Transaction Coordination

Transaction Coordinator Agreement: What to Include

A clause-by-clause outline for a transaction coordinator agreement between an independent TC and an agent or brokerage, with what each clause should settle and a checklist before you sign.

Ijharul Islam October 16, 2026 6 min read

A transaction coordinator agreement is the written contract between an independent TC and the agent or brokerage they work for. It should set out the services, the tasks the TC won't do, the fee and when it's paid, fall-through terms, confidentiality, who owns the records, insurance and how either side can end it. Have a local attorney review it.

More on this topic: TC and brokerage operations, every guide in one place.

This is an outline of what to cover and why, not legal advice or a fill-in-the-blanks form. Your state's rules on unlicensed activity and your broker's policies will shape the wording. For running the files themselves, see Closingbird for transaction coordinators.

Key takeaways

Put every engagement in writing before the first file. Maryland REALTORS, for one, strongly urges a written agreement with every TC.
The scope and exclusions clauses matter most: they draw the line between administrative work and licensed activity.
Spell out the fee, when it's due, and what happens if a deal falls through.
Say who owns the file and records: generally the brokerage, which must keep them for a period set by state law.
If you're a contractor, the agreement should reflect how you actually work. Classification depends on the facts, not the label.

Who the agreement is between

Usually the independent TC (or their company) and the agent who hires them. Because the broker is responsible for supervising the transaction, many brokerages want to approve TC agreements or sign them as well, and some have their own form. Ask before you draft your own. In-house TCs are usually covered by employment terms instead; see in-house vs independent TCs.

Clause-by-clause outline

Clause	What it should settle
Parties and term	Who the TC works for, the brokerage involved, start date, and whether it covers one file or all files
Scope of services	The tasks included, from receiving the executed contract to file close-out; listing services if offered
Exclusions	What the TC won't do: negotiate, advise on terms or price, or any activity that requires a license in the state
Agent responsibilities	Sending the executed contract and changes promptly, answering questions, decisions on terms, supervision by the broker
Fees	Fee per side or per file, dual-side, listing and add-on fees, and any deposit
Payment timing and method	Due at closing, by invoice or through the CDA where allowed; late payment terms
Fall-through and cancellation	What's owed if the deal cancels after work has started
Communication	Hours, response times, how the TC contacts clients and other parties, and in whose name
Systems and access	Which tools hold the file, who has access, and access ending when the agreement ends
Confidentiality and data	Client personal and financial information, and how it's stored and shared
Records ownership	That the file belongs to the brokerage; delivery of the complete file at close-out
Wire-fraud and payment instructions	That the TC never sends or changes wiring instructions
Independent contractor status	That the TC controls how the work is done, uses their own tools and may work for others
Insurance and liability	Errors and omissions insurance if required, and limits of liability
Termination	Notice period, and what happens to open files when either side ends the agreement
Governing law and signatures	The state whose law applies; signatures and dates of both parties (and broker if required)

The scope and exclusions clauses, in more detail

This is where agreements most often go wrong. A vague scope invites the agent to hand over tasks that belong to a licensee, and leaves the TC carrying blame for decisions they didn't make. List the included tasks plainly (see the TC job description for a full list) and the excluded ones just as plainly.

States draw the line differently. Texas's real estate commission, for example, says TCs who handle administrative tasks typically wouldn't need a license but that the work can blur into brokerage activity. Check your own state's guidance, and if you hold a license, what your sponsoring broker must authorize in writing.

Fees and fall-through terms

State the fee per side, any listing or dual-side fee, rush or add-on fees, and when payment is due. For a deal that cancels, decide whether there is a fall-through fee, a deposit that isn't refunded, or nothing. The free transaction coordinator fee calculator shows what your fall-through rate does to monthly income, including any fee you still collect on cancelled files. For typical structures, see how much transaction coordinators charge.

Contractor or employee?

Calling someone an independent contractor doesn't make them one. The IRS looks at the whole relationship, including behavioral control (who decides how the work is done), financial control (who provides tools, how they're paid, whether they can work for others) and the type of relationship. If an agent sets your hours and methods and you work only for them, ask an accountant or attorney whether contractor status fits.

Checklist before you sign

The scope and exclusions match what your state allows unlicensed (or licensed) TCs to do.
The broker knows about the arrangement and has approved it if required.
The fee, payment timing and fall-through terms are written down.
It says who owns the file and records.
It covers what happens to open files if either side ends it.
A local attorney has reviewed your standard version.

Sending and storing it

Most TCs send the agreement for e-signature and keep the signed copy with the agent's record. Closingbird includes built-in e-signatures on every plan, with signing order, a certificate of completion and a verify link, and its real estate CRM keeps each agent's details and the files you've run for them in one place.

Frequently asked questions

Do I need a contract to work as a transaction coordinator?

It isn't always legally required, but it's strongly recommended. A written agreement sets the scope, fee and fall-through terms and protects both sides when something goes wrong.

What should a transaction coordinator agreement include?

Parties and term, scope, exclusions, agent responsibilities, fees, payment timing, fall-through terms, communication, confidentiality, records ownership, contractor status, insurance, termination and governing law.

Who owns the transaction file, the TC or the broker?

Generally the brokerage, which must keep transaction records for a period set by state law. Your agreement should say you deliver the complete file at close-out.

Should a TC agreement cover one file or every file?

Either works. Many TCs use one master agreement with an agent, covering every file they send, so each new deal doesn't need a new contract.

Is there a standard transaction coordinator agreement form?

Some brokerages and associations have their own. If yours doesn't, use an outline like this one and have a local attorney review it.

Run it in Closingbird

Send your agreement for signature, keep each agent in your CRM and invoice from every file, all in one workspace. Start a free trial (14-day free trial, no credit card required) or see pricing.

Sources

Checked in October 2026. Rules and prices change, and many vary by state, so confirm with the source, your state's real estate commission or your broker before you rely on them.

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