How to check a stalled real estate deal using your own transaction file

Review three records already in your office:

1. The executed purchase agreement and any signed addenda that set the current dates.
2. Your transaction document folder showing which disclosures, reports, or receipts are in hand.
3. The last confirmed email or call note from the cooperating agent, lender, title officer, or client.

Putting those three records together on one page shows whether the file is waiting on an outside party, missing a document that was never requested, or sitting on an unreviewed draft inside your own team.

Run this five-step check on any active file that has gone quiet:

1. Verify the governing dates from signed documents only: Look at the executed contract and the most recent signed addendum. Do not rely on memory or informal text threads for inspection, appraisal, financing, or closing dates.
2. List every open contingency or condition: Write down each condition that has not been satisfied or waived in writing, along with the party responsible for the next action (buyer, seller, lender, inspector, or title).
3. Check the document folder against the checklist: For each open item, mark whether the supporting document is missing, received but unreviewed by your staff, or reviewed and waiting for signatures.
4. Record the date of the last confirmed two-way contact: Note when your office last heard back from the other side.
5. Draft the next status check for broker or agent approval: Have your transaction coordinator prepare a plain summary of what is missing and route it to the responsible agent or managing broker to approve before any message goes to a client or cooperating party.

A file check brings clarity to your desk, but keep its limits straight:

• It cannot provide legal interpretation of contract rights: A checklist shows what is in the folder and what date is written on the page. It does not determine whether a party is in default or how a contract clause applies under state law.
• It cannot confirm third-party underwriting or title clearance: Seeing an appraisal order or title commitment in the folder does not prove that a loan is cleared to close.
• It cannot act without staff approval: A checklist never sends a notice, extends a deadline, or files a document on its own.

Open our named deal check sheet below to run this review on an active file in your office. If you want Omni to set up a transaction room workflow where Olivia tracks document status against your office checklist and prepares status drafts for your coordinator or broker to approve, visit the matching workflow page.

Open the deal check sheet

Opening or downloading this check sheet never enrolls anyone in email or SMS.

• Real estate transaction room
• Real estate journal