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The Ideal Contract Turnover Process: A Transaction Coordinator Explains How Realtors Can Avoid Closing Delays

One of the most important moments in a Florida real estate transaction happens immediately after the contract is signed.

This is the point where the transaction moves from negotiation into execution. Deadlines begin running, escrow deposits need to be handled, disclosures need to be reviewed, and the title company needs to open the file.

To better understand what Realtors can do to create a smoother closing experience, we asked Lee Sherrock, owner of Realty-Core, a professional transaction management organization, five questions about contract turnover, missed deadlines, communication, and how transaction management helps keep deals on track.

For Realtors, the takeaway is simple: a smooth closing does not start the week before closing. It starts the moment the contract is fully executed.

Why Realtors Should Send Contracts Immediately After Ratification

Question: When is the ideal time for a Realtor to send a contract to title and transaction management after ratification?

Lee Sherrock: Agents should send their contracts to title and/or their transaction coordinator as soon as the contract is fully executed. Often the transaction coordinator will also take care of sending the contract to title for their agent. The title company needs the contract as soon as possible so they can open the title order on their end. The escrow deposit deadline is often the first critical contract deadline that needs to be met, and title needs a copy of the contract in order to process the buyer’s deposit.

Sol Title Insight: This is one of the most important habits a Realtor can build. Once a contract is fully executed, the title company should receive it immediately. Waiting until inspections are complete, financing is approved, or the buyer is “more comfortable” can create unnecessary risk.

The title company needs the contract to open the title order, begin the title search, coordinate escrow, and prepare the file properly. In many transactions, the escrow deposit deadline is one of the first major deadlines, and the title company cannot properly process the deposit without the fully executed contract.

For agents who want a smoother closing process, the best practice is simple: once the contract is fully executed, send it to title and transaction management right away.

Realtors can also use Sol Title’s Realtor Resources page for helpful tools, closing resources, and title-related support throughout the transaction.

The Contract Effective Date Mistake That Causes Missed Deadlines

Question: What are the most common mistakes Realtors make during the first week of a transaction?

Lee Sherrock: A common misunderstanding is determining the effective date of the contract. Let’s say the seller signs late in the evening, and the listing agent doesn’t return the fully executed contract to the buyer’s agent until the following morning. The effective date is that morning, when the last party, in this case the buyer, receives a copy of the fully executed contract. The effective date determines all of the other contract deadlines, including escrow, inspection, and loan approval, so it’s critical that it’s accurate.

Sol Title Insight: The effective date matters because nearly every major contract deadline is calculated from it. If the effective date is wrong, the inspection deadline, escrow deadline, loan approval deadline, and other key dates may also be wrong.

This is where transaction coordination becomes especially valuable. A transaction coordinator can help verify the correct effective date, track important dates, and make sure all parties are operating from the same timeline.

Misunderstanding the effective date can lead to confusion, missed deadlines, and unnecessary disputes between parties. For newer agents especially, this is one of the first transaction details that should be reviewed carefully after contract execution.

For buyers and sellers, missed deadlines can create stress and uncertainty. For Realtors, they can create avoidable liability and client frustration.

How a Transaction Coordinator Helps Prevent Closing Delays

Question: How does a transaction manager help prevent closing delays?

Lee Sherrock: One of the biggest assets of having a transaction coordinator on your side is that they are a second set of eyes monitoring the contract deadlines. A good transaction coordinator will remind their agent ahead of a deadline that it is approaching and a contract contingency has not yet been met so the agent can be proactive rather than reactive.

Sol Title Insight: Real estate transactions involve a lot of moving parts. Between inspections, financing, appraisal, title work, escrow deposits, HOA documents, insurance, surveys, and closing coordination, it is easy for something to fall through the cracks.

A transaction coordinator gives the Realtor a second set of eyes on the file. That does not replace the agent’s role, but it helps create a stronger system of accountability.

Instead of reacting after a deadline has already been missed, the agent can act before the issue becomes a problem. This is especially helpful when contingencies are approaching, documents are missing, or one party has not completed a required step.

A proactive transaction coordinator helps create a better experience for buyers, sellers, Realtors, lenders, and the title company.

For closings that require additional flexibility, Sol Title also offers mobile closing options to help buyers and sellers close with convenience.

What Should Be Included In Every Contract Turnover Package?

Question: What documents or information should Realtors provide immediately after a contract is signed?

Lee Sherrock: The fully executed contract, all applicable riders, including HOA Disclosure, Lead-Based Paint Disclosure, and other applicable documents, plus commission information, including any brokerage transaction fees.

Sol Title Insight: An ideal contract turnover package should give the title company and transaction coordinator everything they need to open the file accurately.

At minimum, Realtors should provide:

Fully executed purchase contract
All applicable contract addenda and riders
HOA disclosure, if applicable
Lead-based paint disclosure, if applicable
Commission information
Brokerage transaction fee information
Buyer and seller contact information
Lender information, if applicable
Escrow deposit instructions or confirmation

The more complete the initial package is, the smoother the file opening process becomes.

Title companies rely on accurate contract information to prepare title work, coordinate escrow, communicate with lenders, and eventually prepare closing documents. Missing information can slow down the opening process and create unnecessary back-and-forth.

For agents working with sellers, Sol Title’s Florida Seller and Buyer Net Sheet Calculator can also be used to estimate seller proceeds and buyer closing costs before or during the transaction.

The One Habit That Makes Every Closing Easier

Question: If you could give every Realtor one piece of advice to create a smoother closing experience, what would it be?

Lee Sherrock: Communication. Open, two-way communication between agent and transaction coordinator is essential for a successful working relationship and to ensure everyone is on the same page. A seasoned transaction coordinator will never complain that you are communicating with them too much.

Sol Title Insight: Communication is the foundation of a smooth closing. Most closing delays do not happen because one person intentionally dropped the ball. They usually happen because information was not shared early enough.

When Realtors, transaction coordinators, lenders, title companies, buyers, and sellers communicate clearly, problems are easier to solve before they become closing-day emergencies.

Agents should never feel like they are over-communicating with their transaction coordinator or title company. If something changes, share it. If a deadline is approaching, confirm it. If a client has a concern, communicate it early.

The best closings are not the ones where nothing ever goes wrong. They are the closings where the professionals involved communicate well enough to solve issues quickly.

Why Contract Turnover Matters to the Title Company

From the title company’s perspective, early contract turnover allows the file to begin properly. The title company can open the order, review the contract, coordinate escrow, begin the title search, and identify potential issues earlier in the transaction.

This matters because title work can reveal items that need time to resolve, including liens, payoff issues, ownership questions, probate concerns, unreleased mortgages, HOA information, municipal matters, or recording issues.

The sooner title receives the contract, the sooner the process can begin.

For agents who want to better understand title’s role, read: What Does a Title Company Do in Florida?

How Sol Title Supports Realtors After Contract Execution

Sol Title works with Realtors, buyers, sellers, lenders, builders, investors, and transaction coordinators throughout Florida to help real estate closings move smoothly from contract to closing.

Our team assists with:

Title order opening
Escrow coordination
Title search coordination
Closing document coordination
Communication with agents and lenders
Mobile closings
Residential closings
Refinance closings
New construction closings

Sol Title also offers a $0 settlement fee, helping buyers and sellers reduce certain closing-related costs while still receiving professional title and closing services.

To better understand title insurance and closing costs, these articles may also help:

Final Takeaway for Realtors

A smoother closing starts with a better contract turnover process.

Send the fully executed contract immediately. Confirm the effective date. Provide the complete contract package. Communicate early and often. Work with professionals who are watching the deadlines with you.

When Realtors, transaction coordinators, and title companies work together from day one, buyers and sellers receive a better experience.

Need help opening a title order or estimating closing costs for your client? Visit Sol Title’s Realtor Resources page or use our free Florida Net Sheet Calculator.