What your TC needs from you — buyer side and listing side

You do not enter anything into the office's transaction system yourself — the transaction coordinators run it. Your job ends at send everything to your TC. But every field they have to fill, they have to get from you, and the ones you leave out are the ones they chase. This page is that list, for both sides of the business. It is the same list on every deal, which is why it is worth learning once.

1 · Your TC — there are three, and they all do both sides

This changed recently and the old rule is worth un-learning: there is no buyer coordinator and listing coordinator any more. Every TC handles buyers and listings. Send your file to your TC, whoever that is.

★ The line that matters most on this page, in your coordinator's own words: “Your packet will not be sent until you have supplied your TC with all required or requested documents for a fully executed contract packet.” Nothing moves until your file is complete. Not the attorney bundle, not the commission.

You never touch the office’s transaction or payment systems: your TC and the office run them.

2 · ★ The documents that are DELIBERATELY withheld — on both sides

Some documents are signed, kept in the file, and never sent to the other side. Sending one is not a paperwork slip — it hands the other party something they should not have. They still go to your TC. They just never travel with the packet.

Most agents know the buyer-side rule and have never heard of the listing-side one. Both exist, in writing, on the checklists.

3 · BUYER SIDE — the clocks

1. The moment the contract is fully executed, forward it. Not when the file is tidy — when it is signed. “You go to your email, you hit Forward, and you send it to your TC… the paperwork belongs to the office. Don't hold off until the end.”

2. Full under-contract packet within 72 hours.

3. Buyer-rep paperwork within 24 hours of signing — and email it. They cannot see your e-sign platform. A signed agreement sitting in Authentisign or Docs+ has not been delivered to anybody.

4. Your TC then sends the attorney a single bundle — transaction fee, commission statement, contract, deposit copy. That is why it goes out as one clean package rather than four emails: they are rebuilding it into one anyway.

4 · BUYER SIDE — the documents

Send what applies; say explicitly when something does not.

5 · BUYER SIDE — the information

These are fields in the office's system. Your coordinator cannot guess any of them. The right-hand column is the part people leave out — which is what turns one email into six.

6 · LISTING SIDE — the packet goes to your TC when you take the listing

This is the half nobody writes down. On a listing your TC is involved from the day you sign the seller, not from the day it goes under contract. The listing packet is its own checklist, and it is per board just like the offer packet.

Universal on all five boards: the Coming Soon or Active MLS Property Sheet (your 1-pager) · the exclusive listing agreement, filled in fully, signed AND initialed by seller and agent · the seller's property condition disclosure · lead disclosure on anything pre-1978, with the property address on it, checked and signed by seller AND agent · a broker ID form · the MLS input form.

Sign install is a checklist item, not an afterthought — ECAR, CTR and GHAR all carry a Sign Install Request with a 24–48 hour turnaround. Request it when you list, not when you notice the yard is empty.

★ On a short sale, the Short Sale Addendum is signed by the BUYER too. The RIAR listing checklist spells it out — you sign the form and the buyer(s) initial, check and sign it. That looks wrong on a listing document and it is not: once a short sale is actually in play there is a buyer, and they sign it as well. MAR carries its own Short Sale Addendum to Listing Agreement. Do not assume a listing form only needs listing-side signatures.

★ Coming Soon and delayed showings are paperwork, not a setting. Every board has a form for it and most agents find that out late: SmartMLS Coming Soon Listing Addendum and Delayed Listing Addendum (CT), Coming Soon and Deferral of Showings Form plus Delayed Listing Form (MAR), Coming Soon Submission Form and Deferred Showing Form (RIAR). If you are going Coming Soon, the form goes in the packet.

★ The dual agency consent on a listing carries an annotation. ECAR, CTR and GHAR all say to write “For Informational Purposes Only” at the top of the Dual Agency Consent Agreement when it goes in the listing packet; RIAR says the same on the Dual Facilitator Consent Form. That is a listing-packet instruction and has nothing to do with how you write an offer — see the note in section 8.

7 · LISTING SIDE — when your listing goes under contract

The same handoff as the buyer side, from the other chair. Your TC needs the executed contract, the deposit copy, and the same detail block in section 5 — with the roles reversed: your client is the seller, the other side's agent is the buyer's agent, and the commission line needs both the seller's percentage and the buyer's.

The clocks are the same: forward the contract the moment it is fully executed, full packet within 72 hours.

8 · ★ The wording rules that are easy to get wrong

Two different documents in the office use the phrase “for informational purposes only”, and they pull in opposite directions. Keep them apart:

On a listing packet — you write “For Informational Purposes Only” at the top of the Dual Agency Consent Agreement. Required on ECAR, CTR, GHAR and RIAR.

On an offer — you never write “As-Is” or “For Informational Purposes Only” into the additional-provisions section of the contract. The office's Additional Verbiage document is explicit about it. On ECAR the correct wording is “Buyer agrees to waive Section 15A of the purchase and sale agreement but reserves the right to 15B”; on GHAR you use the As-Is Rider.

The Additional Verbiage document is where the office keeps its approved wording — thirteen scenarios with the exact language and the exact mechanical steps: Hubbard, suitable housing, short sale, probate, disclosures unavailable, multi-family, as-is, repairs requested, new construction, time stamps, appraisal gaps and backup offers. It lives in the shared drive under 4. Additional Verbiage. If you are writing anything unusual into a contract, the wording you want is almost certainly already in there.

9 · Why a missing detail never looks like a problem

Nothing about this is loud. A transaction stays flagged “Incomplete” until every detail has been entered. When a detail has not arrived, the coordinator does not stop — she enters TBD and moves on.

So nothing breaks, nobody calls you, and the file simply sits unfinished with your name on it — and your packet does not go out. The cost of the missing line is not paid on the day you skip it.

10 · The habits that stop the chase

Not office policy — just what separates the agents who send one email from the agents who send six.

1. Collect the other side's details at acceptance, not at handoff. The other agent is never more responsive than in the hour they tell you it is accepted. A week later you are chasing a stranger for their attorney's email.

2. Build the detail block while the deal is live, not after. By the time it is accepted you already know your own client, the lender and the loan type — the only new lines are the other side and the dates.

3. Bullet points, not a story. “Compensation is 2.5% from seller, nothing from buyer. We're not looking for a story. We just want bullet points.”

4. Say what is missing, and when it will arrive. “Seller's attorney TBA — I'll have it Thursday” is a tracked gap. Silence becomes TBD and nobody knows it was ever coming.

5. The withheld documents go to your TC, not to the other side. The adverse consequences waiver on a purchase; the Fair Housing Disclosure and Prospective Parties Form on a listing. Forbidden in one direction, required in the other.

6. One email, with everything attached. Your coordinator is handling dozens of files. A single message with the packet, the deposit copy and the detail block is the whole job — and it is the version of you they remember when you need a favour at closing.

11 · The handoff email — copy this

Works for either side. Fill it in, attach the packet and the deposit copy, and delete any line that genuinely does not apply rather than leaving it blank.

Where this comes from, and what is still open

The buyer-side list was assembled from the coordinators' own procedure and the delivery clocks in guide 5.1, then corrected by Lia on 17 September — the three-coordinator roster, the end of the buyer/listing split, and the rule that your packet does not go out until your file is complete are all hers.

The listing-side section is taken straight from the five board Listing Checklists in the shared drive.

Still open: Anthony is reviewing whether the five board checklists are still how he wants them, and whether the Additional Verbiage document needs an update pass.

Sources: The five board Buyer Offer Checklists and the five board Listing Checklists, RE/MAX One shared drive · Additional Verbiage (shared drive → 4. Additional Verbiage) · Lia Valladares' review of this guide, 17 Sep 2026 · Contract to Close class, 3 Sep 2026 · Requesting Commission class, 14 Jul 2026 · guide 5.1