Transaction coordinator for Virginia real estate agents
Virginia's seller disclosure is a buyer-beware statement that mostly tells buyers what to investigate themselves, and late delivery hands the buyer a short termination right. In 2026, Virginia REALTORS® rewrote its purchase contract and the Real Estate Board adopted a rule spelling out what unlicensed staff may do, so even experienced Virginia TCs are updating their checklists.
- First deal free
- $400 per closed deal
- Northern Virginia, Richmond, Hampton Roads and statewide
How Virginia deals get to closing
Virginia REALTORS® released a rewritten Residential Purchase Contract for use starting in May 2026, with new addenda for appraisal, common interest communities and seller financing. In Northern Virginia, the Northern Virginia Association of REALTORS® (NVAR) publishes its own Residential Sales Contract (Form K1321), updated effective July 1, 2026. Both are members-only forms, so confirm which contract and version each file uses before building the timeline.
Virginia settlements are conducted by settlement agents registered under the Real Estate Settlement Agent Registration Act, who may be attorneys, title insurance companies, licensed title agents, real estate brokers or financial institutions, so an attorney isn't required. The buyer has the right to choose the settlement agent, and a seller can't require a particular one as a condition of the sale. Settlement agents register with their licensing authority: the State Corporation Commission, the Virginia State Bar or the Real Estate Board.
Key Virginia contract-to-close deadlines
The dates a Virginia coordinator calendars on day one. Your contract controls; these are the defaults and customs to check it against.
Disclosure statement and termination
The residential property disclosure statement is due before ratification. If it's delivered later, the buyer's sole remedy is to terminate within 3 days after delivery in person or electronically, or 5 days after the postmark if it was mailed, and in any case before settlement or occupancy.
Resale certificate request
In a common interest community, the association must deliver the resale certificate within 14 days after the seller or seller's agent requests it in writing, or the certificate is deemed unavailable.
Resale certificate cancellation
Unless the contract sets its own period, the buyer may cancel within 3 days of ratification if the certificate was delivered before ratification, within 3 days of receiving it (or notice that it's unavailable) if it came later, or any time before settlement if it never arrives. Rights not exercised before settlement are waived.
Brokerage agreements
A licensee must have a written brokerage agreement with a client before providing brokerage services, and an agreement without a termination date ends 90 days after it's signed.
Land use assessment notice (2027)
Starting January 1, 2027, for property in land use assessment, the settlement agent must give a statutory notice and get the buyer's written acknowledgment at or before settlement.
Virginia disclosures your coordinator tracks
Residential Property Disclosure Statement
The Real Estate Board's buyer-beware form directs buyers to investigate topics such as flood hazard areas, the sex offender registry, dam break inundation zones, defective drywall and military installations. DPOR's current version is effective July 1, 2026, and an item on land use assessment and roll-back taxes is added January 1, 2027.
Property-specific disclosures
Separate statutory disclosures apply to property near military air installations, with pending building or zoning violations, subject to a lis pendens, previously used to make methamphetamine, with private stormwater facilities, or known to be a repetitive risk loss structure for flooding.
Common interest community notice
The contract must disclose that the property is in a common interest community, that a resale certificate is required and the buyer's cancellation right, under the Resale Disclosure Act that replaced the old property owners' association and condominium resale provisions in July 2023.
Agency disclosure
Licensees must disclose their brokerage relationship in writing to unrepresented parties at the earliest practical time and no later than when specific real estate assistance is first provided.
Virginia transaction coordinator checklist
State-specific items to add to your standard contract-to-close checklist.
- Ratified contract (Virginia REALTORS® or NVAR) and addenda
- Written brokerage agreement for each client
- Residential Property Disclosure Statement delivered
- Military, meth, stormwater and flood loss disclosures if applicable
- Resale certificate requested in writing
- Cancellation deadline set from certificate delivery
- Earnest money deposited per the contract
- Settlement agent chosen by the buyer
- Lead-based paint disclosure for pre-1978 homes
- Land use assessment notice for 2027 settlements
Do transaction coordinators need a license in Virginia?
Virginia's Real Estate Board adopted 18VAC135-20-335, effective April 1, 2026, which lists what only licensees may do and what unlicensed staff may do. Unlicensed individuals may handle clerical work, MLS submissions, loan commitment follow-up after ratification, scheduling, recording and depositing escrow funds, preparing contract forms for the licensee's and supervising broker's approval, and assembling closing documents. Showing property, holding open houses, answering questions about listings, title, financing, closing or contracts, and discussing or negotiating contracts with anyone outside the firm require a license, and the supervising broker must supervise all unlicensed individuals or entities associated with the firm or its licensees.
What a Virginia coordinator watches for
- Confirm whether the file uses the 2026 Virginia REALTORS® contract, an earlier version or NVAR's K1321, because paragraph numbers and deadline language differ.
- Request the resale certificate in writing as soon as the contract is ratified; the association has 14 days, and the buyer's 3-day cancellation clock depends on when it's delivered.
- Record the delivery date and method of the disclosure statement, since in-person or electronic delivery starts a 3-day window and mail starts a 5-day window from the postmark.
- Remind buyers early that they choose the settlement agent, then get the settlement agent the ratified contract quickly.
- If you use an outside TC, expect your supervising broker to treat the TC as an unlicensed individual or entity the firm must supervise.
How Dealyo works for Virginia agents
Send the deal and a dedicated coordinator runs it to closing on your Virginia forms and deadlines. Your first deal is free, then it's $400 per deal, charged only when it closes.
Send your deal
Email the executed contract to tc@dealyo.ai or connect your inbox.
We organize it instantly
Documents, dates and key details are sorted within seconds of your deal landing.
Your coordinator takes over
A dedicated coordinator reviews the file, keeps it moving and handles every follow-up.
You close with confidence
Every date, document and signature is tracked through closing day.
Virginia transaction coordinator FAQ
Does a transaction coordinator need a license in Virginia?
No, as long as the work stays within 18VAC135-20-335, the Real Estate Board rule effective April 1, 2026. Unlicensed staff may schedule, follow up on loan commitments, record escrow deposits, prepare contract forms for licensee approval and assemble closing documents. Showing property, answering contract or financing questions, and negotiating require a license.
How long does a Virginia buyer have to cancel after receiving a resale certificate?
Unless the contract sets a different period, the buyer may cancel within 3 days of ratification if the certificate was delivered before ratification, or within 3 days of receiving it if it came later. If it's never delivered, the buyer can cancel any time before settlement, and the right ends at settlement.
Who handles closings in Virginia?
Registered settlement agents, who may be attorneys, title insurance companies, licensed title agents, real estate brokers or financial institutions. Virginia doesn't require an attorney to conduct settlement, and the buyer has the legal right to choose the settlement agent; the seller can't require a particular one as a condition of the sale.
Can Dealyo coordinate deals in Northern Virginia and Richmond?
Yes. Dealyo works with agents throughout Virginia, from Northern Virginia and Richmond to Hampton Roads, Charlottesville and Roanoke. Each deal gets a dedicated human coordinator, with AI organizing documents, dates and deadlines. Email the ratified contract to tc@dealyo.ai or connect your inbox to start.
How much does a transaction coordinator cost in Virginia?
Independent coordinators commonly charge a flat fee per file, typically $300–$500 per deal nationally according to a 2026 HousingWire column, and local rates vary. Dealyo's first deal is free; after that it's $400 per Virginia deal, or less with a prepaid pack, and you only pay for deals that close.
Sources
- Virginia DPOR: Real Estate Board
- Virginia DPOR: Residential property disclosures
- Virginia DPOR: Disclosure forms
- Virginia Code 55.1-703 (disclosure statement)
- Virginia Code 55.1-709 (buyer's remedies)
- Virginia Code Title 55.1, Chapter 7 (Residential Property Disclosure Act)
- Virginia Code Title 55.1, Chapter 23.1 (Resale Disclosure Act)
- Virginia Code 55.1-2312 (cancellation of contract)
- Virginia Code Title 55.1, Chapter 10 (Real Estate Settlement Agent Registration Act)
- Virginia Code 55.1-1006 (buyer's right to choose settlement agent)
- Virginia Code 54.1-2137 (brokerage agreements)
- Virginia Code 54.1-2138 (disclosure of brokerage relationship)
- 18VAC135-20-335 (activities of licensees and non-licensees)
- 18VAC135-20 (Virginia Real Estate Board regulations)
- Virginia REALTORS®: New Residential Purchase Contract
- NVAR: Legal forms
- NVAR: Standard forms changes effective July 1, 2026
Transaction coordinators in other states
Hand off your next Virginia deal.
Email the executed contract to tc@dealyo.ai and a dedicated coordinator takes it from there. Your first deal is free, and you only pay for deals that close.