In real estate, the only constant is change. From amended settlement dates to negotiated repairs, contractual changes happen often—and when they do, it’s critical that real estate agents and transaction coordinators (TCs) handle communication with precision and professionalism. A missed update or unclear message can lead to costly mistakes, delays, or even put a deal at risk.

To keep transactions on track, here are clear processes agents and TCs can follow to communicate contractual changes effectively:

1. Document the Change in Writing Immediately

• No verbal-only updates. Even if a conversation starts over the phone or in person, always follow up with a written record.

• Use email as the primary channel. It creates a time-stamped trail that protects all parties.

• Attach supporting documents. Amendments, addenda, or repair requests should be shared promptly so everyone is working off the same version.

2. Define Roles Clearly

• Agent’s Role: Secure signatures, negotiate terms, and explain changes to the client.

• Transaction Coordinator’s Role: Ensure the updated documents are distributed to all relevant parties (lender, title, co-op agent, etc.) and confirm timelines are adjusted in the transaction file.

By knowing who is responsible for what, duplication and confusion are avoided.

3. Standardize Communication Channels

Every agent/TC team should establish a preferred method of communication for contract changes:

• Email subject lines such as: “Contract Change: 123 Main St – Closing Date Amended”

• Shared transaction management platforms where documents are uploaded and tagged

• Group email threads that include both agent and TC, ensuring no one is left out of the loop

Consistency reduces the chance of details slipping through the cracks.

4. Confirm and Acknowledge Receipt

When a change is communicated, the TC should:

• Reply with a simple acknowledgment like: “Received, will update the timeline and notify all parties.”

• Update the transaction checklist and task deadlines immediately.

This step reassures the agent that the change is being handled and prevents assumptions.

5. Communicate Downstream to All Parties

Once confirmed, the TC should notify:

• The lender (to update loan docs or closing disclosures)

• The title/escrow company (to update settlement statements)

• Co-op agent (to maintain alignment between buyer and seller sides)

• Any vendors tied to timelines (inspectors, appraisers, etc.)

This ensures the change flows through the entire deal pipeline, not just between agent and TC.

6. Keep the Client Informed (Without Overwhelming Them)

Clients should always hear about contractual changes from their agent—not through CC’d emails or forwarded messages. The TC’s job is to support the process behind the scenes, while the agent maintains the client relationship.

7. Store and Track Changes

• Keep every version of the contract and amendments in the transaction file.

• Maintain a “Contract Change Log” noting the date, type of change, and who was notified.

• Use this record to protect both the agent and TC in the event of disputes or compliance reviews.

Final Thoughts

Communicating contractual changes isn’t just about passing along information—it’s about protecting the integrity of the transaction. When agents and TCs follow a clear, standardized process, it reduces stress, builds trust, and ensures that no detail is overlooked.

The best partnerships thrive on systems that make communication simple, consistent, and reliable. By putting these processes in place, agents and TCs can confidently navigate changes and keep every deal moving smoothly toward the closing table.