Top 10 Mistakes California Agents Make Without a Transaction Coordinator

Oasis Singleton
Aug 8
3 min read

Real estate agent without a transaction coordinator

In California’s real estate market, paperwork mistakes aren’t just inconvenient—they can cost you your commission, your license, or worse, your reputation. No matter how long you've been in the industry trying to manage every part of your transaction alone leaves you exposed. Roughly 85% of real estate agent use Transaction Coordinators in their business and here are some headaches they've avoided as a result.

Here are the 10 most common mistakes California agents make when they try to go it alone—without a Transaction Coordinator (TC) on their side.

1. Missing Disclosure Deadlines

Disclosures like the Transfer Disclosure Statement (TDS), Seller Property Questionnaire (SPQ), and Natural Hazard Disclosure (NHD) have strict timelines. Miss a deadline, and you could delay closing or give a buyer a renewed right to cancel and retain their deposit.

2. Using Outdated or Incorrect Forms

The California Association of Realtors (CAR) updates forms multiple times a year. Using an outdated version—even accidentally—can result in legal exposure and non-compliance.

3. Failing to Track Contingency Removals

Contingency timelines are one of the most important ascpect of a transaction. On the buyer side, missing a contingency deadline can trigger a Notice to Perform—especially if the seller has a better backup offer. This could lead to the buyer losing the home entirely.

On the listing side, failing to follow up on contingency removals can delay escrow or cause a last-minute cancellation.

4. Not Pre-Opening Escrow

Many agents forget to pre-open escrow when there are multiple sellers on title or a trust is involved—leading to delays when time is critical. In worse cases, having a 2nd or 3rd unknown seller voids the listing agreement all together.

5. Poor File Organization

Without a structured system, it’s easy to misplace or mislabel documents. This creates problems during broker audits, compliance review, or if a deal is ever litigated.

6. Delayed Commission Disbursements

If your file isn't uploaded on time or lacks key documents, your commission check may be delayed. A TC ensures everything is submitted to compliance so you get paid on time.

7. Lack of Audit-Readiness

The California Department of Real Estate (DRE) can audit your file at any time. Missing proof of delivery or incomplete signatures can trigger major issues if you're not ready.

8. Failing to Communicate with All Parties

Without a TC keeping everyone in the loop—escrow, title, agents, and clients—important steps get delayed. A great TC keeps everyone informed so nothing falls through the cracks.

9. Forgetting Brokerage-Specific Requirements

Each brokerage (especially in California) has unique compliance steps. A generic checklist won’t cut it. A skilled TC understands these nuances and prevents compliance headaches.

10. Trying to Do It All Yourself

This is the biggest mistake. You’re not just selling homes—you’re managing contracts, deadlines, client communication, and broker demands. Without a TC, something will eventually slip.

The Bottom Line

California real estate transactions are complex. You wouldn’t perform your own home inspection—so why would you handle the entire contract process alone?

Hiring a Transaction Coordinator helps you: