] during contract:
[Use Transaction Update - Client Communication]
Transaction: [address]
Week: [X] of [Y total weeks to close]
Completed:
✓ [What's done]
✓ [What's done]
In Progress:
→ [What's happening now]
→ [What's happening now]
Coming Up:
○ [What's next]
○ [What's next]
Action Needed From You:
- [ ] [Specific action with deadline]
Questions? [How to reach me]
Milestone Communications
Inspection Phase
Pre-Inspection (to Buyer):
Write inspection prep email.
Inspection Date: [date/time]
Property: [address]
Inspector: [name]
Include:
- What they'll check
- How long it takes
- Whether to attend
- What happens after
- Realistic expectations
Post-Inspection (to Buyer):
Write inspection summary email.
What Was Found:
- Major items: [list]
- Minor items: [list]
- Estimated costs: [if available]
Our Options:
1. Request repairs
2. Request credit
3. Accept as-is
4. Walk away (if issues warrant)
Next steps: Let's discuss strategy
Deadline: [repair request deadline]
Repair Request (to Listing Agent):
[Use Inspection Repair Request - Negotiation Prompts]
Appraisal Phase
Pre-Appraisal (to Seller if listing agent):
Write appraisal prep email to sellers.
Appraiser Scheduled: [date]
Property: [address]
What to Do:
- Home should be clean and accessible
- All areas unlocked
- Lights on
- Any major improvements documented
What NOT to Do:
- Don't be present (if possible)
- Don't volunteer information
- Don't ask appraiser questions
What to Expect:
- Takes 30-60 minutes
- Report in [X] days
Appraisal Received - On Target:
Write appraisal results email (good news).
Property: [address]
Appraised Value: [value]
Contract Price: [price]
Good news: Appraisal came in at/above contract price.
What this means: We're cleared for this milestone.
What's next: [next step in process]
Appraisal Received - Gap:
[Use Appraisal Gap Strategy - Negotiation Prompts]
Financing Phase
Loan Update (when provided by lender):
Write financing update email.
Loan Status: [clear to close / conditions remaining / delayed]
If conditions remain:
What's Needed: [list]
Deadline: [date]
Who handles: [client / lender / me]
If delayed:
Reason: [brief explanation]
New timeline: [expected]
Impact on closing: [yes/no, details]
Title Phase
Title Issues (if any):
Write title issue explanation email.
Issue Found: [describe - lien, easement, survey issue]
What This Means: [plain English explanation]
Resolution: [what's being done]
Impact on Closing: [date change? cost?]
Action Needed: [from client, if any]
Pre-Closing Phase
One Week Out:
Write one-week-to-closing email.
Closing Date: [date]
Time: [time]
Location: [address]
Remaining Items:
- [ ] Final walk-through: [scheduled date]
- [ ] Utilities transfer: [reminder]
- [ ] Insurance: [confirmation needed]
- [ ] Wire transfer: [instructions - verify by phone]
What to Bring to Closing:
- Government-issued ID
- [Cashier's check if needed]
- [Any specific documents]
Questions before the big day?
Final Walk-Through (to Buyer):
Write walk-through reminder and checklist.
Walk-Through: [date/time]
Property: [address]
Checklist to Verify:
□ All agreed repairs completed
□ Property in same condition as showing
□ All systems working (HVAC, water, appliances)
□ All lights/fixtures present
□ Property is clean / broom-swept
□ All personal property removed
□ Garage door openers / keys ready
What to do if issues found:
[Instructions for holding funds or addressing at closing]
Problem Response Templates
Closing Delay:
[Use Closing Extension Request - Negotiation Prompts]
Deal at Risk:
[Use Deal Rescue - Negotiation Prompts]
Earnest Money Dispute:
[Use Earnest Money Dispute - Negotiation Prompts]
Transaction Coordinator Handoff
If you use a TC:
Create transaction handoff document.
Property: [address]
My Client: [name] - [buyer/seller]
Contract Price: [price]
Closing Date: [date]
Key Contacts:
- Other Agent: [name, contact]
- Lender: [name, contact]
- Title: [name, contact]
- Client: [name, contact]
Special Circumstances: [anything unusual]
Key Dates:
[List all deadlines]
What I Handle vs. What TC Handles:
[Clear division of responsibility]
Client Communication Preferences:
[How they like to be contacted, frequency]
Transaction Checklist
TRANSACTION: [Address]
Contract Date: [Date]
Closing Date: [Date]
My Role: [Buyer Agent / Listing Agent]
□ Day 1
□ Deal Sheet created
□ All parties notified
□ Congratulations sent
□ Week 1
□ Inspection scheduled
□ Inspection completed
□ Repair request sent (if needed)
□ Repair response received
□ Week 2
□ Appraisal ordered
□ Appraisal completed
□ Gap addressed (if needed)
□ Weekly update sent
□ Pre-Closing
□ Title clear
□ Loan clear to close
□ Final walk-through scheduled
□ One-week-out email sent
□ Wire instructions verified
□ Closing Week
□ Walk-through completed
□ Closing prep sent
□ Closing attended
□ Keys delivered
Communication Cadence
| Milestone |
Buyer Rep |
Seller Rep |
| Under contract |
Same day |
Same day |
| Inspection complete |
Same day |
Same day |
| Repair request |
Same day |
Same day |
| Appraisal ordered |
Within 2 days |
N/A |
| Appraisal received |
Same day |
Same day |
| Clear to close |
Same day |
Same day |
| Weekly update |
Every [day] |
Every [day] |
| Walk-through |
Day before |
N/A |
| Closing prep |
1 week before |
1 week before |
From the AI Acceleration Resource Room