Starting out as a Transaction Coordinator (TC) is exciting—there’s freedom, flexibility, and the chance to build a business that supports both real estate agents and their clients. But let’s be real: those first few months can also feel like trial by fire. Mistakes are common, and while some are harmless learning experiences, others can cost you credibility, clients, or even deals.
In this guide, I’ll break down the top mistakes new TCs make, how to avoid them, and which tools can keep you on track. Whether you’re still researching the role or already managing files, you’ll walk away with clear, actionable steps to build a sustainable, professional business.
Heads up: This post may include affiliate links. If you choose to make a purchase through one of them, I may earn a small commission—at no additional cost to you. You can check out the full disclosure for more details.
If you’re still deciding whether the TC role is right for you—or if you’re better suited to become a REVA (Real Estate Virtual Assistant) or Listing Coordinator—check out this post: TC vs. REVA vs. Listing Coordinator: How to Choose the Right Role in Real Estate.
Table of Contents
Mistake #1: Treating the TC role like simple “paper pushing”
One of the biggest misconceptions is that TCs just shuffle documents around. New coordinators who think of the role this way risk missing deadlines, overlooking requirements, or failing to communicate critical updates.
How to avoid it:
See yourself as the project manager of the transaction. You’re not just moving papers—you’re coordinating timelines, communication, and compliance to ensure a smooth closing. That mindset shift will keep you proactive, not reactive.
Mistake #2: Not setting boundaries with agents and clients
New TCs often want to please everyone, which can lead to 10 p.m. texts, unclear scope creep, and burnout.
How to avoid it:
- Define your scope of work in a written TC agreement.
- Communicate business hours early.
- Use templates for client/agent onboarding so expectations are crystal clear.
Boundaries don’t make you difficult—they make you professional.
Mistake #3: Overlooking compliance and broker requirements
Each brokerage has its own compliance process, portals, and approval timelines. As a TC, you don’t choose the system—the broker dictates it. Beginners who ignore these differences often run into last-minute issues.
How to avoid it:
- Learn the compliance rules of each brokerage you work with.
- Upload documents promptly as they’re executed.
- Double-check each file against the broker’s checklist to avoid delays.
Mistake #4: Failing to master deadlines
Deadlines are the heartbeat of a transaction. Missing inspection periods, appraisal contingencies, or financing deadlines can kill a deal and damage your reputation.
How to avoid it:
- Enter every key date immediately when a contract is received.
- Use automated task management tools (like ListedKit, AFrame, or Open To Close) to generate timelines.
- Set calendar reminders 24–48 hours in advance for critical milestones.
Mistake #5: Lack of a communication system
New TCs often rely on scattered emails, text messages, and phone calls—then struggle to track what was said and when. This causes confusion and can make you look disorganized.
How to avoid it:
- Use email templates for updates (e.g., “We’ve scheduled inspections,” “Your appraisal is ordered”).
- Centralize communication in your TMS (Transaction Management Software).
- Document everything. A paper trail protects both you and your agent.
Mistake #6: Ignoring the buyer/seller experience
Many new TCs get so focused on “checking the boxes” that they forget the experience of the buyer or seller. While the Realtor is technically your client, how their buyer or seller feels about the process reflects directly back on them.
How to avoid it:
- Provide buyers/sellers with a “welcome email” that explains your role.
- Offer a clear timeline so they know what’s next.
- Be proactive—don’t wait for them to ask, “What’s happening with my deal?”
When the buyer or seller feels informed and cared for, your agent looks like a rockstar—and that’s what leads to referrals and repeat business from the Realtor.
Mistake #7: Not investing in the right protections and tools early
Many new TCs try to run everything manually to “save money,” but the cost is efficiency and professionalism. And while tech is essential, tools go beyond just software.
How to avoid it:
Here are the categories every TC should consider:
- E&O Insurance — Protects you against potential liability claims. Reputable providers include biBERK and Hiscox.
- Cybersecurity & Cyber Insurance — Use a VPN, secure file storage (like Google Workspace or Dropbox Business), and antivirus protection. Also consider cyber insurance, which covers you in the event of a data breach. Providers like Coalition and Chubb specialize in small business policies.
- Legal Templates — Agreements, policies, and contracts that define your scope and protect your business. At minimum, every TC should have a Transaction Coordinator Agreement and Website Disclosures/Policies (such as privacy policy and terms of service).
- Transaction Management Software (TMS) — Platforms like ListedKit, Open To Close, AFrame, and DocJacket keep tasks and timelines organized. Always explore demos and free trials before committing.
- Document & E-sign Platforms — These are broker-provided (Dotloop, SkySlope, DocuSign). As a TC, you don’t need to pay for your own subscription since brokers give agents and their teams access.
Investing in these areas early on makes you look professional, protects your business, and allows you to scale confidently.
Mistake #8: Pricing too low (or inconsistently)
New TCs often underprice because they’re afraid of losing business. But working for too little leads to resentment and unsustainable growth.
How to avoid it:
- Research your local market, but don’t race to the bottom.
- Package your services (basic coordination vs. white-glove).
- Review your pricing every 6–12 months as your experience grows.
Mistake #9: Saying “yes” to every client
Not every agent is a good fit. Some resist systems, ignore deadlines, or create chaos that drains you. Taking on the wrong clients can harm your confidence and business.
How to avoid it:
- Develop a client onboarding process that screens for fit.
- Pay attention to red flags in discovery calls.
- Remember: you’re building a business, not just taking orders.
Mistake #10: Trying to learn everything from scratch
New TCs often spend months piecing together free YouTube videos, Facebook groups, and random checklists. The problem? Information is scattered, outdated, or incomplete.
How to avoid it:
- Invest in structured training (like my Coordination Virtual Playbook course).
- Watch demos and take advantage of free trials for TC-specific software so you understand which tool is the best fit for your workflow.
- Don’t waste time reinventing the wheel—build on proven systems.
For a deeper dive, I break this down in my video: Top Mistakes New TCs Make (And How to Avoid Them).
FAQs About Common TC Mistakes
Q: Can a single missed deadline really cause a deal to fall through?
Yes. Deadlines are legally binding. If a buyer or seller misses their window, they could lose money or even the property.
Q: How do I know if I’m charging the right price as a new TC?
If you feel resentful after completing a file, you’re probably underpricing. Compare with your market and adjust as you gain experience.
Q: What’s the best software for new TCs on a budget?
There are many TC-specific platforms on the market. Instead of defaulting to general project management tools, explore demos and free trials of systems like ListedKit, DocJacket, OTC, or AFrame to find the one that fits your style best.
Q: Do TCs need E&O or cyber insurance?
Yes. Even if you’re cautious, mistakes and data breaches can happen. E&O insurance protects you from liability claims, while cyber insurance protects you if sensitive client data is compromised. Both give peace of mind and demonstrate professionalism.
Q: What legal agreements should every TC have?
At minimum, a Transaction Coordinator Agreement that outlines your scope of work, pricing, and boundaries. Also, website disclosures (privacy policy, terms of service, disclaimers) if you operate online.
Q: How do I politely set boundaries with clients?
Use onboarding emails and agreements that outline your working hours and scope. That way, it’s framed as part of your professional process, not a personal preference.
Q: Should I niche down into specific transaction types right away?
Not immediately. Start broad, then specialize once you see what types of clients and transactions you enjoy most (luxury, new construction, investment, etc.).
Q: How do I avoid looking inexperienced as a new TC?
Professional branding, clear communication, and strong systems go a long way. Most clients care less about your years in business and more about how confidently you run their file.
Final Word
Mistakes are part of the learning curve, but they don’t have to derail your business. By setting boundaries, investing in the right protections and tools, and learning from those who’ve gone before you, you’ll position yourself as a reliable, professional Transaction Coordinator from day one.
Ready to skip the endless trial-and-error phase? Watch my free class: 3 Principles to Launch Your TC Business on Your Own Terms (Without Endless Research).
And if you’re serious about building a sustainable business, my Coordination Virtual Playbook course gives you the exact systems, templates, and guidance to grow with confidence: Check it out here.