Handing off your files means trusting someone with your deadlines, your compliance, and your reputation. Before you do, these seven questions will quickly tell you whether a transaction coordinator is a safe pair of hands.
1. How much experience do you have, and how many files have you closed?
Experience is the best predictor of a smooth close, especially on complex deals. Ask how long they've worked in real estate, whether they've handled transactions like yours, and roughly how many files they close. A coordinator who has seen thousands of transactions will anticipate problems before they happen.
2. How — and how often — will you communicate?
Communication is where most coordinators either shine or fail. Ask what their update cadence looks like, how they keep all parties informed, and what their typical response time is. You want proactive status updates, not silence you have to break by chasing them.
3. Are you fluent in my state's forms and compliance?
In California, that means the full set of C.A.R. forms and disclosures. A coordinator who knows the paperwork cold will get it right the first time and keep your broker file audit-ready. Ask how they stay current as forms and regulations change.
4. What exactly is included in your fee?
Clarify whether the price is a flat per-file fee and what it covers, so you're not surprised by add-ons later. Ask when you're billed — a reputable TC only charges when the deal closes — and confirm you owe nothing if a file falls through.
5. What's your capacity, and what happens when you're slammed?
A coordinator who's overloaded will drop balls. Ask how many active files they carry, whether they have backup or a team, and how they protect service quality during busy stretches so your deal never sits.
6. What's your process for documents and deadlines?
Ask them to walk you through how they collect, organize, and review documents, and how they track contingency and inspection dates. You're listening for a clear, repeatable system — not "I just keep on top of it."
7. Will you work inside my process and represent my brand?
The best coordinators adapt to how you already run your business and communicate with your clients in a way that reflects well on you. Ask whether they'll introduce themselves as your coordinator and follow your preferences, so the experience feels seamless to everyone in the deal.
The takeaway
A great transaction coordinator is experienced, communicative, compliance-obsessed, transparent about pricing, and genuinely feels like part of your team. If you get clear, confident answers to these seven questions, you've likely found one worth handing your next file to.