How to hire a transaction coordinator: 18 questions to ask

Hiring a transaction coordinator comes down to three moves: get specific about what you want off your plate, vet for real experience with your state’s contracts and a process you trust, and put the terms in writing before the first file. Below is the full sequence, from finding candidates to closing your first deal together, with 18 interview questions and an agreement checklist you can use as-is.

If you’re still deciding whether you need help at all, start with do you need a transaction coordinator.

Decide what you’re hiring a transaction coordinator to do

Before you talk to anyone, write down:

Which files. Listings, buyers or both; resale only, or new construction and leases too.
Which tasks. For example: opening the file, tracking deadlines, collecting signatures, scheduling inspections and appraisals, updating clients and the other side, and preparing the file for compliance review. Our transaction coordinator checklist makes a good starting list.
How involved you want to be. Whether the TC talks with your clients directly, and what you want to approve before it goes out.
Your budget and pay model. Per file, monthly or salaried. Published estimates for outsourced TCs mostly fall between $300 and $500 per file (HousingWire; RealTrends), and our guide to transaction coordinator cost breaks down the options.

A clear scope makes every later step easier. You’ll know which interview questions matter most, and you can compare quotes on the same terms.

How to find a transaction coordinator for hire

Your brokerage. Ask whether there’s an in-house TC or a preferred list. Some brokerages provide coordination free or for a fee (RealTrends).
Agents you trust. Productive agents in your office or market can tell you who’s reliable, and who isn’t.
Realtor associations. Some run TC training and directories. The California Association of Realtors, for example, lists TCs who completed its certification program in a TC directory.
TC services. Outsourced and virtual transaction coordinator services can start quickly and work across markets. You can also browse our directory of transaction coordinators by state.
Job boards and local colleges for in-house roles, which Realtor Magazine has reported some brokerages use.

What to look for when you hire a transaction coordinator

Experience with your state’s forms

Contracts, deadlines and closing practices vary by state. Look for recent files in your state, comfort with your standard contract and addenda, and a working knowledge of who typically closes deals in your area, whether that’s a title company, an escrow company or an attorney.

Systems that fit yours

Your TC should work in your brokerage’s transaction management and e-signature tools, or have a clear plan for getting files into them. Ask how they track deadlines and how you’ll see a file’s status without having to ask.

Communication and availability

Agree on response times, channels and how often updates go out. Ask who covers your files when the TC is sick or on vacation, and how that handoff works.

Data security

A TC handles contracts, contact details, loan status and closing dates, the kind of information fraudsters target. Real estate-related fraud reported to the FBI cost victims more than $275 million in 2025, NAR reported. NAR’s wire fraud guidance includes verifying wire instructions with an independently obtained phone number and never sending wire instructions, or any personal or financial information, by email. Ask how a TC stores files, who can access them and how they handle wiring instructions. Some providers can point to an independent security review; Dealyo, for example, is CASA Tier 2 approved.

Insurance

Ask whether the TC carries errors and omissions (E&O) insurance and what it covers. One E&O insurer notes that a TC can be named in a lawsuit even without doing anything wrong (CRES Insurance). Ask your broker, too, whether the brokerage’s policy covers outside contractors.

Licensing boundaries

What an unlicensed TC may do varies by state. The California Department of Real Estate’s guidelines allow unlicensed assistants to prepare documents under a licensee’s direction when the licensee reviews them before they go out, and to obtain signatures without discussing what the documents mean. The DRE also cautions that it doesn’t take much to cross into licensed activity. Arizona’s advisory guidance is stricter: it says unlicensed assistants shall not originate documents, give advice or opinions of value, or negotiate (Arizona Department of Real Estate). Read our transaction coordinator license guide before you hire.

Questions to ask a transaction coordinator

Use these in the interview. Good answers are specific; vague ones tell you something too.

#	Question	Listen for
1	How many files have you coordinated in our state in the past year?	Recent, in-state volume
2	Which of our state’s contract forms and addenda do you work with most?	Names them without prompting
3	Walk me through the first 48 hours after a contract is signed.	A concrete, repeatable process
4	How do you track deadlines, and what happens when one is at risk?	A system plus a clear escalation step
5	Do you handle listing-side, buyer-side and dual files? New construction?	A defined scope
6	Which transaction management and e-signature tools do you use?	A fit with your brokerage’s systems
7	How often will you update me, my clients and the other agent, and how?	A set cadence and channel
8	What’s your typical response time, and what are your working hours?	Specifics, not “always available”
9	Who covers my files when you’re out?	A named backup or team process
10	What will you never do on my files?	Clear licensing boundaries
11	Are you licensed, and how does that change what you do?	An accurate read of your state’s rules
12	How do you store files and control who can access them?	Secure, access-controlled tools
13	How do you handle wiring instructions?	Never by email; verification by a known number
14	Do you carry E&O insurance, and what does it cover?	Yes, with details
15	How do you charge, and when is payment due?	A written fee schedule
16	What do I owe if a deal falls through?	Clear cancellation terms
17	Do you receive anything from lenders, title companies or other vendors you recommend?	No
18	Can I talk to two agents you’ve worked with recently?	References in your market

Question 17 matters because RESPA bars giving or accepting anything of value for referrals of settlement-service business on federally related mortgage loans (12 CFR 1024.14).

Add a scenario question

Give every candidate the same real-world problem, such as: “The appraisal comes in low a few days before the financing deadline. What do you do?” A strong TC tells you right away, pulls together what you and the lender need and tracks any new dates. They leave negotiating, and any advice to your client, with you.

Check references the right way

Skip “Were you happy?” Ask what went wrong on a file and how the TC handled it, how quickly they responded during a crunch, and whether the agent would hand them a complicated deal.

Rather skip the search? Dealyo assigns a dedicated transaction coordinator to every deal, from contract to close. Your first deal is free, and after that you pay $400 only for deals that close. See how Dealyo works.

Transaction coordinator agreement: terms to get in writing

Term	What to spell out
Scope	Tasks included and excluded; listing, buyer and dual files; deal types covered
Fees	Amount per file, any extra for dual-sided or complex files, and who pays
Payment timing	At closing, on invoice or monthly, and how payment at closing is authorized
Fall-through and cancellation	What you owe if a deal cancels, stalls or revives, and how either side can end the agreement
Communication	Response times, update cadence and who talks with your clients
Data handling	Where files live, who can access them, how long they’re kept, what happens to them when you part ways, and the wiring-instructions policy
Licensing boundaries	No negotiating, advising or interpreting documents for clients; your review of anything the TC drafts
Insurance and liability	E&O coverage and who is responsible for what
Working relationship	Contractor or employee status, and confidentiality
Broker approval	Your broker’s sign-off and any brokerage requirements

Two terms deserve extra care. On payment timing, check your state’s rules if the TC is paid only when deals close. New York, for example, says an assistant compensated on a completed-transaction basis must be licensed and paid directly by the broker (New York Department of State). Our guide to who pays the transaction coordinator covers payment models and RESPA cautions. On the working relationship, if you’re hiring an employee rather than a contractor, the IRS looks at behavioral control, financial control and the relationship of the parties.

Note: This isn’t legal advice. Have your broker, or an attorney, review the agreement, especially the payment and licensing terms.

How to onboard your first file with a new TC

Get your broker’s sign-off and set up the TC’s access to your transaction management system.
Send the full file: the executed contract, addenda, disclosures, contact sheet and any deadlines you’ve already calculated.
Share your preferences: how you want updates, what you want to approve before it goes out and how you like to communicate with clients.
Make introductions. The TC, or you, emails your clients, the other agent, the lender and the closing agent so everyone knows who to contact for what.
Check in mid-file, around the inspection and appraisal deadlines.
Debrief after closing: what worked, what slipped and what to change on the next file.

With Dealyo, step two is an email: send the deal to tc@dealyo.ai or connect your inbox. AI sorts the documents, dates and key details within seconds, and your dedicated coordinator reviews the file and manages it from there.

Tip: Start with a straightforward file. A clean resale deal shows you how a TC communicates and tracks deadlines before you hand over a complicated one.

Red flags when hiring a transaction coordinator

Offers to negotiate, advise your clients or explain contract terms on your behalf
Sends wire instructions by email, or asks clients to send financial information that way
Pricing that’s vague, verbal-only or different from the written agreement
Won’t sign a written agreement
No plan for coverage when they’re unavailable
Can’t name your state’s standard forms or key deadlines
Receives payments or perks from vendors they recommend
Suggests charging your client a fee without your broker’s approval
Slow or unclear communication during the hiring process itself

Frequently asked questions

How much does it cost to hire a transaction coordinator?

Published estimates for outsourced TCs mostly fall between $300 and $500 per file, though pricing varies with the deal and the services included. In-house hires cost a salary plus payroll expenses. Dealyo's first deal is free; after that it's $400 per deal, only for deals that close. Compare quotes on the same scope and terms, including what you owe if a deal cancels.

Should I hire a licensed or unlicensed transaction coordinator?

It depends on what you want handled and on your state's rules. Unlicensed TCs can do administrative work, but states limit what they can do without a license, such as negotiating or advising clients. A licensed TC may be able to do more within your broker's policies. Confirm the boundaries with your broker before you hire.

Do I need a written agreement with a transaction coordinator?

Yes. A written agreement sets the scope, fees, when payment is due, what happens if a deal falls through, how client data is handled and what the TC won't do. It protects you both, gives your broker something to review and prevents surprises at closing. Keep a signed copy with your business records.

Where can I find a transaction coordinator for hire?

Start with your brokerage, which may have an in-house TC or a preferred list. Ask productive agents you trust, see whether your Realtor association runs a TC program or directory, and compare outsourced and virtual TC services. For in-house roles, try job boards and local colleges. If you're hiring an individual, interview at least two candidates before you hand over a file.

Can a transaction coordinator talk to my clients?

Usually, yes, about logistics such as scheduling, document status, deadlines and next steps. What a TC can do without a license varies by state, but negotiating and giving advice stay with you. Agree up front on what the TC can tell clients, what they should route to you and when you want to step in.

How to hire a transaction coordinator: find, vet and onboard the right TC